Ethiopia - Area Office Administrator
COOPI is looking for an Area Office Administrator in Etiopia.
The Area Office Administrator will report to the Country Administrator.
* He/she will be the focal person directly responsible for the overall coordination of all financial, logistic, administrative matters of projects implemented in the area.
* He/she will be the person to whom all Project Managers (PM) and Field Office Coordinators (FOC) will refer to for administrative, financial, logistic matters.
* He/she will work in strict and daily collaboration with the Area Office Coordinator (AOC) to provide assistance, supervision and support to PM.
Duty Station
The duty station of the AOA is Negele a 30,000 habitants town which is 595 km south from Addis Ababa and stands at 1,440 masl. with a temperate climate (25 degrees in average). The town counts with electricity, running water, telephone landline, mobile and Internet services. Security is good and COOPI also has a guest house for expatriate staff. Regarding health services, there are one public hospital and two private clinics with basic treatments
Descrizione e requisiti
Key Activities/ Responsibilities
FINANCES
* Guarantee cash flow from Coordination Office to Area Office and from Area Office to Field Offices;
* Ensure that financial requests are sent in time to Coordination Office
* Provide assistance to PM in the preparation of financial plans, reports and documents according to Donors’ and COOPI;
* Check in collaboration with PM that expenditures are according to the agreed financial plans and project budgets and supervise the accountancy of all projects;
* Check weekly with FOC the accountancy, administrative and logistic issues and status of expenses of Field Offices;
* Check weekly with PM the accountancy and status of expenses of projects
* Send on a monthly base financial documents for all projects to the Coordination Office
* Authorize expenses above 5,000 ETB at field level, if the PM is not available
LOGISTIC
* Directly responsible for a transparent, efficient and effective use of all resources available at Area and Field Offices, logistic and administrative support to projects;
* Provide assistance to PM in procurement process and ensure that all procurements are done according to COOPI and Donor Procedures;
* Supervise logistics (stores, car maintenance and logbooks, equipments etc.) at Area and Field levels;
* Prioritize procurements according to needs of different projects.
STAFF
* As stated by HRM and in collaboration with relevant PM, lead recruitment, selection process, initiate any disciplinary, promotion or transfer measure and general management of Administrative staff of Area and Field Offices;
* Assure that staff lists of projects implemented in the area and staff documents are updated regularly by PM;
* As stated by HRM and in collaboration with relevant PM, participate to the recruitment of staff of projects;
* Ensure regular trainings to administrative staff at Area and Field Offices and in collaboration with the Coordination Office elaborate the content of trainings for administrative staff;
* Ensure daily supervision and coordination of administrative staff at Area and Field Offices;
GENERAL
* Participate in the writing of budgets for project proposals in close collaboration with FOC, AOC, PM, PS, CA and CR;
* Collaborate closely with the Audit Section at Coordination Office to guarantee financial follow-up on different project;
* Collaborate closely with the CA to suggest improvements on procedures;
* Participate to COOPI Coordination meetings;
* Act as a Deputy of AOC in official meetings.
Starting date: As soon as possible
Contract lenght: 6+6 months
Duty station: Negelle
The Area Office Administrator will report to the Country Administrator.
* He/she will be the focal person directly responsible for the overall coordination of all financial, logistic, administrative matters of projects implemented in the area.
* He/she will be the person to whom all Project Managers (PM) and Field Office Coordinators (FOC) will refer to for administrative, financial, logistic matters.
* He/she will work in strict and daily collaboration with the Area Office Coordinator (AOC) to provide assistance, supervision and support to PM.
Duty Station
The duty station of the AOA is Negele a 30,000 habitants town which is 595 km south from Addis Ababa and stands at 1,440 masl. with a temperate climate (25 degrees in average). The town counts with electricity, running water, telephone landline, mobile and Internet services. Security is good and COOPI also has a guest house for expatriate staff. Regarding health services, there are one public hospital and two private clinics with basic treatments
Descrizione e requisiti
Key Activities/ Responsibilities
FINANCES
* Guarantee cash flow from Coordination Office to Area Office and from Area Office to Field Offices;
* Ensure that financial requests are sent in time to Coordination Office
* Provide assistance to PM in the preparation of financial plans, reports and documents according to Donors’ and COOPI;
* Check in collaboration with PM that expenditures are according to the agreed financial plans and project budgets and supervise the accountancy of all projects;
* Check weekly with FOC the accountancy, administrative and logistic issues and status of expenses of Field Offices;
* Check weekly with PM the accountancy and status of expenses of projects
* Send on a monthly base financial documents for all projects to the Coordination Office
* Authorize expenses above 5,000 ETB at field level, if the PM is not available
LOGISTIC
* Directly responsible for a transparent, efficient and effective use of all resources available at Area and Field Offices, logistic and administrative support to projects;
* Provide assistance to PM in procurement process and ensure that all procurements are done according to COOPI and Donor Procedures;
* Supervise logistics (stores, car maintenance and logbooks, equipments etc.) at Area and Field levels;
* Prioritize procurements according to needs of different projects.
STAFF
* As stated by HRM and in collaboration with relevant PM, lead recruitment, selection process, initiate any disciplinary, promotion or transfer measure and general management of Administrative staff of Area and Field Offices;
* Assure that staff lists of projects implemented in the area and staff documents are updated regularly by PM;
* As stated by HRM and in collaboration with relevant PM, participate to the recruitment of staff of projects;
* Ensure regular trainings to administrative staff at Area and Field Offices and in collaboration with the Coordination Office elaborate the content of trainings for administrative staff;
* Ensure daily supervision and coordination of administrative staff at Area and Field Offices;
GENERAL
* Participate in the writing of budgets for project proposals in close collaboration with FOC, AOC, PM, PS, CA and CR;
* Collaborate closely with the Audit Section at Coordination Office to guarantee financial follow-up on different project;
* Collaborate closely with the CA to suggest improvements on procedures;
* Participate to COOPI Coordination meetings;
* Act as a Deputy of AOC in official meetings.
Starting date: As soon as possible
Contract lenght: 6+6 months
Duty station: Negelle
How to apply
Please send your CV using the following link: http://www.coopi.org/it/lavoroformazione/offertedilavoro/lavoro/619/
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