COUNTRY ADMINISTRATOR- ETHIOPIA

CESVI COUNTRY ADMINISTRATOR

Date: 07/05/2025

Position Title: COUNTRY ADMINISTRATOR

Reports To: Head of Mission Ethiopia

Supervisee: Finance Officer, Field accountant, Logistician

Sector: Finance/Administration/HR Management/Logistics and Procurement

Starting date of collaboration: June 2025

Duty station :Addis Ababa (with frequent travel to field locations—minimum 20% of time)

Contract Duration: 12 months with possibility of extension

Work Context

CESVI has been active in Ethiopia since 2018, with ongoing operations in multiple regions. The organization focuses on strengthening community resilience and supporting humanitarian responses, particularly in areas affected by climate-related and socio-economic challenges. Its activities include promoting climate-smart agriculture and agroforestry to enhance the productivity and food security of smallholder farmers. This involves introducing resilient crops such as sorghum, encouraging the cultivation of moringa and legumes, and improving soil health through sustainable practices. CESVI also supports the development of local value chains by fostering farmer associations—especially among women and youth—and linking producers to micro-enterprises for processing and marketing. The agency combines technical expertise with community engagement and academic collaboration to promote sustainable, inclusive development aligned with global sustainability goals.

Job Description

Job summary: The Country Administrator is responsible for overseeing the financial management, administrative systems, logistics coordination, human resource functions, and regulatory compliance of CESVI’s operations in the country. The role ensures robust financial planning and reporting, supports audit processes, enhances HR practices, and contributes to the strategic development of mission operations.

Responsibilities:

1. FINANCIAL MANAGEMENT AND ADMINISTRATION

• Maintain and update the Prime Entry and Budget & Forecast Update (BFU), in collaboration with the budget holders/Project Managers/HoM (Head of Mission) on a monthly basis and submit to the Regional Office (RO).
• Supervise the management of petty cash, cash books, and bank books.
• Perform monthly cash and bank reconciliations and ensure accuracy.
• Timely submission of Request for Payments and Request for Transfers to HQ/RO.
• Prepare and support the interim and final financial reports for projects in collaboration with RO/HQ and Project Managers.
• Support donor audit processes and coordinate expenditure verifications and country-level audits.
• Supervise and ensure timely tax payments, contributions, and submission of annual tax declarations.
• Contribute to the preparation and updates of shared cost plans and running cost forecasts.
• Ensure proper archiving of all financial and administrative documentation.
• Collaborate in proposal development by contributing financial data and support.
• Organize and facilitate training sessions on financial and administrative procedures for field and partner staff.
• Ensure compliance with donor and CESVI financial regulations and local legal frameworks.

2. HUMAN RESOURCES MANAGEMENT

• Implement and enforce CESVI’s HR policies and procedures, ensuring compliance with national labor laws.
• Manage the full recruitment cycle, in collaboration with the RO: job postings, CV shortlisting, interviews, reference checks, and employment offers.
• Ensure staff contracts are in line with CESVI grading and salary scales.
• Oversee onboarding, staff attendance, leave tracking, and exit procedures.
• Supervise monthly payroll processing and accurate allocation of staff costs.
• Maintain secure and organized personnel records.
• Monitor registration of employment contracts with authorities and ensure legal deductions and deposits (taxes and social insurance).
• Support the Head of Mission in updating the internal HR manual and anti-corruption mechanisms.

3. LOGISTICS AND PROCUREMENT

• Build and support the capacity of national logistics staff.
• Oversee logistics functions, including procurement, inventory control, equipment, vehicle use, and fuel tracking.
• In collaboration with the RO, validate procurement processes and payments, ensuring alignment with donor and internal procedures.
• Support Project Managers in the preparation and implementation of procurement plans.
• Ensure Logistics Coordinator manages supplies, stocks, and assets properly.
• Plan and conduct regular field visits to assess logistical operations and provide support where needed.
• Maintain updated logistics guidelines and Standard Operating Procedures (SOPs).

4. OFFICE AND OPERATIONS MANAGEMENT

• Ensure the functioning and sustainability of the office (including rent, utilities, equipment, and supplies).
• Contribute to the development and updating of the Country Manual of Internal Procedures.
• Support international staff with visa and work permit applications.
• Ensure a structured handover is completed at the end of the contract.

5. COMPLIANCE

• Guarantee the secure storage and readiness of essential project documentation for emergency relocation.
• Liaise with legal and tax advisors to ensure operations comply with all local laws and regulations.

6. OTHER:

• Represent CESVI in relevant platforms such as Alliance2015 meetings and coordination forums.

Essential requirements

• University degree in Finance, Business Administration, Human Resource Management, or related field.
• At least 5 years of proven experience in finance, administration, and HR roles within the NGO sector and with INGOs.
• Strong knowledge of financial reporting, donor regulations (e.g. EU, UN, USAID), and local labor law.
• Experience in managing AICS donor project is a plus
• Experience in logistics and procurement in complex operational environments.
• Proficiency in accounting software and Microsoft Excel.
• Fluent in English and Amharic (spoken and written); knowledge of local languages is a plus.
• Strong leadership, organizational, and communication skills.
• Availability to travel to project sites, often in remote areas.

Other requirements

• Ability to work in multicultural environments and with diverse stakeholders.
• Strong communication, training, and facilitation skills.
• Excellent organizational, time management, and multitasking skills.
• Strong interpersonal skills to work across teams and with diverse stakeholders.

Safeguarding

CESVI has a zero-tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners.

CESVI commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records checks or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented. Safeguarding checks are part of the selection process performance

For further information regarding CESVI policies: https://www.cesvi.eu/who-we-are/transparency/our-policies/

How to apply

Persons qualified for this position are invited to submit their CVs (including 3 referees) and COVER LETTER ONLY to CESVI to the e-mail address: "recruitment.nairobi@cesvioverseas.org”. Please quote the Position in the subject line of your e-mail application. Please do not apply twice, applicants should not attach certificates at this stage. Inquiries by phone or e-mail will not be entertained.

This position is only open to Ethiopian Nationals, who must be eligible to live and work in Ethiopia. More information about CESVI can be found on cesvi.eu

Female candidates are encouraged to apply.

Please note:

The closing date for applications is Friday 23rd May 2025 at midnight EAT. However, Cesvi reserves the right to close the vacancy before the above-mentioned date in case a large number of applications is received.

Only short-listed candidates will be contacted.