Job Title: Field Admin and Finance Assistance

Reference number: Vac/066/22

Vacancy posting date: March 14, 2022

Closing Date: March 24, 2022

Duty Station: Okugu Dima

Duration of Employment: Nine Month

Employment Type: Fixed term

Salary: As per the organization scale

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website provided at the end of this document.  

About International Medical Corps

A preeminent First Responder, International Medical Corps provides emergency relief to those hit by disaster, and offers the skills needed to rebuild stronger. We train people – giving communities the tools and knowledge to be self-reliant and be their own best First Responders when disaster strikes again.

International Medical Corps focuses on the delivery of community-based primary health care. We emphasize training and education, and prioritize hiring local staff – in fact, 96% of our field-based staff and health professionals are recruited from the local community. This helps to ensure that skills and knowledge are passed on and remain long after our programs have ended. Through the integration of specialties like emergency medicine, women’s health, nutrition services, water and sanitation, and mental health into the primary health care setting, we ensure that those we serve receive holistic, comprehensive care. The value of International Medical Corps’ integrated approach to community health and well-being and our emphasis on capacity building through training are critical for the long-term growth of ‘conflict and natural disaster-affected communities’ and ‘fragile states’.

Job Summary:

The purpose of the position is to manage International Medical Corps Ukugu Camp in Gambella woreda . The HR/Admin, Log and Finance assistant is responsible to ensure HR/Admin/Finance and Transport & Logistics activities in line with professional principles and IMC Ethiopia’s rules and regulation & co-ordinate and manage fleet to ensure efficient and effective operation in the Office and provide effective and efficient HR and Admin related services to staff working for the Office.

SPECIFIC DUTIES AND RESPONSIBILITIES

Financial Responsibilities

• Coordinate with other team members to complete financial requirements for Action plans and prepare reports for relevant parties such as Government, IMC and Donors as necessary.
• Undertaking other standard financial requirements such as weekly cash count, surprise cash count, checking payroll, undertaking random checks on purchase prices and preparing cash flow requests.
• Prepare and Check monthly financial report
• Ensure adequate fund/cash held in program for planned activities
• Ensure the following deadlines are adhered
• Monthly cash books and bank books
• Cash requests from the fields
• Cash transfers to fields and others
• Responsible to fill the gaps when cashier is on annual leave
• Adhere to the necessary accounting, documentation and reporting procedures required for the purchase of items based on purchases/procurement procedure, if any.
• Responsible to check daily financial payments in line with organizational policies and procedures by giving due attention to authorization level and budget codes.
• Ensuring close collaboration and communication with Finance and HR departments at HO to facilitate and smoothen consistent running of the program
• Work closely and provide technical support to the Cashier
• Check and review the external work done before any payment is effective
• Review and check monthly staffs’ payroll before the payment is effected

Transport & Logistics Responsibilities

• Understand and adhere to the rules and regulations of (Transport, Procurement and warehouse policy) laid down by IMC- Ethiopia. If these regulations are not clear bring it to the attention of your line manager.
• Make sure office vehicles are serviced periodically as per IMC and manufacturer’s maintenance guideline and insure all repair and maintenance as per IMC vehicles maintenance guideline.
• Check and review office` vehicles repair and spare part bills and make sure the invoices are  in accordance with the agreement before payment is effect.
• Collect daily and weekly transport plan from the users and organize the transport in cost effective way.
• Monitor office, rented vehicles daily movement, and ensure that resources are effectively used for IMC interest only.
• Collect monthly log sheet for office, rented vehicles, and evaluate each vehicle’s fuel consumption.
• Produce monthly transport report with all formations like Maintenance cost, fuel consumption, availability, utilization, accident/incident and need satisfaction.
• In case of accidents follow up necessary procedures (insurance company, traffic police, lawyer, reporting, visiting scene, etc).
• Update regularly SRTS (Supplies request tracking sheet) and liaised with HO Logistics unit for program’s SR progress.
• Maintain good stock records systems and make sure all relevant information are shown on the stock and bin cards as per IMC and donor’s guideline.
• Produce monthly consolidate stock report and check/inventory process is undertaken at all-time in accordance with IMC- Ethiopia inventory guidelines.
• Make sure fixed assets in all office are updated and tagged as per IMC and Donors asset management guideline.
• Make sure all agreements like; vehicles maintenance, spare part and office rent are timely renewed.
• Monitor logbooks and vehicles charge out sheet of Drivers on a weekly basis ensuring that they are filled in properly fuel usage, KM analysis

HR & Admin Responsibilities

• Maintain and update personnel files of all staff at the project, including all documentation as required in line with IMC 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 IMC HR Manual.
• Manage and address all staff personal issues following the IMC HR Manual guidelines
• Prepare HR report
• Provide the necessary materials and equipment to project staff for their day to day activities
• Receive, screen, log and route programme-related correspondences and maintain an effective follow-up system
• 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

General compound hygiene improvement and canteen management

• Ensuring that the compound is clean and in sanitary condition
• Coordination of canteen committee and assist them on their job
• Supervising cook/cleaner staff daily and comet in case of any negligence
• Facilitate canteen food items purchase in collaboration with canteen committee
• Ensuring that staff should pay canteen contribution timely
• Communicate to the staff who didn’t pay canteen contribution on time
• Performs any other related tasks as assigned by the supervisor.

Additional Duties

• Perform other duties assigned by the line manager for the accomplishment of program objectives.

Job Requirements

Education:

• BA Degree in Accounting and finance , Management, Business Administration in at listed fields with a minimum of 2 year NGO experience in similar position

Experience:

• With the above listed fields with a minimum of 2 year NGO experience in similar position
• Ability to articulate in a clear and concise manner
• Maintain polite and good communication with Colleagues & International Medical Corps visitors
• Excellent interpersonal skills and the capability to work with other
• Proficiency in computers ,excel ,and Outlook 
• Good command of English and Amharic is required

Compliance & Ethics:

Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicates these standards to partners and requires them to adhere to these values.

Prevention of Sexual Exploitation and Abuse:

• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.
• Strong writing and reporting skills.
• Honest, hardworking and a self-motivated person
• Strong interpersonal skills and the ability to work within different cultural environments
• Ability to work within a team structure or in isolation, flexible, and can cope with stressful workloads and working with limited resources
• Strong organizational and supervisory skills
• Ability to travel on short notice to project sites by car or air
• Excellent English verbal and written skills
• Computer skills: word, excel, and project manager
• Local language skills is a plus

If you are asked for money in connection with this recruitment, please notify International Medical Corps at report@InternationalMedicalCorps.org.

How to Apply

Interested applicants who meet the above requirements should submit their application letter by clearly stating the position that you are applying for and CV CLICK HERE before March 24, 2022.

Note: Female candidates are highly encouraged to apply.  Applicants from Okugu Dima and its surrounding are advantageous. Only shortlisted candidates will be contacted.

Note: IMC is equal opportunity employer and hence candidate from all background: religion, ethnic group, qualified women and people living with disabilities, etc are all encouraged to apply.