Finance and Admin Logistic 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.

PAD would like to hire a qualified Finance and Admin Logistic Officer for an EHF-funded project titled “Integrated responses to conflict-affected communities in Wara Jarso woreda of the Oromia region”.

Overall Responsibilities:

Working with and reporting to the Finance and Administration Manager, the Logistics, 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, Logistics, 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

•        Knowledge of various donors' financial policy and procedures

•        Ability to produce financial statements & reports on time

• Good command of MS Package (Word, Excel, PowerPoint, and Outlook)

• Knowledge of spoken & written Amharic, and English. Local language (if any) proficiency is advantageous

• References (will be crosschecked/contacted)

No required: one 

Duty Station: Warra Jarso woreda of the Oromia regions    

 Female applicants are encouraged to apply

How To Apply

Application Process

Interested candidates must send the following application documents with the subject line, Finance, and Admin Logistic Officer Warra Jarso

?      Motivation/Cover letter (not more than one page);

It is highly recommended to include your salary expectations and current salary in the application letter.

?      CV (not more than 4 pages) and relevant documents (education certificates, experience, and others) (Please note that the certificates and CV should be in one single file.) If you are passionate about peacebuilding and have the skills and experience to contribute effectively, we encourage you to apply for this position.

Note:

?      Only selected candidates will be contacted.

?      Applicant(s) who don’t follow the procedures will be disqualified immediately.

?      This job description is intended to provide a general overview of the position and may be subject to change based on organizational needs.

E-mail: job@padethiopia.org

Website: www.padethiopia.org

Telephone: 0948787677 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 well-being of individuals.