Shashemene,
Catholic Relief Services - CRS
Internal/External Job Announcement About CRS: “Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partner’s people of all faiths and secular traditions who share our values and our commitment to serving those in need.” In Ethiopia, CRS has a long and rich history of providing emergency relief and development assistance to the people of Ethiopia since 1958. At present, CRS/Ethiopia implements multiple projects through different partner organizations. CRS/Ethiopia has a highly diverse portfolio ranging from very large food-supported emergency response to cutting edge development programs. The current CRS/Ethiopia budget stands at $100 million with funding from the U.S. Government, UN agencies, private foundations, individual donors, and CRS private funds. CRS strictly adheres to its Policy on Protection of Children and Vulnerable Adults among its staff, consultants, volunteers, and affiliates. CRS is an equal opportunity, affirmative action employer: women, minorities and people with disabilities are encouraged to apply. As part of CRS family, you will join the more than 5000 strong and vibrant individuals working globally to accomplish the mission of CRS. CRS/Ethiopia invites you, the qualified candidate, to apply for the following position; Position Title: Office Manager, Shashemene DFSA Program Duty Station: Shashemene Employment Term: Indefinite Term contingent upon funding of the DFSA program Reports to: Deputy Chief of Party Finance & Compliance-DFSA Application Deadline: June 17, 2018 Purpose of the Position The Office Manager will work closely with the program staff based in Shashemene and Addis based Administration, Human Resources and Finance Managers to make sure that all day-to-day office activities pertaining to office general administration, adherence to financial policy and procedure and ICS of the organization, procurement, logistics, inventory, and human resources are in compliance with CRS policies and procedures and donor rules/regulations. The incumbent will work under the direct supervision of the Chief of Party for DFSA and will carry out all tasks specified in this JD in an appropriate manner as per the organization requirements. A successful office manager should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle mentioned administrative duties. Ultimately, the Office Manager should be able to ensure the smooth running of the office and help to improve CRS procedures and day-to-day operation. 2. Key /Specific Duties and Responsibilities Oversee the daily management of the Shashemene office to ensure the integrity of the administration systems and process and compliance with donor requirements and CRS policy and procedures. Manage CRS’ business relations with vendors and other service providers Ensure proper financial management and compliance to CRS policies and procedures. Ensure that all admin/finance documents including personnel files, incoming/outgoing correspondence are filed in accordance with CRS guidelines.Follow up the repair and maintenance of office equipment and furniture, and communicate with the main office Administration whenever support is required.Oversee that security guards are working properly, and timely communicate to all concerned if there are any problems in relation with guards.Supervise the Finance assistant and make sure he/she perform all her duties and responsibilities in consistent and timely manner.Ensure the security and cleaning companies are performing their duties properly, approve their payment requestEnsure the office runs smoothly, provided with all necessary stationery items, clean office environment, provide tea/coffee on time and line with CRS Ethiopia HQ practice. 3. Human ResourcesHave a dotted line relationship with all POs based and Shashemene, supervise the Finance Officer and Finance assistant. Co-approve staff timesheet, leaves with the purpose leads based in Addis Ababa Office.Assist Addis HR department in posting job advertisements, collection of CVs & applications, and scheduling for required placement tests and interview Introduce and facilitate orientation plan for newly recruited staff members.Collect leave plan compile and send to Addis HREnsure staff get approval from their manager for any type of leaves, maintain files for each staff to accumulate transactionsKeep all HR related files separately, and communicate with the HR office in Addis when requiredFacilitate with HR for staff insurance policies, medical and forensic tests for newly hired staff.Collect staff medical claims and send the confidential files to CRS HR teamRemind staff to send performance plan, to conduct coaching sessions and year end annual self-review of performance and send to their respective managers on time.Perform any other assignments/duties that might be assigned from time to time, in relation to HR, by immediate supervisor4. Financial Management Coordinate with the Finance Officer in Shashemene and Head of office to prepare cash request to support the branch office activities seamlesslyMaintain a separate excel sheet to track daily cash balance of bank accountReview payable accounts on monthly basis to reflect accurate balances and settle on time.Review receivable accounts and facilitate for settlement as per the CRS/Eth policy and procedure.Verify and approve payment vouchers for approved expenses of the field office;Ensure the Finance Officer Performs and report on petty cash surprise count.Review petty cash expenses report for replenishment; Review staff liquidations, ascertains costs incurred are allowable, within project period, and in line with approved budget line item, agreement and CRS/ET policies.Makes sure that all documents presented for liquidation by staff are accurate, valid and original; and cross referenced by the Finance Officer.Review the monthly financial statement reports prepared by the Finance Officer and ensures that these reports along with supporting documents are forwarded to Addis office on time;Maintain healthy relationships with the various government ministries or bureaus, service providers, Banks and other government entities. 5. Vehicle Management Manage the CRS and any rental vehicles assigned to the Office in Shashemene to ensure that the vehicles are regularly serviced and kept in optimal running condition. Ensure that individual files are maintained for each vehicle; Ensure that strict accountability is maintained in the management of fuel, oil, spare parts and other materials for the vehicle fleet; Review staff approved travel requests for both city and field uses and prepare travel plans to ensure optimal and cost-effective utilization of vehicles. Consolidate travel plans all the POs on weekly basis. Based on the vehicle request approve travel advance request for per-diem & lodging and other expenses for drivers and present to the finance officerAt the end of every trip, ensure that all vehicle log sheets are filled out properly and vehicles are used only for the intended purposeEnsure that the vehicles log sheets are scanned and sent to country Office fleet team on Monthly basis.Follow up and ensure that vehicles preventive maintenance is done timely and properly. Communicate Country Office Transport unit for challenges.Before sending vehicles for any kind of service or repair get approval from the senior fleet officerMake sure that all vehicle repair and maintenance involves are sent on time to Addis Office Transport unit for the Vehicle Management System (VMS)6. Property Management Ensure that the office inventory is always kept updated, and accurate reports submitted to Addis/administration department each monthEnsure that all Fixed items are tagged with identification code communicated from Country officeSubmit purchase requisition to Addis procurement for any purchases other than stationery and supplies.Issue goods received notes for any items purchased and ensure that the requesting staff signs when receiving the items. 7. Procurement Management Collect procurement plan from the staff on a quarterly basis and email it to the Administration ManagerFollow up and make sure all requested items are procured and distributed to the staff on time and as per their requirement.Identify potential suppliers for CRS regular purchases such as stationery and supplies to ensure that competition, transparency, good quality and on time delivery.Stay abreast of new processes, purchasing methods, statutory requirements and market conditions.Keep proper documentations and filling for any single purchase takes place through procurement office.Follow-up on delivery of goods, services, quality and other terms to ensure suppliers are in compliance with signed contracts terms.Ensure procured items are placed in safe condition before used for purposeUpdate vendor list on regular basis and make sure all T4 codes aligned with finance database.Provide clear specifications when requesting for quotation from vendorsMaintain good relationship with all counterparts and suppliers.Maintain up to date PRF log book on regular basis.Prepare procurement status reports twice a month and submit to Addis officeEnsure procurement is efficient, ethical and meant for business use only 8. CoordinationWork very closely with Programming staff in Shashemene and Addis and provide maximum support to ensure the success of program implementation.Maintain good working relationships with the Administration, Finance and HR Managers in Addis.Maintain healthy relationships with the various government ministries or bureaus, service providers and other government entities. 9. Confidentiality:Keep all documents and information related to CRS’ program activities, personnel and development plans confidential.Adhere to CRS’ principles of confidentiality in relations to staff, partners, vendors and other. Report to the management potential irregularities or any misbehavior that occurs. Other activities - Perform other duties as required.
Shashemene,
Catholic Relief Services - CRS
Internal/External Job Announcement About CRS: “Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partner’s people of all faiths and secular traditions who share our values and our commitment to serving those in need.” In Ethiopia, CRS has a long and rich history of providing emergency relief and development assistance to the people of Ethiopia since 1958. At present, CRS/Ethiopia implements multiple projects through different partner organizations. CRS/Ethiopia has a highly diverse portfolio ranging from very large food-supported emergency response to cutting edge development programs. The current CRS/Ethiopia budget stands at $100 million with funding from the U.S. Government, UN agencies, private foundations, individual donors, and CRS private funds. CRS strictly adheres to its Policy on Protection of Children and Vulnerable Adults among its staff, consultants, volunteers, and affiliates. CRS is an equal opportunity, affirmative action employer: women, minorities and people with disabilities are encouraged to apply. As part of CRS family, you will join the more than 5000 strong and vibrant individuals working globally to accomplish the mission of CRS. CRS/Ethiopia invites you, the qualified candidate, to apply for the following position; Position Title: Office Manager, Shashemene DFSA Program Duty Station: Shashemene Employment Term: Indefinite Term contingent upon funding of the DFSA program Reports to: Deputy Chief of Party Finance & Compliance-DFSA Application Deadline: June 17, 2018 Purpose of the Position The Office Manager will work closely with the program staff based in Shashemene and Addis based Administration, Human Resources and Finance Managers to make sure that all day-to-day office activities pertaining to office general administration, adherence to financial policy and procedure and ICS of the organization, procurement, logistics, inventory, and human resources are in compliance with CRS policies and procedures and donor rules/regulations. The incumbent will work under the direct supervision of the Chief of Party for DFSA and will carry out all tasks specified in this JD in an appropriate manner as per the organization requirements. A successful office manager should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle mentioned administrative duties. Ultimately, the Office Manager should be able to ensure the smooth running of the office and help to improve CRS procedures and day-to-day operation. 2. Key /Specific Duties and Responsibilities Oversee the daily management of the Shashemene office to ensure the integrity of the administration systems and process and compliance with donor requirements and CRS policy and procedures. Manage CRS’ business relations with vendors and other service providers Ensure proper financial management and compliance to CRS policies and procedures. Ensure that all admin/finance documents including personnel files, incoming/outgoing correspondence are filed in accordance with CRS guidelines.Follow up the repair and maintenance of office equipment and furniture, and communicate with the main office Administration whenever support is required.Oversee that security guards are working properly, and timely communicate to all concerned if there are any problems in relation with guards.Supervise the Finance assistant and make sure he/she perform all her duties and responsibilities in consistent and timely manner.Ensure the security and cleaning companies are performing their duties properly, approve their payment requestEnsure the office runs smoothly, provided with all necessary stationery items, clean office environment, provide tea/coffee on time and line with CRS Ethiopia HQ practice. 3. Human ResourcesHave a dotted line relationship with all POs based and Shashemene, supervise the Finance Officer and Finance assistant. Co-approve staff timesheet, leaves with the purpose leads based in Addis Ababa Office.Assist Addis HR department in posting job advertisements, collection of CVs & applications, and scheduling for required placement tests and interview Introduce and facilitate orientation plan for newly recruited staff members.Collect leave plan compile and send to Addis HREnsure staff get approval from their manager for any type of leaves, maintain files for each staff to accumulate transactionsKeep all HR related files separately, and communicate with the HR office in Addis when requiredFacilitate with HR for staff insurance policies, medical and forensic tests for newly hired staff.Collect staff medical claims and send the confidential files to CRS HR teamRemind staff to send performance plan, to conduct coaching sessions and year end annual self-review of performance and send to their respective managers on time.Perform any other assignments/duties that might be assigned from time to time, in relation to HR, by immediate supervisor4. Financial Management Coordinate with the Finance Officer in Shashemene and Head of office to prepare cash request to support the branch office activities seamlesslyMaintain a separate excel sheet to track daily cash balance of bank accountReview payable accounts on monthly basis to reflect accurate balances and settle on time.Review receivable accounts and facilitate for settlement as per the CRS/Eth policy and procedure.Verify and approve payment vouchers for approved expenses of the field office;Ensure the Finance Officer Performs and report on petty cash surprise count.Review petty cash expenses report for replenishment; Review staff liquidations, ascertains costs incurred are allowable, within project period, and in line with approved budget line item, agreement and CRS/ET policies.Makes sure that all documents presented for liquidation by staff are accurate, valid and original; and cross referenced by the Finance Officer.Review the monthly financial statement reports prepared by the Finance Officer and ensures that these reports along with supporting documents are forwarded to Addis office on time;Maintain healthy relationships with the various government ministries or bureaus, service providers, Banks and other government entities. 5. Vehicle Management Manage the CRS and any rental vehicles assigned to the Office in Shashemene to ensure that the vehicles are regularly serviced and kept in optimal running condition. Ensure that individual files are maintained for each vehicle; Ensure that strict accountability is maintained in the management of fuel, oil, spare parts and other materials for the vehicle fleet; Review staff approved travel requests for both city and field uses and prepare travel plans to ensure optimal and cost-effective utilization of vehicles. Consolidate travel plans all the POs on weekly basis. Based on the vehicle request approve travel advance request for per-diem & lodging and other expenses for drivers and present to the finance officerAt the end of every trip, ensure that all vehicle log sheets are filled out properly and vehicles are used only for the intended purposeEnsure that the vehicles log sheets are scanned and sent to country Office fleet team on Monthly basis.Follow up and ensure that vehicles preventive maintenance is done timely and properly. Communicate Country Office Transport unit for challenges.Before sending vehicles for any kind of service or repair get approval from the senior fleet officerMake sure that all vehicle repair and maintenance involves are sent on time to Addis Office Transport unit for the Vehicle Management System (VMS)6. Property Management Ensure that the office inventory is always kept updated, and accurate reports submitted to Addis/administration department each monthEnsure that all Fixed items are tagged with identification code communicated from Country officeSubmit purchase requisition to Addis procurement for any purchases other than stationery and supplies.Issue goods received notes for any items purchased and ensure that the requesting staff signs when receiving the items. 7. Procurement Management Collect procurement plan from the staff on a quarterly basis and email it to the Administration ManagerFollow up and make sure all requested items are procured and distributed to the staff on time and as per their requirement.Identify potential suppliers for CRS regular purchases such as stationery and supplies to ensure that competition, transparency, good quality and on time delivery.Stay abreast of new processes, purchasing methods, statutory requirements and market conditions.Keep proper documentations and filling for any single purchase takes place through procurement office.Follow-up on delivery of goods, services, quality and other terms to ensure suppliers are in compliance with signed contracts terms.Ensure procured items are placed in safe condition before used for purposeUpdate vendor list on regular basis and make sure all T4 codes aligned with finance database.Provide clear specifications when requesting for quotation from vendorsMaintain good relationship with all counterparts and suppliers.Maintain up to date PRF log book on regular basis.Prepare procurement status reports twice a month and submit to Addis officeEnsure procurement is efficient, ethical and meant for business use only 8. CoordinationWork very closely with Programming staff in Shashemene and Addis and provide maximum support to ensure the success of program implementation.Maintain good working relationships with the Administration, Finance and HR Managers in Addis.Maintain healthy relationships with the various government ministries or bureaus, service providers and other government entities. 9. Confidentiality:Keep all documents and information related to CRS’ program activities, personnel and development plans confidential.Adhere to CRS’ principles of confidentiality in relations to staff, partners, vendors and other. Report to the management potential irregularities or any misbehavior that occurs. Other activities - Perform other duties as required.
Amharic