Finance & Administration Site Manager 1

Job Purpose

Finance & Administration Site Manager 1 is accountable for the integrity of financial and analytical accounting and for reporting from the field/offices. S/he oversees all financial resources and administrative activities, such as management of premises and staff travel, in a given delegation/other structure, and acts as Human Resources and/or Logistics Manager in the absence of a dedicated specialist. S/he has responsibilities within the assigned site concerning financial business partnering, risk management, financial compliance, resource management and quality administrative services

Relationships

• Internally, interacts with all relevant colleagues in HAW, NEK and ADD and other sub delegation of the ICRC as needed.
• Externally, s/he interacts with a network of contacts at local level such as bank representatives, suppliers and service providers, under the direct supervision of the Head of Office Hawassa and the technical support of the NEK Sub-Delegation.

Accountabilities & functional responsibilities

Administration and Finance (35%)

1. Finance

• Ensures accurate, complete, and timely accounting records and financial reports in line with ICRC financial procedures
• Manages office/site-level cash operations, including petty cash, payments, advances, reconciliations, and cash-flow monitoring
• Prepares and follows up on monthly financial closings in coordination with the delegation finance structure
• Records accounting transactions in the designated financial systems and ensures supporting documentation is complete
• Identifies financial discrepancies, risks, or anomalies and proposes corrective actions
• Maintains audit-ready financial and administrative documentation (physical and electronic, including Team Space)
• Provides administrative and financial support to departments as required
• Provides functional guidance to administrative or finance support staff, where applicable.

Premises and General Services

• Oversees the management, maintenance, and safety of office premises, residences, and other assigned facilities
• Coordinates maintenance, rehabilitation, or construction works in line with ICRC standards and budgets
• Manages relationships with landlords and external service providers
• Monitors utilities and general services consumption and proposes efficiency measures
• Manages inventories related to premises and ensures proper documentation and stock control.

Welcome and Office Support

• Organizes accommodation and logistical arrangements for visitors and staff on mission
• Prepares welcome briefings and supports induction processes for new arrivals
• Supports the organization of meetings, workshops, and events.

2. Logistics Responsibilities (30%)

Fleet and Transport Management

• Ensures efficient and compliant planning, allocation, and use of vehicles
• Oversees fuel management and monitors consumption, reporting anomalies
• Monitors vehicle condition and coordinates preventive and corrective maintenance
• Ensures compliance with fleet management and safety rules.

Transport Staff Supervision

• Organizes transport staff assignments and monitors task execution
• Conducts briefings and debriefings related to movements, safety, and operational feedback
• Ensures compliance with safety and operational rules by drivers and users.

Logistics Administration

• Ensures fleet management tools, vehicle documentation, and records are accurate and up to date
• Produces logistics statistics and reports as required
• Ensures proper archiving of logistics documentation in line with ICRC rules.

Procurement and Supply

• Manages procurement processes in compliance with ICRC procurement rules
• Prepares and follows up on purchase orders, contracts, and supporting documentation
• Conducts market assessments for local purchases to ensure best value for money
• Coordinates delivery, reception, and payment processes
• Ensures quality and quantity control upon receipt of goods and services
• Handles supplier complaints in coordination with relevant stakeholders.

3. Human Resources – HR Relay (15%)

• Acts as HR Relay at office/site level under the guidance of the delegation HR department
• Ensures HR administrative processes are implemented in line with ICRC policies and local labor law
• Supports recruitment, onboarding, probation follow-up, and staff administration.

4. ICT and Technical Support (10%)

• Acts as ICT focal point at site level
• Ensures continuity of IT services and escalates issues when required and liaises with delegation ICT specialists.

5. Information Management (10%)

• Acts as Information Management focal point at site level
• Ensures compliance with IM rules, procedures, and best practices
• Oversees records management and supports effective use of collaborative tools
• Coordinates filing and archiving activities in collaboration with the delegation IM structure
• Ensures proper registration and management of internal reports and correspondence.

PEOPLE MANAGEMENT RESPONSIBILITIES

• Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision
• Makes sure that deadlines for the PMD cycle are met
• Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members
• Organizes regular meetings within their team to ensure optimal coordination of the work and proper flow of information
• Ensures that job descriptions for employees under their supervision are up to date; seeks feedback and support from the HR Department if needed
• Plans and coordinates the annual leave of the employees under their supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year
• Coordinates and supports the employees under their supervision in their personal development by coaching and advising them on internal and external training and development possibilities

Certifications / Education required

• University degree in Business Administration, Finance/Accounting, Logistics, or Human Resources (Diploma in Accounting or Internal Audit an asset), with 3–5 years of proven experience in finance, management, logistics, or human resources including at least one year in financial accounting/controlling
• Strong knowledge of accounting software and computer applications
• Experience in an international working environment is an advantage
• Fluency in English, Afaan Oromo and Amharic,
• Demonstrated competencies in leadership, accountability and people management.

Additional information

• Type of role: National / Resident (Opened to Ethiopian Nationals ONLY)
• Working rate: 100%
• Location: Hawassa
• Hardship : H1
• Length of assignment: 1 year fixed term contract, subject to extension based on performance and budget availability
• Application deadline: March 13, 2026

Language

• English
• Oromifa
• Amharic

Our values

• At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values. For more information on the ICRC values, please visit this page.