Job Description
Organization
iMMAP is an international nongovernmental organisation that provides information management services to humanitarian and development organizations. Through information management, we help our partners target assistance to the world’s most vulnerable populations. Our core philosophy is that better data leads to better decisions and that better decisions lead to better outcomes. iMMAP’s critical support to information value chains helps to solve operational and strategic challenges of our partners in both emergency and development contexts by enabling evidence-based decision-making for better outcomes.
Background
The Administrative Assistant will provide general administrative support, under the responsibility of the Administrative and HR Officer. the Administrative Assistant will be responsible for providing HR, logistical, financial, and administrative support to iMMAP’s Ethiopia Office to ensure that iMMAP’s activities are run in an effective and efficient manner. The Administration Assistant will help ensure iMMAP’s accountability and transparency at all levels.
Description of Duties
À la carte, then listed in sub-categories:
- Supervise and coordinate the provision of all administrative, personnel and financial support require to the project, ensuring that appropriate control reporting structure are maintained in accordance with the organisation’s rules and regulations.
- Manage projects accounting and financial system by ensuring that appropriate cashbook prepared for each month expenses.
- Coordinate and act as focal point for issues relating to finance (including salary, payment of per diem, rent, hazardous, R &R, process of invoices and receipt of funds).
- Coordinate the asset inventory process, including procurement and reporting in established forms to iMMAP.
- Manage admin/finance issues with iMMAP head quarter office when required.
- Manage logistic issues for iMMAP activities support to national mine action offices.
- Undertake other duties as requested by the line manager.
- Prepare all finance reports and monthly cashbook for iMMAP Ethiopia with scanning all receipts.
Requirements
1/ Support iMMAP’s administrative and logistics procedures in Ethiopia
- Provide secretariat support for writing official letters and translations (from English to Amharic or from Amharic to English) for light operational, technical, legal and administrative written documents including letters, notices, and reports….
- Ensure that the Logistics Procedures comply with iMMAP’s Global requirements, regulations, and policies during all phases of the project;
- Update the iMMAP contact list on monthly basis.
- Make cash payments as instructed by his/her Manager once all the proper validation procedure has been followed.
- Copy invoices to archive monthly accounting.
- Support travel arrangements for international staff and visitors by booking all taxis, hotels and flights in a timely manner and circulating internally the follow-up document including phone numbers of visitors. Coordinate transport pick-up and drop-off and accommodation (hotel, apartment, house) of staff and guests.
- Assist in archiving any documents related to Admin, HR, and Finance and particularly be responsible for the archiving of the accounting documents and their transfer to HQ as instructed by his/her Manager.
2/ Cash and Asset Management
- Manage the overall project liquidity process to ensure adequate funds are available to meet sub-recipient disbursement requirements and obligations;
- Review monthly bank reconciliations;
- Ensure that an asset register is maintained.
3/ Support liaison with the Ethiopian authorities for administrative and legal procedures, in cooperation with iMMAP’s legal representative
- Assist in all Administrative procedures including on all registration documents and processes with the relevant authorities, in cooperation with iMMAP’s legal representative and Administration and HR Officer.
- Proceed with all legal payments for the Ethiopian Office in a timely manner and as instructed by his/her manager.
- Follow-up the procedure for all legal requirements for the international staff (Visa, work permit) and visitors with iMMAP’s Legal representative.
Guiding Principles
Personnel is expected to conduct itself in a professional manner and respect local laws, customs and iMMAP’s policies, procedures, and values at all times and in all Countries.
iMMAP has zero-tolerance for sexual harassment, exploitation and abuse, human trafficking, child abuse and exploitation. Any violations of these principles and policies will be treated as serious misconduct.
iMMAP is an Equal Opportunity Employer regardless of background.