The Administrator Specialist will serve as the focal point for all administrative activities in Ethiopia. This role involves coordinating the administrative team on the field and reporting to International Administrator (or the FOD Administrator in case the International Administrator is not present on the project).
The Administrator Specialist will serve as the primary point of contact for all departments regarding administrative matters in the Ethiopia office (e.g., fund availability, payments, salary payments, cash management, and cash flow closing etc.) and coordinate administrative team activities (with the support of the International Administrator and/or FOD Administrator), such as:
Cash management and payments
- Manage payments, such as:
- Cash payments
- Bank payments through the authorized banking channels, in coordination with the International Administrator and in accordance with EMERGENCY procedures
- Manage relationships with banks in Ethiopia, including establishing and maintaining contacts with bank representatives, and ensuring smooth and efficient banking operations for the office
- Recording all payments in accordance with the EMR accounting system
- Verify and validate documentation to be attached to each payment (ensuring that documentation is complete and compliant with EMR guidelines) or remember to highlight any kind of uncomplete documentation with a written email (for instance, when at closure of petty cash departments do not provide admin team all the documents needed)
- Archiving documentation according to EMR guidelines, ensuring that all administrative records are properly maintained
- Provide support to the Grants and/or Financial Reporting teams to ensure that documentation for grant-related payments is complete and properly organized
- Manage cash flow, monthly safe and bank reconciliation
Fund management and budget control
- Prepare monthly fund request, by gathering funding needs from various departments and consolidating this information into a comprehensive request, which will be shared with the International Administrator (or the FOD Administrator in the absence of the International Administrator)
- Handle authorized transfers between offices or projects, as applicable, in coordination with the International Administrator (or the FOD Administrator in the absence of the International Administrator) in monitoring expenses and ensuring compliance with the budget.
HR Support for Personnel Administration
- Assist and support HR team with HR database registrations
- Validate payroll and salary payments