The Ethiopian Medical Association (EMA) is one of the first professional associations in Ethiopia and was stablished on July 2, 1962 G.C with 100 founding members through a formal charter granted to it by the then Emperor Haile Selassie I. EMA is member of World Medical Association since 1994 G.C. 

EMA’s head office is based in Addis Ababa and has a presence in five regions represented by its 12 regional branch offices (Gonder, Mekelle, Bahir Dar, Dessie, Jimma, Adama, Harare, Hawassa, D/Markos, Assosa, Wolkite and Arba Minch). EMA has been operational for over 60 years on promoting quality of medical service in Ethiopia and evidence-based medicine through publishing the Ethiopian Medical Journal (EMJ). The mission of the association is to: Ensure that the community gets quality health service and care; promote the highest standards in medical education, science, art and practice and Ensure the rights and benefits of medical professionals (doctors) and act as their voice. 

Thus, the association would like to invite experienced and competent candidates for the following listed vacant posts: 

Job Summary

Under the supervision of the Executive Director, the Finance and Admin Manager is responsible for managing and leading financial, Human resource, administrative, logistics, procurement and EMA- Income Generating Activities (EMA_IGA) functions of the association. Nd property administration matters of the Association. The Manager is expected to play a key role in ensuring effective, efficient and professional financial, HR and property administration functions. 

Duties and Responsibilities

Job Responsibility #1: Financial and Budget Management (40% of Time)

• Prepares periodic reports and budgets concerning the activities of the department and share for respective bodies for information and further action as required. 

• Prepares the annual financial plan of the Association and ensures for the proper implementation of the plan. 

• Ensures the timely and quality preparations of project budgets, reports in close collaborations with the project managers and coordinators 

• Identifies potential fund sources and actively works for the generation of fund from different local and foreign sources in collaboration with program team. 

• Managing fund utilization (Reviewing, Approving, effecting payment) according to budget 

• Continuous follow up on the budget and actual financial report, and communicating with concerned departments, project focal persons and collecting feedbacks from departments and donors 

Job Responsibility #2: Human Resources and General Administrative matters of the association (15% of Time)

• Monitors and controls the overall internal work process of the Association and actively works for its continuous improvement.

• Ensure the proper implementation of EMA’s Human Resources Policy Manual and the Labor Code of Ethiopia reference in every decision

• Organize recruitment process, participate in recruitment and selection of team members as required in consultation with Human Resources Officer and Executive director.

• Facilitate Preparation of annual leave plan and ensure that all employees’ have submitted their leave plan each year and follow up the implementation of the plan accordingly, and work in close collaboration with HR Department

• Ensure KPI settings and performance appraisal is conducted for all employees in the association according to the guideline and performance Management cycle of EMA.

• Prepare and submit periodic reports on human resource of the association to concerning government organizations as per the requirements of respective government offices 

• Attends different meetings related to Government’s financial policy issues (AABE), CSO Ministry of labor and social affairs, etc by representing the Association.

Job Responsibility #3 Procurement, logistics and Property Administration (15% of Time)

• Designs and implements effective and efficient vehicle and other fixed asset administration strategies, policies and procedures.

• Ensuring the internal control system on procurement, vehicle management, travel request and settlement, training settlement, and related activities according to the internal control producers and acting on feedbacks given from internal auditor as well as respective donors 

• Collecting the department’s annual procurement plan and compiling it for semi and annual purchase.

• Facilitates procurement of different services and materials upon the request made by user department/work units.

• Ensures that full compliance of procurement and property administration activities with organizational rules, regulations, policies and strategies of the Association as well as donor requirement. 

• Oversee the proper Facilitation of the stock replenishment process in consultation with store keeper, Finance Officer, HR and Administration officer.

• Follow up on staff contract renewal, staff file arrangements, attendance sheet, and related in close collaboration with the HR department. 

Job Responsibility #4: Internal Control (20% of Time)

• Develops and maintains effective internal financial/accounting system that supports tracking of grants and contracts implementation. 

• Timely submission of regular financial reports to donors and other stakeholders & maintain donor compliance. 

• Facilitates external audit services, at the end of each fiscal year, in order to get opinion on fair presentation of Association’s financial position.

• Work on OSCAR action plans set out in the last month identified areas that need improvement.

• Facilitating the hiring and communicating of external auditors on time and follow up the issuance of reports on time 

• Providing on job training and sharing experience for the accountant and cashier on cautious bases 

Key Performance Area #5

• Manage the financial, administrative and HR related activities of the EMA- IGA wing the specific activities of which  comprise the job responsibilities listed under Job Responsibility 1-4 above as applicable to EMA-IGA wing.

• Perform other duties assigned to him /her by the immediate supervisor.

Work Unit: Executive Director’s Office

Reports To: Executive Director

Staff Reporting to the Job Holder: 4(HR and Administration officer, Senior finance officer, Accountant cashier and store keeper) with possibility of increase as the number of EMA’s and its business wing increases.

Position Grade: VIII

Job Requirements

Education and Qualification

• MA/MBA/ BA Degree in Accounting, Accounting & Finance or other related field of studies from a recognized University.

• 8 /10 years out of which 4/5 years should be in managerial position especially in fiancé and admin position. In addition, having sound experience in International NGO environment or working in donor based financial systems are mandatory. Understanding the working context with professional associations is a plus 

•   Understanding of performance quality improvement issues and approaches in a local NGO setup.  

Additional Training: 

•   Peachtree Accounting Training Certificate

•   Other Accounting application Software training certificate is advantageous

•   HR administration training certificate 

•   Property administration training  certificate 

Competencies/ Personal attributes

• Demonstrate commitment to the vision, mission, core values, aims and principles of EMA.

• Ability to maintain confidentiality and foster trust and respect.

• Being self-motivated and highly organized, detail oriented

• Being flexible and able to work well under pressure.

• Having strong desire and skills to work with other as a team.  

• Having good communication skill (both oral and written)

• Having good facilitation and coordination skills

Technical skills

•   Having demonstrable knowledge and experience of managing grants of multiple funding organizations

•   Having knowledge of Peachtree Accounting system

•   Having HR administration skills including the labour law.

•   Having property administration skills 

•   Having strong local and international procurement skills. 

•   Having strong MS office and the ability to use new technologies

•   Consistently showing accuracy and preciseness.

Required Skills & Abilities:     

• Ability to work in a complex and demanding environment with multiple tasks, short deadlines and intense pressure to perform; 

• Effective communication in English and Amharic (written and oral) with strong presentation and writing skills;  

• Financial management, supervisory and people management skill is highly desirable.

• Special certificates in financial management, education and related is a plus.

• Having demonstrable knowledge and experience of managing grants of multiple funding organizations.

• Establish and maintain effective working relationships with staff and partners, and flexible; 

• Computer Literacy (Word, Excel, power point and plus);     

Language

• Fluency in spoken and written English.

How to Apply

Therefore, interested candidates who fulfill the above minimum requirement are invited to send your application quoting the vacancy position with the following details:

1. 1 page covering letter

2. 3 pages updated CVs, 

3. 1 page summary of CV through email address: hr@ethiopianmedicalass.org

N: B: - In person application is not acceptable

         For further information Tel: +251 11 552 1776/ 11554 7982