Finance and Administrative Assistant

About the Job
MANAGED BY/MANAGING

The Finance and Administrative Assistant will be managed directly by the Project Manager. The Finance and Administrative Assistant will receive technical support from the Finance Officer and the HR Officer and will directly supervise Office Cleaners.
MAIN RESPONSIBILITIES

The Finance and Administrative Assistant with close collaboration from the Finance Officer and the HR Officer will assist in managing Afar base, Ethiopia program with regards to finance and administrative issues.
Finance:

Payment of expenses related to the daily operation of the MDM program through cash, cheque and/or bank transfer.
Managing staff work advances.
Ensure prompt payments to vendors, taxes, pension, and staff salaries.
Ensure correct and timely updates of expenses on WINPACCS accounting system.
Prepare the bank and cash reconciliations on a weekly and monthly basis.
Monitor and replenish cashflow into the program cashbooks.
Ensure compliance of MDM Germany cash and financial management procedures and donor regulations.
Ensure compliance of supporting documents for payments.
Ensure reliable and traceable archiving of financial documents.
Any other duties that may be deemed appropriate for this role.
Human resources:

In collaboration and with the support of HR Officer, responsible for management of day-to-day operations of the HR and Admin functions and duties.
Assist HR Officer compilation of employees’ personal files, annual leave balances, benefits, and sick leave records are up to date according to HR procedures.
Assist the HR Officer documentation for new employees, open new personal files with basic documentations like; (references, pre-employment health checkup, copies of educational qualification and experience, copies of national ID card or passport, copy of pension contribution ID card ‘if any’) are kept in the personal file in order.
Assist the HR Officer on the follow up of staff annual leave utilization process, verify annual leave records and keep clear balance of staff leave file up to date.
To assist recruitment processes; communicate to candidates, scheduling interview, arranging written and oral tests etc.
Assist in payroll preparation, management, and payment process by contributing relevant data (update on new hired employees, absences, bonus, leaves, contract status, time sheets etc.)
Establish a complete HR documentation and prepare reports relating to employment statuses in accordance with employee personal file (staffing, recruitment, training, grievances, performance evaluations, separation, exit process etc.)
Assist to prepare up to dated tracking sheet for employee learning and trainings undertaken and keep records and archives.
Assist employees receive performance objective forms and templates and guide them on how to set performance objectives/goals.
Assist HR Officer employee performance objective and evaluations are attached to their personal files.
Assist preparation of performance objective setting submission tracking sheet to follow up with them on time submission.

Administration:
Assist Project Manager in Zone 5 Afar Region in facilitating the smooth flowing of routine, administrative work of the MDM-Ge office and program support operations.
Work closely with Office Cleaner for office cleaning and sanitation.
Ensure office hygiene and sanitation are promoted.
Identify with support from staff & office maintenance an
About You
Degree/Higher Diploma preferably in Business Administration or related field
Two years’ experience in working with International NGOs in similar level
Motivated and create in approaches to work.
Excellent interpersonal skills and demonstrated ability to establish effective and working relationships
Excellent communication skills, personable and articulate
Fluent in Witten and spoken English, Afar, Amharic knowledge is a plus
Strong team Player of high integrity, pleasant personality, ability to work under least supervision and meet strict deadlines.
Computer literate and with good ICT Knowledge.
Demonstrated experience in overall responsibility and accountability for the Human Resources and Financial management of an organization.
Good public Relations with strong negotiation skills
Required Skills

Action planning

Dealing with work-related stress

Accounting
Desired Skills

Accounting
How To Apply
please submit: a two-page curriculum vitae; three work-related references; a one-page

cover letter explaining how your skills and experience match the job requirements stated above.

copy of certificate/License (if applicable).

If possible, please send all the above in one document – MS Word or PDF. Also, write the job title and your name in the subject line and

Apply Through Ethiojobs.net. Deadline for submission: 19 July 2024.

Ärzte Der Welt strongly encourages female candidates to apply!

Only shortlisted candidates will be contacted.
Perks + Benefits

Loan

Medical Allowance

Transport Allowance