Project Finance, Admin and Logistics Officer

Self Help Africa is an international development organisation that works through agriculture and agri-enterprise development to end hunger and extreme poverty.

The organisation has programmes in 15 countries in sub-Saharan Africa and also implements projects in Brazil and Bangladesh.

In early 2023 we launched a new five-year organisation strategy, which definesshared mission as the alleviation of hunger, poverty, social inequality and the impact of climate change through community-led, market-based and enterprisefocused approaches, so that people can have access to nutritious food, clean water, decent employment and incomes, while sustaining natural resources.

Our wider organisation also includes social enterprise subsidiaries Partner Africa, which provides ethical auditing and consultancy services, TruTrade, an innovative trading platform in East Africa, and CUMO, Malawis largest micro-finance provider.

Our three core values are:

• Impact: We are accountable, ambitious and committed to systemic change.
• Innovation: We are agile, creative and enterprising in an ever-changing world.
• Community: We are inclusive, honest and have integrity in our relationships.

Job Purpose:

The position holder is key staff member in overseeing the financial, administration and logistics functions for the SHA/EHF Project as part of the overall responsibility. The position holder will have multiple lines of reporting, to the Cluster Coordinator based in Bahir Dar and the Humanitarian Programme Manager as well as a dotted line reporting to the Head of Finance and Administration (HoFA) in Addis Ababa. The mission will be in East Gojam zone, specifically Enebse Sarmeder and Goncha Siso Enbse. The job holder should be from the area who are familiar with the current context and setting

Key Responsibilities:

• Reviews and compiles accountancy activities in harmony and online with the internal, HQ, and external relevant regulations.
• Plans and ensures disbursement of cash for project activities timely and accurately.
• Plans and ensures proper delivery of expense or payment documents to Senior Finance Officer(SFO) after verifying the compliance of those documents in accordance with general and accepted principles of accounting, internal, HQ, and external relevant regulations.
• Verifies, checks, and ascertains the accuracy and validity of invoices, documents submitted to SFO after for payments, and arranges payments accordingly.
• Informs to immediate supervisor for promptly corrective actions on observed irregularities, discrepancies, errors, or any deviations before preparing and effecting payment.
• Effects or ensures payment are made according to agreements and from the appropriate fund.
• Makes or ensures that payment requests and documents are approved by authorized person/s and prepares payments vouchers, codes and analyses documents.
• Collects and communicates all relevant information and data about active project personnel and maintain an up-to-date list of personnel in the payroll by making timely entries of all active project employees;
• Ensures that all unused official documents (cash receipts, check payment vouchers, petty cash payment voucher, etc) of the organization are properly registered, distributed, and stored, as appropriate.
• Provides payroll inputs to SFO for the preparation of monthly payroll for SHA employees according to policies and procedures and applicable laws of the country;
• Remits income tax collection to Revenue and Customs Authority in accordance with requirements of the relevant laws;
• Deposits and or advises same to be deposited staff pension contribution (Provident Fund) to the appropriate fund collector in accordance to the prevailing laws, policies and procedures;
• Checks and ensures timely processing of collection of funds from the Country office for settlements of obligations;
• Ensures and confirms project cash and other documents are kept safely and used accurately;
• Prepares notification of charges or invoices to those concerned projects or personnel, in consultation with HoFA and immediate supervisor;
• Performs his/her jobs actively or proactively in closely or virtually working with senior finance officers;
• Reports on effective usage of allocated financial resources to projects, to head office through immediate supervisor;
• Prepares cash outflow in consultation with immediate supervisor, SFO and relevant program person, accordingly, reminds for timely budget transfers;
• Functionally consults HoFA to effectively perform his/her respective duties;
• Assists in organization and preparation of financial / accounting documents for external auditing;
• Analyses project financial needs for his/her project in accordance to the approved budget of the specific project:
• Ensures the timely payment of taxes to government from the operation of the organization such VAT, TOT, employment tax or withhold taxes, or pension contribution, if applicable.
• Plans, organizes, directs, evaluates, and controls the proper utilization of assets of the organization.
• Liaise with Project Manager and ensure that all field staff submit their leave plans, and records as per schedule and submit the recording to Addis HR focal person.
• Ensure timesheets are submitted on time.
• Assist the Project Manager in handling performance development review (PDR) for their subordinates.
• Oversight the efficient use of fuel consumption of vehicles and motor bicycle and submit a summary report to Addis Logs office.
• Conduct a regular and surprise field visit and submit the field visit report to Project Manager copying Addis office relevant head of departments from finance, admin, logsetc
• Conduct local market research for supply, services and work
• Provide assistance on office moves, reallocations and general distribution of Logistics general supplies.
• To maintain a record of stocks in warehouse and undertake weekly, monthly and quarterly stock checks and share reports with the line manager.
• To maintain a record of beneficiary list during distribution and cash payment
• Participate in joint targeting and distribution work with the programme team
• Liaise and negotiate with local vendors regarding proposals and information for the purchase of equipment, materials and services.
• Participate in technical bid evaluations and post-tender preparations and administrative work
• Performs other related duties as assigned by immediate supervisor and the Country finance team.

Key Relationships:

Internal:

• Project Manager (Line manager)
• County Management Team,
• Programme Team,
• Finance and Administration Team,

External:

• Local Government Authorities,
• Financial Institutions,
• Other International and Local NGOs,

Any candidate offered a job with Self Help Africa will be expected to sign Self Help Africas Safeguarding Policies and Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.

Reports to: Cluster Coordinator and Humanitarian Programme Manager

Department: Finance and Administration

Women applicants are highly encouraged.

Qualifications

Essential:

• BA Degree in Accounting, business administration or relevant field of study

Experience:

• At least two years relevant experience in NGO/INGO and/or relevant sectors
• Ability to reconciles payments against financial documents.
• Ability to meet deadlines.
• Ability to sort, handle and care sensitive financial matters.
• Ability to use appropriate computer programme for handling financial tasks.
• Quality performance; viable solutions, transparency, helpful, integrity
• Flexibility to work in field locations.

Desirable

• Working knowledge of English and Afan Oromo languages