Senior System Assistant

Job Description

Employment Type: Definite period

Job Purpose:

The purpose of the position is to manage concernworldwide’s emergency health and nutrition response project supported by USAID as consortium with HR/Admin/ Finance, transport and logistics activities in line with professional principles and concern world Ethiopia’s rules and regulations and coordinate and manage concern’s fleet to ensure efficient and effective operation in the offices. S/he will also provide effective and efficient HR and admin services at the woreda level 

Main duties & Responsibilities:

Financial responsibility

• Coordinate with other team memebers to complete financial requirements for action plans and prepare reports for relevant parts such as the government , Concern and donors as necessary
• Undertake  other standard financial requirements such as weekly cash count surprise cash count, checking payroll, undertaking random check on purchase prices and preparing cash flow request
• Prepare monthly financial report
• Ensure adequate fund/cash held in program for planned activities
• Ensure the following programs are adhered
• Monthly cash books and bank books
• Cash request from the field
• cash transfer to the field and others
• Responsible to fill the gaps when the cashier is on annual leave
• Adher to the necessary accounting, documentation, reporting and procedure required for the purchases of items based on the purcahses/ procurement procedure
• Responsible to check daily financial payment in line with organizational policies and procedures by giving due attention to the Authorization level and budget code
• Ensure close communication with HR and finance departments at head office to facilitate and smoothen consistnet running of the program.
• Work closely and provide technical support to the cashier
• Review and check monthly staffs payroll before the payment is effected
• Check and review the external work done before any payment is effective

Transport and logistics Responsibilities

• Understand and adhere to the rules and regulations of (Transport, procurement and warehouses policy) laid down by concern worldwide –Ethiopia.
• If these regulations are not clear bring it to attention of your line manager
• Make sure offices vehicles are served periodically as per Concern and manufacturers maintenance guideline and ensure all repair and maintenances are as per concern-Ethiopia vehicles maintenance guideline
• check and review office vehicles repair and spare part bills and make sure the invoices are accordance with agreement before payment is effect
• Collect daily and weekly transport plan from the users and organize the transport in cost effective way
• Monitor office and rented vehicles daily movements and ensure that resources are effectively used for concern interest only
• collect monthly log sheet for office and rented vehicles and evaluate each vehicles fuel consumption
• Produce monthly transport report with all formations like :maintenance cost, fuel consumptions, availability, utilization, accident/incident and needed satisfaction
• In case of accidents follow up necessary procedures (insurance company, traffic police, lawyer, reporting, visiting scene, etc
• Make sure all the procurements process are as per concern worldwide-Ethiopia and donors procurements guideline
• Make sure all purchase files are maintained as per concerns world wide –Ethiopia finance, procurement and store guideline
• Update regularly SRTS( supplies, request tracking sheet) and liaised  with HO logistics unit for programs SR progress
• Maintain good stock records systems and make sure all relevant information are shown on th stock and bin cards as per Concern and donors guideline
• Produces monthly consolidate stock report and check/inventory process is undertaken at all time in accordance with Concern worldwide Ethiopia inventory guidelines
• Make sure fixed assets in all offices are updated and tagged as per Concern –Ethiopia and donors asset management guideline
• Make sure all agreements like; vehicles maintenance, spare part and office rent are timely renewed
• Monitor log books and vehicles charge out sheet of drivers on a weekly basis ensuring that they are filled in properly fuel usage, KM analysis  

HR  and  admin responsibilities

• Maintaine and update personnel files of all staffs 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 staffs personal issues following the concern HR manual guidelines
• Prepare  time sheet on monthly basest
• Provide the necessary materials and equipment to the project staffs for their day to day activities
• Receive, screen, log and route program-related correspondences and maintain an affective follow up system
• Monitor and follow -up on the performances(PDR) off all staffs working in the sub offices
• Maintain high standard of health and safety within working environment
• Maintain good working relationships in the work places
• Prepare and submit HR report
• Perform other duties assigned by line manager

Additional Duties

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

Emergency response   

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopia Program is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.   

Gender Equity    

Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy

Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with  dignity and respect

Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities.

Accountability

In line with Concern’s commitments under the Core Humanitarian Standard (CHS): 

• actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E); 
• work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed; 
• Work with relevant colleagues  to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities. 

Safeguarding

• Able to seek appropriate advice and report concerns, and feel confident that they have been understood.
• Understands local safeguarding structures and arrangements.
• Practises in a manner that seeks to reduce the risk of abuse, harm or neglect.
• Identifies and refers to appropriate services any other associated persons including carers, family members and children at risk.
• Able to document safeguarding concerns, and maintain appropriate record keeping, recording the wishes and views of the adult or child at risk, differentiating between fact and opinion.

Job Requirement

Person specification:

• BA degree or college diploma in accounting, management and related field of studies 
• 3 years of relevant work experience for Degree holders 
• 5 years relevant work experience for Diploma. 
• NGO experience is a plus. Skills Required
• Plus basic computer knowledge (word, excel)
• Basic English spoken and writing. 
• Good communication and interpersonal skills.

What we offer

• A competitive salary and benefit package
• Excellent medical benefits (100% cover including dependents)
• 20 days annual leave
• 26 weeks maternity leave, 18weeks(unpaid) parental leave