Administrative Supervisor

We are seeking an Administrative Supervisor for the opening of our base in Motta. As such, you’ll play a crucial role in supporting the base’s financial and HR functions, managing basic accounting operations, payroll, and personnel administration with the guidance of the Administrator and Field Coordinator. You’ll handle essential tasks such as recruitment support, onboarding, contract management, and payroll processing, ensuring compliance with policies. Additionally, you’ll manage cash flow, prepare monthly account reports, liaise with local authorities, and contribute to the mission’s administrative strategy.

Administrative management of personnel:

• Assist in the application of recruitment and hiring protocol for his/her base position and keep the recruitment follow up updated
• Prepare the hiring documentation, welcome and participate in administrative briefing of new personnel
• Draft employment contract, amendment and end of contract documentation; follow exit interview for his/her base
• Collect, review and integrate payroll variables into the human resources management software (Homère)
• Issue payslips and initiate payment of salaries after approval by the administrator
• Contribute to the training plan of the mission and participate in the organization of training
• Keep any human resources follow up updated (attendance sheet, payroll follow up, employee follow up, organizational chart…)
• Ensure archiving and monitoring of individual dossiers and deliver all documents relative to the professional life of Solidarités International employees
• Ensure the confidentiality of all HR datas
• Assist in the election and regular meetings with personnel representatives
• Participate in the application of policies relating to salaries and benefits for Solidarités International

Treasury / accounting / management

• Ensure the physical maintenance and safety of cash boxes
• List liquidity needs in concert with the Administrative Manager
• Initiate transfer order on the online platform of his/her assigned bank accounts
• Exchange currencies at request of superiors
• Verify cash balances daily and report any discrepancies to superior
• Carry out pay-outs and advances, within established guidelines
• Keep the registry of cash pay-outs and the cash boxes register
• Verify, before paying, that records conform to regulations and procedures of Solidarités International
• Translate accounting documents if necessary
• Record any transactions in the different follow up tools
• Prepare monthly closing, revision and integrity of accounts for the base
• Archive accounting records according to Solidarités procedures after a final verification of receipts etc.
• Guarantee security of the cash and confidentiality of information
• Keep the allocation board of his/her base updated

Administration / Reporting / Communication:

• Calculate taxes and pension, prepare reporting for the relevant organizations and initiate payment
• Link with administrative authorities at local level
• Participate in audits or any checks issued by partners or head office, at the base level
• Participate in supervision of regulations in effect and contribute to the revision of administrative policies
• Participate in any meetings, workshops and contribute to the administrative programming and strategy

Studies:

• Degree in Accounting, Finance, Human Resources, Business Administration, or a related field

Experience:

• 2-3 years of experience in accountancy, recruitment, payroll or any related field
• Field based and humanitarian experience is appreciated

Languages:

• A high level of fluency in Amharic is a mandatory requirement for this role
• Other local languages is an asset
• English proficiency is appreciated

Skills:

• Accounting and Financial Management: Strong foundational skills in accounting, including cash handling, and transaction recording.
• Human Resources Knowledge: Understanding of HR policies, recruitment processes, payroll, and employee record management. Ability to handle sensitive personnel issues with professionalism and confidentiality.
• Organizational and Time Management Skills: Highly organized to manage multiple tasks across HR and financial functions. Ability to prioritize and ensure timely completion of administrative duties, especially in a fast-paced environment.
• Attention to Detail: Accuracy in accounting and payroll to prevent errors and ensure compliance. Meticulous with documentation, data entry, and follow-up on HR and financial records.
• Technical Proficiency: Skilled in software tools like Excel. Ability to quickly adapt to new software tools and digital processes.
• Communication Skills: Strong written and verbal communication to interact effectively with team members, local authorities, and partners