Office Manager – Jijiga, Somali Regional State of Ethiopia

Summary:

• The Office Manager will be responsible for the overall administration of HALO’s office in Jigjiga. As a manager, he/she will have overall duties and responsibilities related to Administration, Finance, Logistics, and general office operations.

Particulars:

• He / She reports to Programme Coordinator/ Programme Manager/ Operations Manager
• Is Line Manager for:  Security, Cook/Cleaner, Logistics team
• Internally, he/she works in close cooperation with the Ops Department, Logistics Department, Human Resources, and Finance Department.
• Externally, he/she deals with: Government Agencies, Regional offices, Port and Airport Authorities, Travel agents, and local procurement Suppliers – In Jigjiga.

Admin Responsibilities:

• Manage daily office operations and administration for the Jigjiga office.
• Book all inbound/outbound flights, hotels for international and national staff.
• Oversee office repairs, maintenance, and utilities.
• Maintain the contract lease of premises and services contract agreements of the relevant service provider.
• Monitor attendance and schedules for Jigjiga staff.
• Represent the organization at external meetings with the government Bureaus and other stakeholder meeting if necessary.
• Chair weekly staff meetings; maintain regular communication with the line manager.
• Provide timely and informed updates on government legislative amendments and proclamations that directly impact the work of HALO in Ethiopia;
• Advise senior management on any issues needing their attention.
• Complete import/export paperwork for shipments.
• Collect incoming air/sea freight shipments.
• Plan and monitor local procurement to support programs.
• Ensure field staff have proper equipment when needed.
• Maintain inventory management systems and procedures.
• Oversee record-keeping for supplies and updating of stock cards.
• Coordinate movement of capital assets.
• Provide translation of documents, meeting etc.
• Pay Jijiga office utilities (water and Electricity bills) on time
• Other duties as assigned by the line manager

Finance Responsibilities:

• Ensure financial transactions are properly recorded and supported by documents.
• Assist the Finance team in monitoring expenditures and flagging any irregularities.
• Support processing of payments and receipts according to procedures.
• Ensure financial information is accurate and procedures are followed.
• File financial documents; update expenditure records.
• Adhere to anti-fraud and anti-bribery policies.

Qualifications:

• Bachelor’s Degree in business (Administration Stream)
• Fluent Somali and English speaker. (Amharic speaking is Mandatory)
• Ethiopian ID card holder
• 3-5 Years of experience as an administrative, Finance or Office Manager. Experience in a related job is preferred.
• Strong organizational, communication and interpersonal skills.
• Valid driving licence