Administration and Finance Manager | Tigray, Ethiopia

Médecins du Monde or Doctors of the World, is an international humanitarian organization which provides emergency and long-term medical care to the world’s most vulnerable people.

Médecins du Monde (MDM) is operating in Ethiopia since 1986 in different types of health projects. MDM–France invites qualified candidates to apply for the following position:

Duty station: Ethiopia, Tigray Region -Aksum – Ahasea

Starting date: Immediately /ASAP

Employment Term: 6 Months with possibility of extension

Reported to: Finance Coordinator & Field Coordinator

Job Summary

As Finance & Admin Manager, he/she will be responsible for over all finacial and HR management of the Tigray base activities managed from Axum to support Tigray Intervention. Your main responsibilities are :

Essential duties and responsibilities.

Finance:

Accountancy

• This is the main responsibility of the finance & Admin manager and an important part of his/her performance evaluation
• Responsible for timely and reliability of the entries. Every single movement in the bank accounts or from the cash/safes in the field office need to be documented with supporting documentation as per MDM procedures and must be recorded in Saga.
• The Finance & Admin Manager is responsible for receiving the entries from the subordinates, consolidating them into Saga, and checking them to ensure correction of entries/allocation/accounting code mistakes.
• The finance & admin manager is checking and preparing the cash reconciliations and bank reconciliation on a monthly basis for each bank account and safes. He/she checks prior to final signature that the amount in the cash reconciliation match saga balance at the end of the month.
• The Finance & Admin Manager has the responsibility to closely follow up the matching of the account 4 and 5.
• He or She makes sure of all open advances are closed and match them (lettering) or alert the Finance Coordinartor at Head Office in case advance are not closed and matched in due time. Likewise, the Finance & Admin Manager makes sure of the proper matching of the internal transfer (accourt 585001).
• The Finance & Admin Manager is responsible for the proper archiving of the financial documentation. Financial documentation is filled in logical order ; there is one folder per month and Balzac Book clearly labelled including the cash or bank reconciliation, the signed list of expenses, one voucher stapled with supporting documentation for each entries registered in the list of expenses and that these folders are scanned and uploaded online with clear label and organisation.

Cash Management

• He/she will be responsibel for over all cash of the base.
• To prepare monthly cash request and sharing with Coordination office. flow
• To prepare request for funds transfer.
• He/she will be responsible of bank management.

Financial Management

• To follow up with the financial forecast in BFF.
• On monthly basis support Finance Coordinator in updating BFF by doing meetings with other départements for financial planning/forecast.

Compliance 

• Participate in internal audits and reviews as required to ensure compliance with MdM France procedures and donor’s requirements
• If required, to prepare for financial year or any internal/External Audit, communication with the auditor, preparation of the needed documentation for Finance Coordinator review, alert Finance Coordinator about main findings
• Contributes to the creation, implementation and communication of policies and procedures for the Ethiopian mission

Administrative and HR:

• Participate in recruitment process for Tigray base, with support of HR Coordinator and Field Coordinator, following the MDM recruitment policy & procedures.
• To ensure implementation of Internal regulations and MDM policies in Tigray Base. Also do refreshers for staff.
• Support HR Coordination every month in preparing/updating payroll and pay sheets after collection of the necessary (absences, leave, overtime, recuperation days, etc.) records.
• To prepare end of contract package to be validated by HR Coordinator.
• Ensure the creation, keeping and updating of all national employee administrative files according to the set procedure.
• Manage preparation of employment contracts and other documents related to employment contracts, check contract dates and inform HR Coordinator before their expiry date.
• Manage the leave requests from employees, ensuring the leave request is approved by the responsible person, ensuring the annual leave is deducted, keep them in the personal files.
• Follows up medical claims of national staff to the Insurance Company in line with MDM Insurance coverage policy.
• Resolve complaints in collaboration with field coordinators, Human Resource Coordinator.
• Have the employee sign their contract and other letters on time and send them to the Coordinating Office on time.
• Monitoring and enforcing the pension registration and pension contributions.
• Prepare letters on request by the Field Coordinator.
• Ensure the archiving and filing of all official correspondence.
• Organize / archive all Administrative information in the respective files.
• Orientation of new staff and prepare briefing plan with other departments for proper understanding of work collaboration of all departments.

Team Management

• Create a sustainable work environment of mutual respect that attracts motivated, skilled and effective team members and enables them individually and collectively to strive to achieve excellence.
• Liaise and work in close coordination with Finance Coordinator and HR Coordinator, when required

This job description can be modified at any time according to changes in MDM activities or in the context with prior notice and agreement between the two parties. On demand of the direct supervisor, other tasks might be added to that present list.

Educational Qualification

• MA/BA Degree in Accounting, Finance, Business Administration or related filed

Work Experience

• At least 5 years’ experience in similar positions
• Experience in an international NGO

Personal Skills and qualities required

• Strong organizational skills in emergency situations and autonomous in daily operations,
• Essential – Fluency in written and spoken English ,Amharic and Tigrena language
• Excellent reporting skills
• Good communication skills
• Fully fluent in Microsoft Word, Excel, PowerPoint
• Showing flexibility, reactivity, anticipation, adaptability;
• Experience/knowledge of the Tigray region is a plus
• Essential – Experience in Management
• Knowledge and experience with Saga (accounting software) is a plus
• Ability to prioritise own workload, to work independently where necessary and commitment to meet deadlines
• High level of numeracy, accuracy and analytical skills
• Ability to priorities, discuss with line management to fix priorities, respect deadline and inform line management about blocking points and issues
• Excellent written and verbal communication skills: proven ability to present information and concept in a synthetic and solution-oriented way

Languages

• Fluent English essential, including good English writing skills
• Amharic and Tigrinya is essential
• French: an asset