CEFA – the European Committee for Training and Agriculture (Comitato Europeo per la Formazione e l’Agricoltura) is an Italian NGO, which was established in 1972 and is currently active in 10 countries across Africa and Latin America. CEFA lays its foundation on the principles of solidarity and cooperation between the different regions of the world in the name of Justice, Human rights and peace. CEFA believes in the development of communities and local institutions, aiming to improve families’ living conditions and communities’ economies through capacity building, awareness raising and advocacy for the protection of vulnerable people and their fundamental human rights.

Starting date: June 2025

Deadline for applications: 15/05/2025

Contract duration: 1 year renewable, 

Duty station: Addis Abeba, Ethiopia

Report to: Country Representative (RC) and Italy HQ

Objectives and general characteristics

The COUNTRY ADMIN is in charge of the overall administrative and financial management of CEFA Ethiopia.

(S)he supports the Country Representative and Program Manager to ensure proper financial management of the Country missions and the projects.

As a key member of the Coordination Team, the post holder will be required to ensure the regional finance management, HR management, administration and logistics are in line with internal HR policies and guidelines and local legislation. 

(S)he ensures program quality and compliance to the internal and donor’s standards.

(S)he supports and coordinates the procurement/logistic department, marketing and funding processes of the program, through management of funding proposals (BFU, forecast) and of timely and accurate financial reports.

(S)he supports the Country Representative and the Program Manager in the preparation of agreements setting the relationships between CEFA, local authorities, partners or other organizations for the implementation of the projects. Moreover (S)he ensures the correct administrative application of the agreements, including the handover procedures.

(S)he reports to the Country Representative and to the Desk officers in HQ.

(S)he supervises the administrative department in Ethiopia (5 people)

Areas of Responsibility

Administrative Organization

• In accordance with the Country Representative and following the internal procedures, (s)he recruits, supervises and evaluates the administrative and support staff, ensuring that the local staff assigned to him/her meet the requirements of professionalism and reliability necessary for the performance of their work. 

• (S)he ensures the application of the general organizational guidelines, policies and procedures adopted by CEFA at the Coordination office and at the field offices. To this aim, (s)he supports the Country Representative and Program Manager providing adequate technical assistance and appropriate monitoring of the field administration and finance, also through regular field visits as required. 

• (S)he ensures in every area of management the respect of the local law.      

Book-keeping, Finance and Budgeting 

• (S)he works in collaboration with the Finance Manager in the preparation of the Annual Financial Statements and audit and its certification. (S)he is the contact person for the external auditors and ensures the flow of information to the HQ.

• (S)he ensures the proper management of the bank accounts and contracts with local banks. 

• (S)he supervises and verifies the monthly cash/bank flow and bookkeeping journals (Prima Nota) for all projects and coordination in a timely manner according to CEFA procedures and guidelines.

• Based on information provided by the Country Representative and Program Manager, (s)he ensures the preparation and management of cash flows and budget follow up for the Coordination Office costs and supports the Program Manager and Project Managers in doing the same for each project.

• (S)he guarantees correct and proper management of the administration archives, paper and digital according to CEFA procedures.

• (S)he Checks and in coordination with the Country representative and Program Manager approve all fund requests coming from the PMs against the available budget and send them to HQ.

• (S)he prepares and follow up Project Audits and General CEFA Audit together with the Finance Manager. 

Project management 

• (S)he ensures the preparation of financial reports, interim and final, according to the contracts signed with the Donors and CEFA’s internal procedures.

• (S)he supports the Country Representative in preparing the budget for new projects, and the Program Manager for budget revision, amendments and NCEs, for on-going contracts.

• (S)he supports the Country Representative and Program Manager in monitoring the expenses by providing them with periodic follow up and forecasts.

• (S)he manages and verifies on a monthly basis the Country cash flows identifying the resources to cover structure and support staff costs from the different project budgets and share it with the Country Representative and HQ.

• (S)he supports the Country Representative and Program Manager in planning the annual financial reporting and in identifying the project financial needs.

Human resources management, legal compliance 

• (S)he revises staff contracts in cooperation with the Country Representative and Program Manager and ensures compliance with the local legislation and CEFA Policies and Procedures.

• (S)he manages directly all administrative staff (procurement/logistic) and conducts performance appraisals and periodic reviews as per CEFA policies and procedures.

• (S)he ensures compliance of the legal obligations related to CEFA presence in the country like the NGO registration with relevant authorities, taxation, predispositions of agreements with Authorities and Local Partner, obtaining work permits or other matters for expatriate staff or volunteers.

• (S)he reviews the contracts for signature highlighting to the Country Representative any points of concern or discrepancies from the Countries’ law.

• (S)he ensures the proper administration management of local and expatriate staff (including Visas, work permits, annual returns etc.) in accordance with l

• ocal legislation and CEFA procedures.

• (S)he guarantees a correct and proper management of the HR folders and archive, paper and digital, for all staff according to CEFA HR procedures.

• (S)he ensures the management of the health scheme for all staff according to CEFA HR Policy.

Purchasing and Logistics 

• In collaboration with the Logistic Manager, (s)he oversees the administration, supervision and management of assets acquired by CEFA

• (S)he Analyzes all the projects’ procurement rules and general conditions and ensures that CEFA’s procedures are in line with them.

• In collaboration with the Logistic Manager, (S)he oversees contracts stipulation and purchase transactions of goods and services complying strictly with donor and CEFA requirements, both at project and Coordination office level.

 Management Control 

• (S)he makes sure that all administration and financial procedures are followed by all admin, logistic and program staff.

• (S)he ensures the elaboration of the country budget on the basis of information provided by the Country Representative and Program Manager 

• (S)he ensures the preparation of periodic internal expenses follow up for internal use in line with CEFA requirements.

• (S)he ensures the systematic monitoring of the accountancy to enable a proper process of management control. 

• (S)he trains admin/logistic staff on anticorruption, and risk management and reduction procedures.

The Country Admin is available to perform any additional duties required by the Country Representative and HQ Desk Officers in line with the profile

Job Requirements

• University level degree in public administration, business, economics, financial management, political sciences, cooperation and development or another relevant field

• A minimum of 5 years of financial management, grants management, or similar experience. 

• At least 3 years’ experience in a Country Admin or Head of Finance position or role with similar management level and responsibilities.

• At least 3 years of demonstrated successful experience in international relief, cooperation and development sector in a similar position is required.

• Demonstrated effective verbal and written communication, negotiation skills, multi-tasking and organizational skills.

• Proven ability to manage and monitor diverse staff in multiple locations.

• Familiarity with major institutional donor’s financial management requirements and proved ability to prepare donor’s financial reports (AICS, EU)

• Demonstrated ability to work in stressful environments and under pressure.

• Fluency in English language.

• Fluency in Amharic language

• High proficiency with Microsoft Office Suite, particularly Excel

Desired Requirement

• Possession of MBA or Master in a related field is a strong plus.

• Experience in logistics, procurement and security matters is a strong advantage.

• Previous work experience in Ethiopia is a plus

• Experience in working on AICS and EU funded projects is a plus

• Knowledge of Italian language is a strong plus. 

How to Apply

Interested and qualified applicants should submit the below listed documents not later than 15 May 2025 only via THIS LINK

•     CV (not more than 5 pages, complete of three references from the last employers);

•     Copies of higher education certificate;

•     Application with motivational letter