Jan 30, 2018

Concern Ethiopia Vacancy : Roving Rapid Response Admin, Accountant, Logistics Officer

  • Concern Worldwide Ethiopia
  • Addis Ababa, Ethiopia
Full time NGO/Nonprofit/Social Services

Job Description

Concern Ethiopia Job Vacancies

Duty Station: Based in Addis Ababa with high levels of field travel

Terms of Employment: Definite Period

Reports to: Rapid Response Manager

 JOB PURPOSE:

·         To provide systems support to Concern Worldwide’s Rapid Response Project through the implementation of HR/admin/finance, transport and logistics activities in line with Concern Worldwide and donor policies and procedures. To provide start up support at the woreda level and to provide cover if there is a gap in the position of the woreda based admin/finance/logs officer

 Main Duties & Responsibilities (Including Training Role):

 Finance:

 ·         Coordinate with other team members to complete financial requirements for action plans

·         Undertake checks in project locations including weekly cash count, surprise cash count, checking the payroll, undertaking random checks on purchase process and prices.

·         Preparing cash flow requests and ensure adequate cash is held in the programme area for the planned activities

·         Ensure the following deadlines are adhered to:

-          Monthly cash books and bank books

-          Cash requests from the fields

-          Cash transfers to fields and others

·         Adhere to the necessary accounting, documentation and reporting procedures required for the purchase of items based on purchases/procurement procedure, if any.

·         Check and review the completion of external work before any payment is effective

·         Review and check monthly staffs’ payroll before the payment is effected and file the necessary documentation

·         Assist the project Finance staffs at HO and field level

·         Liaise with the HO transport/logistics team on a regular basis and participate in any required training/capacity building

TRANSPORT & LOGISTICS:

 ·         Understand and adhere to Concern policies and procedures relating to transport, procurement and warehousing.

·         Ensure appropriate vehicles, equipped with basic health and safety equipment, are sent to emergency woredas according to the local terrain and operational nature

·         Maintain hard and soft copy files of rented/Concern vehicles working in emergency field offices 

·         Ensure supplies requests for rented vehicles are in initiated a timely manner on a monthly basis for each rapid response woreda

·         Liaise with the head office transport team to ensure that rented vehicle payments are settled in a timely manner with the appropriate project code

·         Track and monitor the use of vehicles on the project in order to ensure they are effectively used for their intended purpose  

·         In the event of an accident, liaise with the Addis transport team to ensure the necessary insurance procedures are followed and a replacement car is immediately sent to the project woreda

·         Ensure that procurement processes follow Concern and Donors procurement guidelines

·         Develop a master procurement plan for the project and monitor the plan to ensure it is correctly followed

·         Work closely with the Head Office logistics team to ensure that procurement for the project takes place timely and effectively 

·         Track all project purchases and ensure that an accurate supplies request status sheet is updated and shared to field offices on a weekly basis   

·         Ensure purchased program supplies are dispatched to the intended woreda in a timely manner

·         Ensure emergency supplies stocked at the woreda are properly managed according to Concern warehouse manual and procedures

·         Ensure that inventories of emergency stock stored in the HO warehouses are reported to the relevant staff on a regular basis 

·         Collect a stock status report from each project woreda  on a monthly basis and prepare monthly consolidated stock reconciliation reports

·         Ensure health and safety standards are respected in each field office warehouse   

·         Make sure all assets in the project woredas are recorded and labelled as per Concern Ethiopia and Donors asset management guideline.

·         Conduct regular field visits and provide the necessary technical support to the local support team, producing a report highlighting any issues or concerns that may need management’s attention 

·         Work closely with the head office transport and logistics team to ensure all required support to the rapid response program is provided timely and effectively

·         Ensure the basics office equipment for rapid response field offices are procured and dispatched as early as possible    

·         In the event of a security incident, accident ensure that the information is shared to management as soon as possible.

·         Liaise with the HO transport/logistics team on a regular basis and participate in any required training/capacity building

 HR/ADMIN

·         Maintain and update personnel files of all staff at the project, including all documentation as required in line with Concern HR Manual guidelines. Manage and record staffs’ annual leave roster and ensure all annual leave is used within the current year. Record and manage all staff related leaves such as Compensatory Time Offs, sick leaves as per Concern’s HR Manual.

·         Manage and address all staff personal issues following the Concern HR Manual guidelines

·         Prepare any required HR reports

·         Provide the necessary materials and equipment to project staff for their day to day activities

·         Monitor and follow-up on the performance (PDR) of all staff working in the Sub-office.

·         Maintain high standard of Health and Safety within the working environment.

·         Maintain good working relationships in the workplace.

·         Perform other duties assigned by line manager

·         Ensure an updated emergency staff roster is in place, reviewed on a minimum of a quarterly basis

·         Ensure an updated roster of existing Concern development team staff is maintained to enable rapid redeployment if needed

·         Ensure update job description templates are on file for all rapid response positions

·         Ensure that recruitment takes place at the woreda level in as efficient and timely manner as possible and provide support by participating in the recruitment process if needed

·         Ensure that woreda level staff accommodation adheres to Concern’s minimum standards for rapid response

·         Ensure that staff kits are procured and are in stock in order to facilitate rapid response deployment

·         Develop an induction programme for new staff and ensure that staff induction is completed in a timely manner

·         Ensure that all new staff are inducted in Concern’s P4 policy

·         Ensure that the PDR process is followed and that evaluations are carried out for all rapid response staff

·         In consultation with HO HR ensure that any HR issues are addressed in an appropriate and timely manner

·         Ensure that HR policies and procedures are adhered to at all times.

·         Ensure that an updated and tidy filing system is in place for the rapid response team

·         Ensure that correct administrative procedures are followed at all times and that all necessary administrative forms etc are updated and available

·         Liaise with the HO admin/HR team on a regular basis and participate in any required training/capacity building

 Other:

 ·         To ensure that an appropriate assessment template is in place for start-up assessments

·         To lead on operational start up in new project locations ,including identifying appropriate sub offices, accommodation, assessing communications and transport infrastructure, banking availability, availability of suppliers, utilities etc.

·         To provide support at the woreda level, including induction and training of woreda based staff

·         To cover any gaps at the woreda level as needed

Job Requirements:  

QUALIFICATIONS AND EXPERIENCE

 Essential:

§  BA Degree in relevant subject (e.g. accounting, business administration, logistics)

§  Minimum of five years relevant experience, of which three should be with an international NGO

§  Experience in finance, administration, logistics and HR Management

§  Excellent computer skills

§  Good communication and report writing skills

 Required

§  Ability to communicate effectively in both oral and written English.

§  Good interpersonal skills and team player with sensitivity to cultural diversity

§  Ability to work under pressure

 

How To Apply:  

Interested applicants should send non-returnable C.V., application letter outlining how their experience and education fit this vacancy and copy of supporting documents to:

                           Concern Ethiopia, Human Resource Department

Ethiojobs.net OR P.O. Box 2434, Addis Ababa.

Concern has a Staff Code of Conduct and Programme Participant Protection Policy which has been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organizations, and the standards of behaviour expected of them.  Any candidate offered a job with Concern Worldwide will be expected to sign the Programme Participant Protection Policy and the Staff Code of Conduct as an appendix to their contract of employment and conduct themselves in accordance with the provisions in these two documents

 Female candidates are highly encouraged to apply. 

Only short listed candidates will be contacted


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