General Support

Job Purpose

The General Support provides part-time administrative, financial, procurement, and human resources support to the Head of Finance and Operations. The position helps ensure that routine Head Office transactions, documents, purchases, staff files, and operational activities are completed accurately, efficiently, and in accordance with PATH Ministries International’s policies and procedures.

The position is primarily a support role and will perform assigned tasks under the direction and supervision of the Head of Finance and Operations.

Key Responsibilities

A. Finance Support

1. Assist in preparing simple payment requests, payment vouchers, expense summaries, and other routine financial documents.
2. Check supporting documents for completeness before submitting them to the Head of Finance and Operations.
3. Organize invoices, receipts, quotations, payment documents, and other financial records.
4. Assist with filing, scanning, copying, and maintaining electronic and physical financial documents.
5. Support the preparation of simple financial schedules, trackers, reconciliations, and reports.
6. Assist in following up on outstanding receipts, supporting documents, advances, and other required financial documentation.
7. Enter basic financial or operational information into approved spreadsheets, accounting systems, or document trackers as assigned.
8. Maintain confidentiality regarding financial information and organizational records.

B. Procurement and Purchasing Support

1. Assist with purchasing office supplies, equipment, services, and other approved organizational requirements.
2. Collect quotations or proforma invoices from suppliers in accordance with the organization’s procurement procedures.
3. Prepare procurement-related documents, including purchase requests, quotation comparison sheets, purchase orders, and supplier documentation.
4. Communicate with suppliers regarding prices, availability, delivery schedules, invoices, and required supporting documents.
5. Follow up on the delivery of approved goods and services.
6. Assist in checking delivered items against approved specifications, quantities, purchase orders, and invoices.
7. Maintain organized procurement files and update procurement and purchasing trackers.
8. Support transparent and competitive procurement processes and immediately disclose any actual or potential conflict of interest.

C. Administration and Office Support

1. Assist with the day-to-day administrative activities of the Head Office.
2. Prepare, format, print, scan, copy, and file letters, forms, reports, agreements, and other documents.
3. Assist in arranging meetings, appointments, travel, transportation, accommodation, and office-related services when assigned.
4. Maintain office supply records and assist in monitoring stock levels.
5. Support the organization and maintenance of office equipment, furniture, and asset records.
6. Receive or deliver documents, supplies, and official correspondence when required.
7. Assist in following up with service providers, government offices, banks, suppliers, and other external parties as authorized.
8. Maintain orderly electronic and physical filing systems.

D. Human Resources Support

1. Assist in preparing routine staff documents, forms, letters, contracts, personnel files, and onboarding materials.
2. File and update employee records under the supervision of the Head of Finance and Operations.
3. Assist in preparing attendance, leave, timesheet, and other routine staff documentation.
4. Support recruitment and onboarding activities, including preparing interview documents, contacting candidates, arranging interviews, and organizing personnel documentation.
5. Assist in tracking the submission and renewal of staff-related documents.
6. Maintain strict confidentiality regarding employee information and HR matters.
7. Provide logistical and documentation support for staff meetings, orientations, training sessions, and performance evaluation processes.

E. Compliance and General Support

1. Carry out assigned responsibilities in accordance with the organization’s financial, procurement, HR, administrative, safeguarding, and records-management procedures.
2. Ensure that documents are properly authorized before processing purchases, payments, or other transactions.
3. Protect organizational property, information, and documents from loss, misuse, or unauthorized access.
4. Identify missing documents, procedural concerns, or potential errors and report them promptly to the Head of Finance and Operations.
5. Support internal and external audits by organizing and retrieving requested documents.
6. Perform other related finance, administration, procurement, and HR support duties assigned by the Head of Finance and Operations.
7. Authority and Limitations

The General Support may prepare documents, obtain quotations, communicate with suppliers, make approved purchases, and follow up on transactions as assigned. However, the position does not have independent authority to:

• Approve purchases, payments, recruitment decisions, or financial transactions;
• Commit the organization to a contract or financial obligation;
• Select suppliers outside the approved procurement process;
• Sign agreements on behalf of the organization; or
• Access or disclose confidential financial and personnel information without authorization.

All activities must follow the organization’s approval procedures and segregation-of-duties requirements.

Salary: 12,000

Required

1. Diploma or bachelor’s degree in Accounting, Finance, Business Administration, Management, or a related field.
2. At least one year of relevant experience in finance, administration, procurement, office support, or a related role.
3. Basic understanding of accounting documents, purchasing procedures, and office administration.
4. Ability to prepare and organize routine financial and administrative documents.
5. Basic proficiency in Microsoft Word and Excel.
6. Good written and spoken communication skills in Amharic and English.
7. Strong organizational skills and attention to detail.
8. Ability to maintain confidentiality and handle sensitive information responsibly.

Preferred

1. Previous experience working with a nonprofit, civil society, or development organization.
2. Experience collecting quotations, preparing procurement documents, or communicating with suppliers.
3. Experience maintaining financial, procurement, administrative, or personnel files.
4. Familiarity with QuickBooks, SharePoint, OneDrive, or similar financial and document-management systems.

Core Competencies

• Integrity and accountability
• Attention to detail and accuracy
• Organization and record management
• Confidentiality and professional judgment
• Time management and reliability
• Communication and responsiveness
• Teamwork and willingness to support others
• Ability to follow instructions and established procedures
• Initiative in completing assigned tasks and following up on pending matters
• Ability to manage several routine responsibilities within limited working hours

Working Relationships

Internal: Head of Finance and Operations, Country Director, program staff, Finance Unit, HR and Administration staff, and other Head Office and field staff.

External: Suppliers, service providers, banks, government offices, consultants, and other authorized stakeholders.

Working Hours

This is a part-time position. The specific working days and hours will be determined by the organization based on operational requirements and agreed upon in the employment contract. Some flexibility may be required to support urgent purchasing, document submission, meetings, or other time-sensitive operational activities.

Performance Expectations

Performance will be assessed based on:

• Accuracy and completeness of prepared documents;
• Timely completion and follow-up of assigned tasks;
• Proper organization of financial, procurement, HR, and administrative files;
• Compliance with approval and procurement procedures;
• Responsiveness to instructions and communication;
• Confidentiality and professional conduct;
• Reliability and attendance during agreed working hours; and
• Quality of support provided to the Head of Finance and Operations.