Finance and administration Manager

Organizational description 

The Ethiopian Medical Association (EMA) is one of the first professional associations in Ethiopia and was established on July 2, 1962 G.C with 100 founding members through a formal charter granted to it by the then Emperor Haile Selassie I. EMA is member of World Medical Association since 1994 G.C.

EMA’s head office is based in Addis Ababa and has a presence in five regions represented by its 12 regional branch offices (Gonder, Mekelle, Bahir Dar, Dessie, Jimma, Adama, Harare, Hawassa, D/Markos, Assosa, Wolkite and Arba Minch). EMA has been operational for over 60 years on promoting quality of medical service in Ethiopia and evidence-based medicine through publishing the Ethiopian Medical Journal (EMJ). The mission of the association is to: Ensure that the community gets quality health service and care; promote the highest standards in medical education, science, art and practice and Ensure the rights and benefits of medical professionals (doctors) and act as their voice.

Thus, the association would like to invite experienced and competent candidates for the following listed vacant post:

Position information

Work Unit: Finance and Admin Office

Reports To: Executive Director

Staff Reporting to the Job Holder: 4(HR and Administration officer, Senior finance officer, Accountant cashier and store keeper) with possibility of increase as the number of EMA’s and its business wing increases.

Duty Station: Addis Ababa with possibility of travel outside of Addis Ababa when the work demands.

Employment Type: Full Time

Position Grade: VIII

Job summary

Under the supervision of the Executive Director, the Finance and Admin Manager is responsible for managing and leading financial, Human resource, administrative, logistics, procurement and EMA- Income Generating Activities (EMA_IGA) functions of the association. Nd property administration matters of the Association. The Manager is expected to play a key role in ensuring effective, efficient and professional financial, HR and property administration functions.

Duties and Responsibilities

Job Responsibility #1: Financial and Budget Management 

• Prepares periodic reports and budgets concerning the activities of the department and share for respective bodies for information and further action as required.
• • Prepares the annual financial plan of the Association and ensures for the proper implementation of the plan.
  • Ensures the timely and quality preparations of project budgets, reports in close collaborations with the project managers and coordinators
  • Identifies potential fund sources and actively works for the generation of fund from different local and foreign sources in collaboration with program team.
  • Managing fund utilization (Reviewing, Approving, effecting payment) according to budget
  • Continuous follow up on the budget and actual financial report, and communicating with concerned departments, project focal persons and collecting feedbacks from departments and donors

Job Responsibility #2: Human Resources and General Administrative matters of the association 

• Monitors and controls the overall internal work process of the Association and actively works for its continuous improvement.
• • Ensure the proper implementation of EMA’s Human Resources Policy Manual and the Labor Code of Ethiopia reference in every decision
  • Organize recruitment process, participate in recruitment and selection of team members as required in consultation with Human Resources Officer and Executive director.
  • Facilitate Preparation of annual leave plan and ensure that all employees’ have submitted their leave plan each year and follow up the implementation of the plan accordingly, and work in close collaboration with HR Department
  • Ensure KPI settings and performance appraisal is conducted for all employees in the association according to the guideline and performance Management cycle of EMA.
  • Prepare and submit periodic reports on human resource of the association to concerning government organizations as per the requirements of respective government offices
  • Attends different meetings related to Government’s financial policy issues (AABE), CSO Ministry of labor and social affairs, etc by representing the Association.

Job Responsibility #3 Procurement, logistics and Property Administration 

• Designs and implements effective and efficient vehicle and other fixed asset administration strategies, policies and procedures.
• Ensuring the internal control system on procurement, vehicle management, travel request and settlement, training settlement, and related activities according to the internal control producers and acting on feedbacks given from internal auditor as well as respective donors
• Collecting the department’s annual procurement plan and compiling it for semi and annual purchase.
• • Facilitates procurement of different services and materials upon the request made by user department/work units.
  • Ensures that full compliance of procurement and property administration activities with organizational rules, regulations, policies and strategies of the Association as well as donor requirement.
  • Oversee the proper Facilitation of the stock replenishment process in consultation with store keeper, Finance Officer, HR and Administration officer.
  • Follow up on staff contract renewal, staff file arrangements, attendance sheet, and related in close collaboration with the HR department.

Job Responsibility #4: Internal Control 

• Develops anUd contracts implementation.
• • Timely submission of regular financial reports to donors and other stakeholders & maintain donor compliance.
  • Facilitates external audit services, at the end of each fiscal year, in order to get opinion on fair presentation of Association’s financial position.
  • Work on OSCAR action plans set out in the last month identified areas that need improvement.
  • Facilitating the hiring and communicating of external auditors on time and follow up the issuance of reports on time
  • Providing on job training and sharing experience for the accountant and cashier on cautious bases

Job Responsibility #5 Manage the financial, administrative and HR related activities of the EMA- IGA wing the specific activities of which comprise the job responsibilities listed under Job Responsibility 1-4 above as applicable to EMA-IGA wing.

• Perform other duties assigned to him /her by the immediate supervisor.