Base Administrator

Cooperazione Internazionale (COOPI) is an international Italian NGO established in 1965. Since its establishment, COOPI has been undertaking activities to help and empower the poor and needy in different countries. COOPI Ethiopia started its operation in 1995 and has been primarily implementing emergency, relief and early recovery programs in water hygiene and sanitation, food security and livelihood, nutrition and protection sectors.

COOPI is currently implementing 10 projects in Ethiopia focusing on WASH, ESNFI, CCCM, Energy, Food security and Livelihood managing 7 field bases and a staff of over 100 employees.

COOPI is looking for qualified and competent Base Administrator for Adewa, Tigray Region.

Position: Base Administrator

• Number required: 1 (One)
• Duty station: Adewa,Tigray Region

Duties and Responsibilities:

Key Activities/Responsibilities

Responsible for the application of Donor, Government and COOPI standards (see manual, updates, and suggestion from Addis Ababa accountants);

In coordination with PM, ensure that all expenditures meet with appropriate budget code, in accordance with the PM.

Preparation of payment documents, payroll for permanent staff and pay list for temporarily hired workers.

Regular checking on fast moving inventories of the project/s s/he is assigned

Regular checking on fixed assets of the project/s s/he is assigned

Insert daily expenditures, as transmitted by the cashier into the accounting software.

Control cash and bankbooks for each petty cash and bank transaction that will be summarized and closed monthly.

Check the quality of invoices and payment documents before and after payments are made according to the circumstances and in line with audit regulations of the Country and the donor

Check on a daily base all documents and payment requests according to the availability of funds.

To send the scanned docs to the PM on weekly base

To communicate regularly with the Country Office for regular payment settlement (e.g. staff, PF, severance)

Control the petty cash movement; prepare replenishment when the petty cash is depleted.

Control and follow up each projects accounts held in the Commercial Bank of Ethiopia and reconcile every month with its bankbook or check stub.

Take annual cash and stock counts, organize the report & documentation and send to the head Office on time.

With the consent of the Project Manager, communicate with the Head Office regarding financial matters.

Assist the PM and other senior staff working for all projects in matters related to finance and stock management, procurement regulations etc

Supervise the cashier overall works;

Supervise that all activities are undertaken on time by the cashier as listed in his/her job description (timing respect);

Prepare the monthly payrolls;

Participate in the monthly and quarterly planning giving suggestion on accounting procedures;

Check and verify Cash Payment, Bank Payment.

Check expenditures against plans;

Supervise and check whether that store regulations are properly applied and in line with the organization manuals;

Other duties related to the position.

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, equipment 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

Qualification and Experience

University degree in accounting/ economics/ business

A minimum of five years of relevant working experience with International NGOs in a similar position

Fluency in English, Amharic and Tigrigna

Proven capacity to work in a team is essential. Experience in managing staff is an advantage.

Experience in liaising with governmental/local authorities, IOs and NGOs.

Demonstrated ability to work in stressful environments and under pressure.

Computer literate, with excellent command of Microsoft Excel and double-entry book-keeping softwares.

Preferred:

Experience in liaising with governmental/local authorities, IOs and NGOs.

Demonstrated ability to work in stressful environments and under pressure.

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Application Deadline: March 15, 2024

Duration of the contract: Six months with possibility of extension based on satisfactory performance and fund availability.

Salary and Benefit: Based on Organization salary scale

Duty starting date: As soon as possible