Administration Officer

About the Organization

EMERGENCY is an organization that provides medical care to victims of war and poverty.

Job Summary

The Administration Officer will be responsible for the overall administration management of the project, ensuring compliance with external governing laws, as well as specific policies and procedures. The role is critical in supporting the smooth functioning of administrative activities across various departments to meet organizational and project needs.

Key Responsibilities

• Administration & Controlling
  • Implement administrative procedures as outlined in the Administrative and Financial Manual and Work Instructions.
  • Ensure that the project complies with local tax laws and all necessary reporting.
  • Provide administrative, financial, and accounting support to other departments as needed.
  • Liaise with relevant authorities, ensuring compliance with directives from supervisors.
  • Ensure the accuracy of purchase orders and liaise with the Procurement Department for corrections.
  • Verify that invoices are properly approved before payment and ensure proper documentation flow.
  • Register receipts/invoices in the accounting system, adhering to internal Work Instructions.
  • Assist with daily, monthly, and yearly transaction reconciliation.
  • Process payroll tax obligations in a timely manner and ensure compliance with local regulations.
  • Ensure project documents are properly stored in accordance with internal rules and external requirements.
  • Support in audits and assist with the annual financial audit process.
  • Ensure hospital insurance policies are up to date, including monitoring expiry dates, claims, and related payments.
• Cash Management
  • Manage cash following official tools and ensure adherence to internal rules.
  • Prepare and process payments in accordance with supervisor instructions.
  • Ensure proper accountability for all cash transactions.
• National Staff Salaries
  • Oversee payroll processing, including payment calculations, tax deductions, allowances, overtime, salary advances, and loans.
  • Ensure timely and accurate payment of salaries, addressing any issues regarding employees’ benefits and changes to pay slips.
  • Ensure pay slips are printed, approved, shared with staff, and signed.
  • Maintain confidentiality of all staff personal records.
  • Ensure staff insurance benefits are correctly applied and follow up on any insurance claims or reimbursements.
• Other Duties
  • Support department colleagues in relevant daily activities.
  • Provide training to junior admin staff under the direction of supervisors and oversee their work.
  • Perform any additional duties as assigned by the Line Manager.

Required Qualifications

• Proven experience in administrative roles, preferably within international organizations or NGOs.
• Strong understanding of administrative, financial, and accounting procedures.
• Knowledge of local tax regulations and payroll management.
• Ability to manage multiple tasks and prioritize effectively.
• Strong communication skills, both written and verbal.
• Attention to detail and ability to maintain confidentiality.
• Fluent in English, Tigrinya and Amaric (written and spoken).

Required Skills and Competencies

• Accounting
• Attention to detail and strong administrative skills.
• Administrative Support

How to Apply

Please send your updated CV and a motivation letter to: recruitment.ethiopia@emergency.it indicating “Administration Officer – Shire” in the subject line. Only shortlisted candidates will be contacted.