Admin Manager – Jigjiga, Somali Regional State

Deadline Dec 25, 2020

Job Description

Job Summary

Provides strategic leadership to the Administration, Finance & HR departments; develops different financial policies and procedures; monitors the timely utilization of project budget as per planned activities and makes sure that communication and coordination among partners is effective so that activities are completed on schedule; establishes systems and procedures for all purchases to be made by OWS DEVELOPMENT FUND (OWS-DF) and ensures implementation of vendor. Furthermore, develops personnel policies and procedures and ensures that they are adhered to; assists other departments and work units in recruitment selection process; Provides periodic reports to the Deputy Executive Director; performs other related tasks as required.

Specific Duties and Responsibilities Finance Management 

• Organizes, plans, coordinates and execute the overall financial functions of OWS-DF;

• Ensures that guidelines for accounting and financial management of OWS-DF are developed and maintained;
• Develops various action plans and financial report formats, ensures that each office submits monthly and quarterly financial reports, analyses the reports, compiles and submits the summary to the Executive Officer;
• Authorizes petty cash payments in accordance with the approved budget and the OWS-DF Financial Manual;
• Ensures that the internal control system is established, functioning and regularly sharpen to safeguard OWS-DF ’s transactions;
• Ensures that proper accounting system is in place, and secures that accounts are audited regularly and as needed;
• Ensures that all OWS-DF accounts are audited soon after the end of the fiscal year;
• Establishes systems and procedures for all purchases to be made by OWS-DF and ensures implementation of vendor, and all purchases are controlled through adequate planning and budget system;
• Develops and implements appropriate procedures for purchase requisition, receiving, and storage, and issuance, inventory, counting and reporting;
• Delegated to supervise and control all the day-to-day activity of OWS-DF operation particularly in the
• area of financial decision matters;
• Develops budgets for OWS-DF activities in collaboration with program and Human Resource & Administration Departments;
• Controls the accounting system fixed assets of the organization including all paid vouchers, receipts, bank statements, bank reconciliation, and other documentation required by project regulations;
• Reviews all incoming invoices, vouchers, and receipts for accuracy;
• Monitors preparation of all payment vouchers, appropriate approvals and signatures, and ensures that all vouchers are properly coded with the correct activity and account codes;
• Prepares the finance Audit report for external and internal Auditor
• Ensures the proper management of payroll and the settlement of other payments;
• Monitors the timely utilization of project budget as per planned activities and makes sure that communication and coordination among partners is effective so activities are completed on schedule;
• Monitors travel advances, maintain travel advance records, process expense reports, and reconcile advances;
• Follows up on overdue advances and overpayments and reconcile items on the bank reconciliation statement;
• With the approval of the Project Manager, drafts letters to advances, suppliers, banks, and     partners on financial issues;
• Updates the financial system of the organization as required;
•  Coaches and evaluates the performance of staff members;
• Follows up on time payment of Government taxations.

Admin & HR Management 

• Provides strategic leadership for the Human Resource and Administration department;
• Develops personnel policies and procedures including recruitment and selection, training and development, performance appraisal, promotion, salaries and benefits;
• Ensures that established personnel policies and procedures are adhered to and implemented;
• Ensures that the rights and privileges of employees are maintained in accordance with policy and procedures of OWS-DF;
• Advertises vacant posts as per the request of departments;
• Assists other departments and projects in recruitment and selection;
• Issues employment letters and contracts on behalf of OWS-DF as per the written request of departments;
• Conducts induction program for newly hired staff;
• Develops training strategies for the staff and follows up its implementation accordingly;
• Ensures that employee performance evaluation forms of all staff members are filled and collected timely;
• Ensures that personnel records are updated and maintained properly;
• Communicates with insurance companies and gets employees covered under insurance policy;
• Develops logistics policies and procedures, including purchasing and property administration;
• Develops logistics policies and procedures for vehicle management and property administration;
• Ensures the wellbeing and proper management of the organization’s vehicles;
• Ensures that registers of fixed assets, vehicles, furniture, office equipment and stock items are kept properly;
• Ensures that other departments get the necessary logistics and related support;
• Oversees and ensures the wellbeing of the office building and premises as well as office facilities;
• Conducts performance appraisal of staff members under his/her supervision;
• Ensures that office facilities function properly;
• Performs other related tasks as required.

Job Requirement

Essential

• Bachelor’s degree in Accounting, Finance, Business Administration or other relevant field and a professional qualification in accounting desirable. (Masters Degree is preferable)
• 5 years of relevant progressive experience, out of which 2 years in managerial positions.
• A minimum of Seven years’ experience in the management of programs funded by the INGOs/UN Agencies or other donors.
• In-depth knowledge of IPSAS financial management rules and regulations.
• Experience in supporting the development of organizational strategies, policies and guidelines.
• Considerable experience in planning, organizing and implementing work objectives.
• Considerable experience in Human resource Management.
• Good skill in emotional intelligence and continuous self-learning
• Very good skill in influencing others and conflict management
• Excellent oral and written communication skills; Advanced skills in ICT are required.
• Fluency in English is required.

Desirable

• Demonstrated strong analytical, interpersonal and multi-tasking skills.
• Excellent leadership skills and demonstrated ability to manage and work effectively in team situations.
• Proven ability to prepare budgets, contract/sub-contracts and donor financial reports.
• Demonstrated capacity and prior experience in supervising others as a coach/mentor to train staff and develop financial skills of colleagues.
• Ability to travel to program locations within Ethiopia as needed.

How to Apply

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