Logistic, Finance & Administration Officer

Positive Action for Development (PAD) is an indigenous, non-governmental, humanitarian, and development organization legally registered at the federal level by the Federal Democratic Republic of Ethiopia Charities and Societies Agency on June 6, 2011, with a registration number of 2330.

Based on funding from multiple donors, PAD is implementing various projects to support the affected communities and countries through education, CCCCM, shelter and NFI, food security and livelihoods, WASH, health, and nutrition sectors. PAD is currently implementing 12+ projects in various parts of the country.

PAD would like to hire a qualified Logistic, Finance & Administration Officer for an EHF-funded project titled "CBPF-ETH-24-S-NGO-27645 and Multisectoral Response to El Nino-induced Drought-Affected Communities in Siraro Warda of West Arsi, Oromia Region." and an EHF-funded project titled "CBPF-ETH-24-S-NGO-27717 and Integrated Responses to El-Nino-Induced Drought and Crisis-Affected Communities in Lasta Warda of the Amhara Region.”

Overall Responsibilities:

Working with and reporting to the Finance and Administration Manager, the Logistic, Finance & Administration Officer will be responsible for all financial, procurement, property administration, and Human resources activities within the organization and for technically supporting the co-workers working under the Logistics, Finance & Administration Officer in all such matters.

• Ensure properly keeps chequebooks in safe custody.
• Effects payment of cheques against receipts/invoices and proper signature of the recipient
• Make sure that all financial irregularities observed are timely reported to Finance and Administration Manager
• Ensures valid cash receipts/invoices are delivered to finance for all cheques issued to Payees.
• Follows up and ensure working advances and pre travel advances are liquidated timely
• Ensures that timely fixed assets count is carried out
• Perform clearance of long outstanding advances and any variances.
• Keeps up-to-date and orderly controlling records of receipts
• Participate in the annual physical count of inventories and fixed assets
• Sequentially arranges, files and labels financial records in a professional and easily retrievable manner
• familiarize organization staffs on financial policies and procedures as well as procurement rules and regulations
• Ensure that all financial and procurement transactions are conducted per PAD’s financial policies and procedures and procurement regulations as well as following donor compliance requirements
• Ensure that the proper implementation of internal control system and financial policy.
• Prepare and submit other regular or on-request financial reports, as per the reporting requirements of office, government agencies and other project funders.

Human Resources activities:

• Ensure the proper implementation of PAD’s Human Resources Policy Manual and the Labour Code of Ethio
• Prepare Human Resources Planning to ensure sustainable supply of the right personnel
• Organize recruitment programs, participate in recruitment and selection of team members as required
• Organize orientation programs and introduce new entrants with PAD vision, values, working culture, policies and procedures
•  Update and maintain all records of staff leave, in their personnel files and ensure that leave is taken as per the plan of the organization
• Update and keep files of staff’ history and prepare monthly statistical report
• Participate in Human Resources Policy and Procedure manual preparation, updating and other related issues
• Maintain staff’s personnel records
• Prepare periodic reports on Human Resources related activities.
• Ensure staffs performance appraisal is conducted according to the guideline and performance Management cycle of PAD.

Procurement, Logistic, and Property Administration:

• Manage procurement activities
• Prepare and review specifications and other necessary documents related to local purchasing of materials, supplies, and equipment based on PAD regulations and procedures with the highest possible expected quality;
• Ensure that purchases are made in the best interest of PAD taking into account best value for money
•  Establish and administer contracts and purchase orders to ensure compliance with bid specifications and requirements such as quality of materials and services, payment scheduling, vendor performance;
• Establish efficient and cost-effective procurement system based on - procurement regulations and procedures.
•  Prepares Procurement Plan
• Files all procurement documents in an orderly manner for control and reference purposes.
• Prepares Monthly procurement status report and submits to the supervisor as required.
•  Regularly update the Finance and Administration Manager on matters related to procurement.
•  Ensure that branch office government taxes and fees relating to ownership of PAD facilities are timely paid and the title deeds are timely renewed
• Ensure that proper safety and security mechanisms are in place
• Makes sure that compounds are always clean and equipment and other property is well arranged to avoid any risks of injury and damages
• Maintain fixed asset register and keep a custodian sheet signed by users for property under their custody
• Check completeness and accuracy of vehicle log books and record properly
• Check the timely fuelling, maintenance and servicing of vehicles.
•  Make sure daily and monthly vehicle related checklists and reports are used and submitted on time
• Handles offices lease agreements and ensures their timely renewal.

Qualification: BA Degree and above in Accounting and Finance

Experience: At least 2 years relevant experience out of which 1 years experience in an NGO

Skills Required, Attitudes and Attributes:

•        Team player with excellent financial and communication skills

•        Skilled computer literacy in all Microsoft office programs, and Peachtree Accounting software

•        Knowledge of various donors financial policy and procedures

•        Ability to produce financial statements & reports on time

•        Fluency in written and spoken English

No required: Two (2) one for Lasta Warda of the Amhara Region

one for Siraro Warda of West Arsi, Oromia Region

Duty Station:  Lasta Warda of the Amhara Region and Siraro Warda of West Arsi, Oromia Region

 Female applicants are encouraged to apply

How To Apply

Interested and qualified applicants should submit their application letter and required documents to the following address within seven consecutive days from the date of this announcement through organizational email.  Please indicate the position and duty station you applied in the application letter.

E-mail: job@padethiopia.org

Website: www.padethiopia.org

Telephone 0926078123 OR 0936342656 

PAD is an organization committed to upholding a zero-tolerance policy towards all forms of abuse and exploitation, while actively working to protect and defend the rights and wellbeing of individuals.