Logistics and Administrative Deputy Coordinator

Background

Inter Aide has been present in Ethiopia since 1988 GC and specialises in the implementation of development programs to help vulnerable rural families to better meet their vital needs. RCBDIA, created in 2006, has a strong presence in Wolayta zone and, with its local roots, is able to influence institutions effectively on behalf of ARIA. Inter Aide (International NGO) and RCBDIA (Ethiopian CSO) have formed an alliance called ARIA (Alliance of RCBDIA & Inter Aide) and seek qualified personnel to reinforce the administrative and finance function to support the implementation of the alliance’s projects.

We are seeking a Logistics and Administrative Deputy Coordinator who is proactive, flexible and able to coordinate and manage the support team, to ensure the successful implementation of field activities. The main responsibilities are set out below.

This position will be supported by an expatriate Logistics and Administrative Coordinator, to support his/her integration into the role, and provide training/guidance to understand Inter Aide HQ expectations/requirements linked to this role.

 

Duties and Responsibilities:

Country-level team management

The Logistics and Admin Deputy Coordinator is responsible for managing and coordinating the support team, with direct line management of the following staff members:

• Senior Internal Audit Expert, primarily responsible for monthly accountancy reviews, internal audits, providing training and technical support for Admin Officers;
  • Logistics Department Head, primarily responsible for procurement processes in Addis, managing the logistics team in Sodo and Addis, and facilitating all procurement/logistics processes for field activities;
    • Zone Administrators, responsible for all financial processes, accountancy and administrative tasks for the field projects.

He/she will also be responsible for ensuring strong coordination between the admin/finance and logistics teams, as well as identifying training opportunities for the support team.

The Logistics and Admin Deputy Coordinator will be responsible for providing support and closely collaborating with RCBDIA’s Finance Director.

The Logistics and Admin Deputy Coordinator will have the responsibility to organise and capacitate the team to ensure that the following tasks are completed on time and will check on a regular basis that they are being completed to a high quality (indicative, not restricted to):

• Ensuring that all accountancy tasks are completed in line with monthly reporting deadlines;
• • Ensuring that all HR files are complete;
• Ensuring that internal audit reports are completed, findings shared and recommendations are made and changes addressed;
• Ensuring that monitoring and reporting tools are used appropriately and regularly updated;
• Procurement processes (Sodo and Addis);
• Fleet garage and office management.

Financial and operational reporting

The Logistics and Admin Deputy Coordinator will be responsible for preparing/managing a range of reports required by the Ethiopian authorities, for Inter Aide HQ and for internal management, including (but not limited to):

• Fund request – monthly compilation and first review of project requests;
• • Regular monitoring of budgets vs. realised/planned expenses across the projects;
• Analysis of costs by type and comparisons between projects (such as vehicle maintenance/ fuel/ third party payments/ trainings etc.);
• Analysis of project efficiency and cost harmonisation between different geographic locations;
• Quarterly preparation of financial report shared with Ethiopian authorities;
• Preparation of budgets required for the Agreements signed with the government;
• Management of the annual Ethiopian audit.

Country-level administration and procedures

The Logistics and Admin Deputy Coordinator will be responsible for coordinating regular reviews of internal administrative, HR, and financial procedures, and preparing revised documentation and processes as required. This will also include, for example, being responsible for making updates to payroll tools, internal regulations, and salary scales as needed under the oversight of the country director and Inter Aide HQ.

Liaison with Inter Aide headquarters

The Logistics and Admin Deputy Coordinator will liaise frequently with French headquarters team, to provide regular updates on the progress of the range of tasks under his/her direct responsibility, and oversight of the support team management.

This is an indicative list of key responsibilities, which is not restrictive and may evolve and adapt to the current needs of the projects.

He/she represents the organizations of the alliance and should as such have a positive, respectful and appropriate behaviour toward all stakeholders he/she might encounter during his or her duties (all ARIA staff, communities, suppliers, officials etc.)