Administrative Assistant Full Time NEW

Première Urgence International (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency.

PUI works in 10 areas of intervention and distinguishes itself by the implementation of an integrated approach in its response. This method aims to identify and understand the needs of all those affected by a crisis. Our teams come together to bring a rapid global response to the basic needs of populations affected by humanitarian crises to help them regain independence and dignity.

PUI in Ethiopia:

Following the north Ethiopia conflict which erupted in 2020 and the reports of recurrent drought which is affecting the life and livelihood of millions in different regions of Ethiopia, PUI decided to contribute its part to address the humanitarian needs triggered by both manmade and natural disasters. PUI has been registered with FDRE Authority for Civil Society Organization (ACSO) since June 22, 2022, to enable the organization to operate legally in the country.

Since then, PUI has been providing humanitarian assistance in Afar and Benishangul Gumuz Regional States addressing the needs of population affected by both manmade and natural

disasters. The organization has been exploring the potential gaps in terms of humanitarian assistance in the regions where it is currently intervening and other regions.

The current projects in Afar and Benishangul Gumuz regions are mainly focusing on creating better access to health and nutrition services for conflict and drought affected population. PUI is working in collaboration with local health authorities in providing support to revitalize the conflict affected health systems in those regions. In Metekel zone of BGRS, PUI is implementing humanitarian assistance in Debatie, Bullen and in Dangur woredas while in Afar, PUI is supporting nutrition services in Abala town, Abala rural woreda, Berhale, Wasama and Dallol woredas of Afar region in Kilbati Rasu zone.

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Overall Objective:

Administrative Assistant Perform administrative tasks and follow up on project accounting as directed by the Administration Manager and in accordance with PUI procedures. This ensures legal compliance and strict control over financial resources to maintain the Assosa office in optimal operating conditions. The role involves working under the direct supervision of the Administrative Manager.

TASKS AND RESPONSIBILITIES

TREASURY & CASH FOLLOW-UP

• Controlling and monitoring cash payments from the cashbox and coding and recording cash transactions in the daily cashbook or accounting system,
• Performing daily cash counts and investigating any discrepancies
• Following up on cash advances and ensuring they are duly settled
• Carrying out transfer requests between cash and safe box
• Checking the validity of invoices, approval signatories, and correctness of account codes
• Performing currency exchange operations when required.
• Assisting with the preparation of salary payments as required .
• Performing monthly reconciliations before closing the monthly accounts, managing bank reconciliations and monthly bank statements if applicable.

FINANCE & ACCOUNTING MANAGEMENT

• Check, before recording any entry, that the invoices are compliant with PUI’s regulations and procedures
• Record cash expenses in the excel books on a daily basis, and properly fill in the information needed (date, accounting code, project, budget code, etc.)
• Issue voucher numbers, and properly archive the invoices and Saga vouchers in dedicated files, as per the donors’ rules and regulations
• Assist in the preparation for the external audit visits (donor and coordination visits)

PREMISES

• Ensure the staff’s collective space is in good working condition (tidiness, water, equipment functioning)
• Ensure the timely repair whenever needed in the office and guesthouses
• Ensure that all documentation for bills such as Electricity, DSTV etc are compiled and submitted to procurement for payment

ARCHIVING & RECORD

• Manage the electronic archival of Admin files as per the filing process at the base level and share the scan data with Addis ababa
• Manage the physical archival of Admin files as per the archiving process at the base level

SUPPORT HUMAN RESOURCES MANAGEMENT OF THE BASE

• Enter data into the HR database homer and personal files and keep them up to date to facilitate HR processes management.
• Update Social security & Tax office files in order to meet legal requirements and duties.
• Draw up monthly pay slips for all staff, editing and updating the necessary data, to ensure the punctuality and accuracy of staff payroll.
• Make all administrative information available to the staff (posting, meetings, etc.)

The tasks and responsibilities defined in this job description are not exhaustive and can evolve depending on the project needs. The employee could be requested to perform other tasks as his/her Line Manager may judge necessary.

OUR COMMITMENTS

• Première Urgence International sees diversity of nationalities, genders, beliefs, profiles and statuses among its Human Resources as a major asset for its humanitarian action and therefore compels itself to the strict observance of the principle of non-discrimination throughout its recruitment process.
• Première Urgence international applies a policy of zero tolerance towards exploitation, sexual abuse and mistreatment, in all its forms, of women, children and all other vulnerable persons. It engages all its staff to promote, disseminate and respect the principles set out in its ethical charter.
• Please note that Première Urgence International shall not in any case request a financial contribution for administrative costs related to recruitment. Any such information would be fraudulent, please disregard it.

Required Qualifications and Professional Experience

• College Degree/Diploma in Accounting and Finance, or related field.
• At least 2 years previous Experience in accounting and finance field.
• Previous experience with other local and international NGOs will be an asset.

Required knowledge & skills:

• Computer literacy (MS Word, MS Excel, MS PowerPoint).
• Experience in using finance and Human Resource Management software is an asset.
• Knowledge of the community of BGRS
• Excellent attention to detail and organizational skills.

Language:

• Amharic and English
• Any other local language

Expected Personal Skills and Characteristics:

• High level of attention-to-detail
• Good organizational ability
• Good Team player
• Proactive/able to work independently with minimal supervision
• Good communication skills, diplomacy, and a solution-oriented attitude
• Honesty, integrity
• Adaptability, flexibility
• Autonomy, sense of initiative and anticipation
• Punctuality
• Ability to integrate into the local environment, taking account of its political, economic and historical characteristics