Administration Officer (Project Admin) | Dire Dawa

Introduction In the framework of the PROMETEO project, under the supervision of the Country Administrator, CIFA is looking for an Administration Officer (Project Admin) in Dire Dawa City.

Organization CIFA is an international NGO with over 40 years of commitment in protecting the most vulnerable children and youth. Working in Ethiopia for over 20 years, CIFA supports the access to primary and secondary education, especially for girls; it fights against the worst forms of discrimination and supports women’s economic empowerment. With this approach, CIFA currently works in Addis Ababa, Dire Dawa City Administration, Amhara (South Wollo), Hareri and Oromia Region.

Project The Project “PRO.M.ET.EO: Protection of Minors in Ethiopia on the Eastern Migration Route” is a project that is implemented in Dire Dawa and Harar. The project is financed by the Italian Ministry of Interior.
The objective of the project is to improve access to and the quality of basic services in Ethiopia, with a particular focus on migrant and vulnerable youth, ensuring their enhanced protection and integration into the community

Position Administration Officer (Project Admin)

Duration Contract 9 months, with 60 days probation period

Location Dire Dawa

Key Tasks

• The Administration Officer (Project Admin) will be responsible for all financial, admin, procurement, logistic and HR related activities of the project under the supervision of the Country Administrator.

These are the major tasks of the Administration Officer (Project Admin):

• Be focal person for all financial, admin, procurement, logistic and HR related activities at field office level
• Be responsible for the day to day recording of financial transactions of the project
• Be responsible for the timely data entry & compilations, financial reporting, and documentations of the project financial transactions
• Plan, implement, monitor, and report on project financial management
• Lead Human resource (HR) activities at field office level in close collaboration with the country office finance and admin Unit.
• Follow up and assist in the timely settlement of staff Perdiem, work advances, review travel expense reports to ensure that they have complete documentation, accurate, and comply with applicable policies and internal procedures.
• Ensure that all financial activities are conducted with the approval of appropriate budget lines for expense approval and technical oversight.
• Ensure monthly project cash flow projections are submitted on time and check for accuracy and completeness.
• Compile monthly, quarterly, bi-annual, and annual financial reports of the project finance in accordance with the donor and the government templates
• Prepare and implement the project fixed asset and goods received registry and disposition systems of the project in collaboration with the Country Finance and Administration team
• Ensure the project financial statements and relevant documents are compiled & audited on time
• Make preliminary review of documents requesting payments and settlement for completeness, accuracy and compliance with sound Accounting Practices, Organization Financial policy, Donor – Italian agency for development and cooperation (AICS)

Rules and Regulations, and Ethiopian Tax Laws.

• Implement procurement processes according to Donor and CIFA policies and procedures.
• Follow up the regular scanning of financial documents and share it to the country office finance and admin
• Keep proper and safe documentation of accounting files, in a secured place with limited access from other staff not working directly in the Accounting team
• Ensure withhold tax deduction as per ERCA law, ensure settlement to Tax Authority within the schedule, Maintain hardcopy files for all tax declaration and settlement (WHT, Income Tax, and Pension)
• Perform any other duties as assigned by the supervisor which are in line with the general concept of this position.

Remuneration

• The employee’s Gross Salary will be € 520.67 [Five Hundred twenty and sixty seven Euro Only] based on the salary scale of the Organization (Grade 5 -Step 1) and will be paid at the end of each month to the employee’s bank account.
• This gross salary included monthly transport allowance and pension fund and 20% of hardship allowance as per the law of the Country and medical & life insurance as per the policy CIFA

Qualification:

• Bachelor’s degree in accounting and finance and other related fields

Experience:

• At least 5 years’ experience in relevant fields is required;
• Previous experience working with INGOs or humanitarian organizations for 4 years;

Personal Skills:

• Strong financial and accounting skills.
• Strong interpersonal and empathic skills, ability to analyze, report, work independently and in a team
• Strong organizational and problem-solving skills;
• Good management, administrative and communication skills;
• Demonstrated understanding of and ability to maintain confidentiality and respect for beneficiaries
• Positive and professional attitude, including ability to lead and work well in a team setting
• High degree of flexibility and strong ability to organize work, meet deadlines, maintain composure, prioritize work under pressure, coordinate multiple tasks and maintain attention to detail
• Establishes good relations with beneficiaries and local government representatives
• Computer literate, including Microsoft Word and Excel

Languages:

• Excellent communication skills in English, both written and verbal;
• Excellent communication skills in Amharic, both written and verbal