About Premier Urgency International

Première Urgence Internationale (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 to help them recover their dignity and regain self-sufficiency. 

Première Urgence Internationale is an NGO resulting from the merger of Aide Médicale Internationale (AMI, created in 1979) and Première Urgence (PU, created in 1991) in 2011. It then adopted the name of Première Urgence – Aide Médicale Internationale (PU-AMI). In 2015, the NGO adopted officially the name of Première Urgence Internationale (PUI). PUI Head Quarter is in Paris region. Currently the organization is providing humanitarian assistance in 24 countries of which 11 are in Africa and the rest are in Europe, Middle East, Asia and Latin America.

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.

And 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, Dangur and Pawi 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.

PUI is working with Expertise France to integrate SRH and GBV protection activities in its ongoing project in Afar region targeting Abala area.

For this purpose, PUI is actively recruiting a base Admin manager, who will support the proper implementation of the EF project. 

Overall Objective:

The Base Administrative Manager is responsible to manage the Administrative Department at Afar Base under the direct supervision of the Field Coordinator and with the technical support of the Finance Coordinator. He/she is responsible for the proper functioning of the administrative services of the base, in compliance with the procedures of PUI and donors. 

MAIN RESPONSABILITIES AND TASKS

ENSURE HUMAN RESOURCES MANAGEMENT OF THE BASE

• S/he works in collaboration with the Field Coordinator and HR Manager to set up Human resources (HR) procedures and management tools in compliance with the labour regulations of Ethiopia, the internal staff regulations (ISR) as well as the HR guidelines, and monitors risks associated with HR issues in the base. S/he works, under the responsibility of the Field Coordinator, and in link with other departments’ heads on reviews / optimization of the HR structure of the base.

• S/he implements HR rules, procedures and tools in the base regarding: new HR regulations, national staff contracts, procedures of recruitment, payroll operations, implementation of appropriate working conditions, HR records electronic and physical records.

• S/he ensures the administrative management of national staff, in particular, payroll operations, monitoring absences, the construction, updating and archiving of personnel files.

• S/he assumes or delegates responsibility for the integration of any new employees at the base, and ensures, in particular, that logistical, administrative, HR and financial procedures, as well as procedures for the use of communication and transportation are explained and understood.

• S/he suggests possible updates to the ISR in terms of rules, procedures and tools relating to recruitment, remuneration, administrative management, disciplinary aspects and management of individual career development within the organisation.

• S/he controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service.

• S/he contributes to the organisation of recruitment (provisional planning, advertisement, applications, and interviews) for all departments.

• S/he participates in the hiring process, as well as in any decisions related to the termination of employment contracts of national employees at base level.

• S/he ensures compliance with PUI’s internal rules of procedure at base level.

• S/he ensures that all national employees are subject to a written evaluation as per PUI Ethiopia internal guidelines.

• S/he completes training programmes for the national staff (administrative aspects, logistical regarding procedures) on an as needs basis.

• S/he handles the management of interpersonal conflicts that arise on his/her base, and refers the matter to the field coordinator, in the event that s/he is not able to resolve dispute.

• S/he ensures a follow up of employees’ careers for the national staff, in collaboration with the project managers, Logistician and Field Coordinator.

• S/he is the guardian of the image of PUI in his/her area of operation, and in that capacity ensures that the entire staff under his/her authority displays behaviour consistent with the values upheld by the organization, and with full respect for the local culture.

ENSURE FINANCIAL, BUDGETARY, ACCOUNTING AND ADMINISTRATIVE MANAGEMENT OF THE BASE

• S/he works in collaboration with the Finance Coordinator to set up aspects related to finance, including budgetary, accounting and treasury elements at the base.

• S/he ensures the setting up and proper use of tools and procedures for financial, accounting and budget management in the base: accounting procedures, accounting records, SAGA, budgets follow up, allocation tables, budget projections, cash forecasts, cash management and cash security.

• S/he is responsible for cost optimisation; and uses budget tracking to achieve this; s/he ensures adequate financial resources for the running of the base.

• Regarding budgetary monitoring, s/he participates in team-based analysis (along with technical, administrative and logistics management) and is responsible for detecting anomalies and proposing adjustments to the field coordinator and to the Finance Coordinator.

• S/he ensures that accounting entries are completed in compliance with internal rules and communicated to the Finance Coordinator according to the agreed calendar, after endorsement by the Field Coordinator.

• Together with the Finance Coordinator and the Field Coordinator, S/he tracks the cash flow for his/her base and oversees disbursements.

• Together with the Finance Coordinator and the Field Coordinator, S/he ensures that a system of internal oversight is in place at the base. S/he ensures compliance with procedures for undertaking expenditure commitments and participates in the process of endorsing purchase orders.

• S/he is the guardian of the bookkeeping, and in that capacity makes sure that cash balances and bank accounts (if applicable) are absolutely and permanently backed up by appropriate accounting documents.

• S/he organises and provides training to the administrative team in the base on these tools and procedures.

• S/he makes sure that these tools and procedures are understood and applied by the national staff.

• S/he controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service.

• S/he provides a technical support to the base regarding financial tools.

• S/he develops tools to implement the administrative services in the base.

• S/he organises the preparation of audits at base level, under supervision of the Finance Coordinator. 

• S/he contributes to the preparation of grant proposals and drafts the budgets for the base.

• Under the direct supervision of the Field Coordinator and the support from the Finance Coordinator s/he follows the implementation of Ethiopian administrative regulations at base level and interacts with field level administrations on that regard. 

ENSURE REPORTING AND DISSEMINATION OF INFORMATION

• S/he ensures efficient flow of information to the Field Coordinator and Finance Coordinator, if necessary, to the programme team, to the logistics team, and to the Head of Mission.

• S/he drafts or participates in the drafting of reports on internal operations in all matters concerning his/her field of action in financial, budgetary, accounting and HR management of the mission.

• S/he supports the manager(s) in the base in the performance of their administrative activities, in a functional, not hierarchical, relationship.

• S/he sends the internal and external reports to the immediate supervisor, while meeting internal deadlines for endorsement (monthly accountancy/ returns on budgetary monitoring / cash flow estimates).

• S/he attends internal coordination meetings and participates actively in them.

• If necessary and by delegation from the Field Coordinator, the Finance Coordinator, S/he represents the association with partners, local authorities and various actors involved in the financial, administrative, legal, and human resource aspects of the mission.

ENSURE THE MANAGEMENT OF THE ADMINISRATIVE DEPARTMENT

• S/he ensure the direct supervision and management of Admin Officer.

• S/he ensures the setting of objectives to be achieved by the administrative department and tracks their realization and leads the midterms and final staff appraisal.

• S/he contributes to the decision-making process regarding any termination of employment contracts.

• S/he ensures or delegates responsibility for the integration of new staff within the administrative department, ensuring the relevant tools and procedures, and PUI policies are well understood.

• S/he prepares the job profiles of local staff under his/her immediate supervision.

PRIORITIES OF THE DEPARTMENT

• Implementing the main PUI tools and processes in both HR and Finance (FFU, OFU, payroll, etc)

• Strong capacity building of the admin team and of all the staff in general in terms of Finance/HR processes and procedures including finalization of ongoing recruitments.

• Support the program team in proper forecasting and financial follow-up.

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.

Job Requirements

Required Qualifications and Professional Experience

• Bachelor/Master in Admin / Finance / Accounting or related fields

• At least 4 years of experience in HR and Finance management in the field with a Humanitarian INGO

• Work experience in Afar region

Required knowledge & skills:

• Proficient user of Saga, Homere, and MS office (including Word, Excel, Outlook, PowerPoint)

• Knowledge of the community of Afar

• Excellent attention to detail and organizational skills.

Language:

• Good command in English and Amharic.

• Any other local language.

Expected personal characteristics:

• Commitment to the NGO values and principles

• Strong motivation to help people in need

• Ability to adapt or change priorities according to the changing situation within a mission or the organization itself

• Understanding and capacity of integration into the local environment

• Ability to analyse and suggest improvements of the activities

• Well organized and hard worker

• Able to manage stress and pressure

• Understanding of the context of the area

• Honest and reliable                 

OUR COMMITMENTS

• Première Urgence Internationale 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 Internationale 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 Internationale shall not in any case request a financial contribution for administrative costs related to recruitment. Any such information would be fraudulent, please disregard it. 

How To Apply

If you are interested, please send your application composed of nonreturnable CV, Covering Letter with “Administrative Manager” written in the subject line, and three references, applicants to THIS LINK

Deadline: Wednesday April 23, 2025

NB: Only short-listed applicants will be, communicated on and selection process includes technical test and an interview.