Field Cashier (2 Positions)

JOB TITLE: Field Cashier

PROJECT: Harnessing forests and ecosystems for a climate-nature-people triple win (HARNESS)

REPORTS TO: Project Finance and Admin Officer

REPORTING TO POSTHOLDER: None

LOCATION: Bale field office and South West Region

DURATION: up to March 31st, 2027, with 60 working days probation period

PURPOSE OF THE ROLE

The purpose of the Field Cashier position is to provide secretarial, record-keeping and office support services for the Harness project, and handle and manage the petty cash of the project. In addition, she/he supports the Project Finance and Admin Officer to administer, control, monitor, and periodically summarise the extent of financial operations and performance of the project. She/he provides effective and efficient support and advice to the immediate supervisor and project team as required.

KEY TASKS & RESPONSIBILITIES

Key areas of responsibility are:

• Prepare payment documents, attendance sheets and others for all payments of the Harness projects being made.
• Manage project petty cash, including preparing payments and preparing the monthly petty cash reconciliation
• Handles and manages the project’s petty cash in a generally accepted standard norm.
• Prepare monthly petty cash reports to submit to the designated supervisor
• Review all payments against the budget and established rules and regulations.
• Assist the supervisor to review/ analyse monthly budget monitoring report for timely comments and any adjustments
• Manage the operations of the Harness project compound, including telephone, electricity and water, and manage office transport
• Handle all materials purchased and stored properly, including fuel coupons, and follow up for on-time utilisation of the materials with the respective staff.
• Conduct payment, purchase and collect project materials, deliver all materials purchased and stored to be used for the intended purpose with a check by the Harness Project Finance and Admin Officer and approved by PC.
• Assist the line manager in the verification of source documents for proper approval/authorisation before they are filed and recorded;
• Assist in staff recruitment and disciplinary issues.
• Develop close working relationships with all staff
• Develop and implement a system to ensure efficient use and safety of the project equipment, including timely and appropriate maintenance and monitoring of costs
• Conduct payment for different purchases, community and partners staff trainings, project staff and any other payments checked by project finance and admin and approved by project coordinator
• Ensures that all unused official documents and vouchers of the organisation are properly registered and are available in sufficient quantity.
• Maintains filing of financial documents and reports;
• Reports and follows up on outstanding & unsettled payments and receipts.
• Maintain office records and reference files on various subjects for easy access and reference;
• Prepare a monthly petty cash report and submitting the line manager.
• Handle all incoming and outgoing correspondence, file in a chronological order
• Assist in ensuring that all procurement documents are filed in a good manner;
• Keeps the project plan document for procurement in a separate file for reference.
• Ensures the accuracy of procurement documents and the integrity of the procurement process;
• Make sure to follow the procedures of the procurement Manual.

Safeguarding & Code of Conduct Responsibilities:

• Comply with and uphold Farm Africa’s Safeguarding Policy, Code of Conduct, and related policies at all times.
• Treat all individuals and communities with dignity, respect, and fairness, promoting a safe and inclusive working environment.
• Ensure that personal and professional conduct does not put beneficiaries, colleagues, or partners at risk of harm or abuse.
• Recognize and report any safeguarding concerns, suspicions, or incidents in accordance with Farm Africa’s safeguarding and reporting procedures.
• Maintain appropriate professional boundaries with beneficiaries, community members, and colleagues.
• Ensure that communications, images, and information about beneficiaries are used responsibly and with informed consent.
• Support the organization’s commitment to preventing sexual exploitation, abuse, harassment, and any form of discrimination.
• Participate in safeguarding training and awareness activities as required.
• Contribute to creating and maintaining a safe working environment for all staff, partners, and the communities we serve.

These essential functions are not to be interpreted as a complete statement of all duties performed. Cashier- accountant will be required to perform other job-related duties as required. All work responsibilities are subject to having performance goals and/or targets established.

PERSON SPECIFICATION
Essential	Desirable
Education & Qualifications
College Diploma in Accounting/Secretarial Science/Office Management/other related fields from a recognised college or a BA in Accounting/Management and relevant trainings
Experience
Five years of relevant work experience for diploma holders and two years of relevant work experience for degree holders
experience in store management
Skills & Abilities
Computer skills in Word, Excel, Access and QuickBooks
Familiarity with office equipment operation
Co-operative and willingness to work under pressure
Respect the culture, beliefs, and traditions of rural and semi-urban communities
Willingness to give a chance/opportunity to others
Value the knowledge and ability of the community
Ability to adapt to the existing environment
Willingness to multitask and work on one’s own initiative
Good team player and team builder

Our Values

Investing in smallholder farming is the number one way to combat poverty in rural Africa. Farm Africa is a leading NGO specialising in growing agriculture, protecting the environment and developing businesses in rural Africa.

• EXPERT: Expertise and insightful evidence-based solutions are at the heart of everything Farm Africa does.
• GROUNDED: Our teams and partners work closely with local communities, engaging them in every level of decision-making.
• IMPACTFUL: We deliver long lasting change for farmers, their families, and the environments they live in.
• BOLD: We model innovative approaches and are not afraid to challenge strategies that are failing.

Farm Africa is an equal opportunity employer and promotes gender equity. Canvassing will lead to automatic disqualification. Farm Africa does not charge a fee at any stage of the recruitment process. (E.g. Application, interview, meeting, processing, training or any other fees).