ICTJ Administrative Associate – Ethiopia Program 175 views0 applications

ICTJ seeks an Administrative Associate with experience in administrative and financial management to ensure compliance with European Union (EU) finance and administrative procedures, Ethiopian national legislations, and other related organizational policies. This position is based in Addis Ababa, Ethiopia. The Administrative Associate will report to ICTJ’s Head of Ethiopia Program and Senior Consultant in Ethiopia. The selected candidate must have legal authorization to work in Ethiopia.

This vacancy is subject to availability of funds.

RESPONSIBILITIES:

Under the supervision of the Head of ICTJ’s Ethiopia Program and Senior Consultant in Ethiopia, in collaboration with ICTJ’s Office in Brussels, and under the guidance of ICTJ´s Director of Finance and Administration, the Administrative Associate will:

(1) Support the administrative and financial management of EU grants to:

• Ensure financial oversight and coordination of EU funded projects.
• Ensure the administrative and financial management of all transactions of EU grants including preparation of financial reports, preparation of consolidated expenditures reports, statements and financial compliance, reporting, invoicing, and disbursement.
• Coordinate with national and regional stakeholders and organizations to ensure compliance with EU reporting, administrative and procurement rules, and procedures.
• Monitor the cash flow and expenditure levels of EU grants and related coding (fund, activity, etc.).
• Liaise with ICTJ’s office in Brussels during statutory and/or grant audits (i.e., gathering support for payments, running financial reports, and preparing for submission to auditors, reviewing audit drafts and comments, etc.).
• Liaise with ICTJ’s office in Brussels, following its guidance on project management rules and procedures.

(2) Manage day-to-day financial operations related to the implementation of the EU grant

and other possible sources of funding in Ethiopia, including:

• Preparing, managing, and implementing projects budget.
• Following up on financial transactions, record and reconcile all payments and receipts in a timely manner.
• Preparing monthly expenses and financial reports in compliance with ICTJ and EU policies.
• Ensuring control over cash management.

(3) Lead the procurement of goods and services in compliance with ICTJ and EU policies.

(4) Liaise with HQ and any other ICTJ international office managers as necessary on financial

issues and meet all donor requirements and deadlines.

(5) Travel occasionally.

(8) Perform other duties as necessary and as requested.

QUALIFICATIONS:

Education: Minimum of a bachelor’s degree in Public Administration, Commerce, Business Administration or Financial Management required.

Experience: Minimum of three years of proven experience in financial management of EU grants.

Related Skills or Knowledge:

1. Experience of EU grants and financial management is essential.
2. Experience in reporting and accounting in the not-for-profit sector, including donor reporting.
3. Experience with budget preparation and oversight.
4. English proficiency; oral and written fluency in Amharic. Knowledge of Afan-Oroo, Somali, or Tigrinya is an asset.
5. Experience across a range of finance functions (accounting, reporting, audit, etc.).
6. Familiarity with the national tax law and regulations.
7. High level of professionalism and attention to detail.
8. Ability to work in an intensive and fast-paced work environment and engage with a wide range of stakeholders (particularly victims) respectfully and tactfully.
9. Ability to communicate effectively with Finance staff, Program staff, vendors, and clients.
10. Proficiency in MS Office Applications, especially Word and Excel, is required.

DURATION:

This is a one-year contract subject to extension, depending on performance and the availability of funding.

Selected candidates will be required to complete a short, written test at the end of their interview.

The deadline to apply is March 31, 2024. Online or in person interviews will take place in April 2024.

The foreseen start date is April 15, 2024. Only qualified candidates will be contacted.