Field Logistics Finance & Admin Officer (LAF)

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.

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 checkbooks 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 the Finance and Administration Manager
• Ensures valid cash receipts/invoices are delivered to finance for all cheques issued to Payees.
• Follows up and ensures 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 staff 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 the internal control system and financial policy.
• Prepare and submit other regular or on-request financial reports, as per the reporting requirements of the 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 a 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 a 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 staff performance appraisal is conducted according to the guidelines 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 the 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 schedules, and vendor performance;
• Establish an 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 are 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 the completeness and accuracy of vehicle log books and record them 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 office lease agreements and ensures their timely renewal.

Qualifications

• Bachelor’s degree in Finance, Accounting, Business Administration, Logistics, Supply Chain Management, or other related fields.

Experience

• At least three years of work experience in the Accounting and Finance sector in local or international NGOs.
• Proficiency in accounting software like QuickBooks, Peachtree, or other ERP systems is Advantage.
• Ability to manage multiple tasks related to finance, admin, and logistics simultaneously.
• Familiarity with financial policies and compliance regulations (tax laws, procurement standards, etc.).
• Experience in financial management and procurement processes.
• Motivated self-starter, able to carry out work independently but also coordinate effectively as part of a team

Skills Required, Attitudes, and Attributes

• Fluency in English, both written and verbal.
• Fluency in local language, both written and verbal.
• Previous experience working in complex and volatile contexts.
• Good communication and interpersonal skills
• Strong organizational and multi-tasking skills.
• Excellent analytical and problem-solving abilities.
• Team management and leadership skills.
• Handling insecure environments.
• Managing resources to optimize results.
• Innovation, flexibility, and a solution-oriented approach

No required: one

Duty Station: North Ethiopia Tigray Region Shire

Female applicants are encouraged to apply