Job Overview

• Position: Admin & Accounts Assistant
• Job Time: Full-Time
• Job Type: Contract
• Place of Work: Addis Ababa, Addis Abeba, Ethiopia
• Deadline: August 20, 2023 

Job Description

Laterite is a data, research and analytics firm specializing in complex development challenges. We work with universities, global think tanks, international NGOs, multilateral donor organizations, and government ministries and agencies. Our clients include, for example, the World Bank, USAID, TechnoServe, Promundo, the Mastercard Foundation, and several UN agencies.

We currently have offices in the Netherlands, Rwanda, Ethiopia, Kenya, Uganda, Tanzania, and Sierra Leone. The team brings together more than 80 full-time local and international staff, as well as 1,000+ enumerators across all countries. We are proud to be a culturally diverse organization, and we welcome applications from groups currently underrepresented in our team. Learn more: www.laterite.com

We work on socio-economic development research projects. We believe that impact is a long-term endeavor that requires being embedded in the local context. Delivering high-quality research requires building local teams and data collection systems, knowing the country, and establishing close working relationships.

One of Laterite’s key strategic goals is to create a collaborative and rewarding working environment for our staff, where every team member feels engaged, represented, and heard. Laterite is committed to creating opportunities for learning and career development within the team and across our offices.

Laterite is committed to creating a diverse environment and is proud to be an equal opportunities employer. All qualified applicants will receive consideration for employment without regard to race, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran status.

Your Tasks

We are looking for a new colleague to join our finance team in Ethiopia. Our new colleague will perform the following responsibilities:

Office management responsibilities:

• Administrative support to ensure the smooth functioning of the office. You will be able to handle travel arrangements for staff, organize happy hour events, and organize documents.
• Office operations and oversee the day-to-day operations of the office, including managing office supplies, equipment, and facilities. This will include monitoring inventory levels, coordinating maintenance and repairs, and ensuring that the office is a productive and safe environment.
• Asset management – Manage office equipment (laptops, tablets, furniture, office keys, etc) and report any issues to the management
• In human resource support, you will be assisting with human resource-related tasks, this will include support on recruitment, onboarding new employees, maintaining employee records, assisting with payroll, and implementing HR policies and procedures.
• Office expense management, you will be responsible for managing and monitoring the office expenses, tracking expenditures and managing office petty cash.
• In team coordination, you will be a key contact person to different teams, and facilitate collaborations, information sharing, and support cross-functional tasks.
• Miscellaneous Tasks you will handle a variety of ad-hoc tasks/duties as assigned.

Visa and work permit responsibilities:

• Visa and Work Permit Processing: Handle the end-to-end process of visa and work permit applications, ensuring compliance with immigration laws, regulations, and policies. This includes reviewing and verifying application documents, completing application forms, and submitting applications to the relevant authorities.
• Documentation and Recordkeeping: Maintain accurate and up-to-date records of visa and work permit applications, supporting documents, and communication with applicants. Ensure all documentation is organized and readily accessible for reference and audit purposes.
• Compliance and Regulatory Knowledge: Stay informed about Ethiopian immigration laws, policies, and any updates or changes in regulations related to visas and work permits. Provide guidance and advice to employees or applicants regarding visa requirements and processes.
• Liaison with Authorities and Agencies: Establish and maintain relationships with relevant government agencies, or immigration authorities to facilitate visa and work permit applications. Act as a point of contact for inquiries, resolve issues or discrepancies and track the progress of applications.
• Internal Communication and Support: Collaborate with People teams, managers, and employees to gather required documentation, provide guidance on visa requirements, and ensure timely submission of applications.
• Communicate updates, requirements, and any changes related to visa and work permit processes internally.
• Compliance Monitoring and Reporting: Regularly monitor the status of employees visas and work permits to ensure compliance with expiration dates, renewals, or any necessary updates. Generate reports and maintain visibility on visa and work permit compliance for the organization. Identify opportunities to streamline and improve the visa and work permit application processes. Implement best practices, standardize procedures, and propose solutions to enhance efficiency and accuracy.
• Confidentiality and Data Protection: Maintain strict confidentiality of sensitive personal and immigration-related information in accordance with data protection regulations.

Finance and accounts responsibilities

• Review all field expenses including sitting with enumerators for reconciliation of budget with actual expenses as well as preparing a project expense report for each batch of field expenses
• Analyze the monthly staff timesheet and allocate staff time costs to projects based on time spent.
• Manage the filing of all field expenses, contracts, invoices, salary slips and other relevant documents, including obtaining invoices from suppliers as needed.
• Compile relevant documentation to ensure compliance and timely filling of all taxation and other regulatory requirements such as audits

What you will bring:

• BA Degree in BA Degree in Business Management, Economics, Accounting, or related field
• Minimum 2 years of relevant professional experience
• Excellent spoken and written English communication skills
• Excellent knowledge of office management, visa and work permit processes, and accounting and bookkeeping.
• Proficiency in MS Office especially Excel

What’s in it for you?

Laterite offers a competitive remuneration package, including medical insurance and 21 days of annual leave. We are also committed to supporting our staff’s learning, providing an annual learning budget of up to $1,000 per person and 10 days of time off for professional learning each year. We also provide remote work options in accordance with Laterite’s remote work policy.

The salary for this role is between ETB 24,000 to ETB 32,000 net per month. The salary is paid in local currency and is re-adjusted for any devaluation in the currency compared to the US dollar based on the latest exchange rate (USD to local currency) of January 1st each year.

The exact salary grade will be determined based on the selected candidate’s experience and performance in interviews. Salaries are pegged against the pay matrix, and grades are reviewed every 6 months. There is ample opportunity for growth both in terms of salary scales and roles. Promotions at Laterite are reviewed every 6 months during our performance evaluation

---

How to apply

What next?

1. Submit application

The first step is to upload CV and cover letter via our online application system using the below apply button or using https://apply.workable.com/laterite/j/3711CE96E1/apply/

2. Interviews

Shortlisted candidates will be invited to a first interview. The interview stage will consist of two rounds of interviews.

Qualified female candidates are strongly encouraged to apply for this position

---

Apply