Finance and Admin Officer | Oromia

About the Organization

Development for Peace Organization (DPO) is an Ethiopian civil society organization established in 2020 with a mission of striving to meet the humanitarian and developmental needs of societies regardless of race, color, religion or cultural background. The organization is legally registered to work in Ethiopia (Reg. 5164), South Sudan (Reg. 4178), Kenya (OP.218/051/22-400/12732 and Somalia (Reg. NGOD/Moifar0422/022); it is also processing its registration in Yemen.

Job Summary:

The LAF Officer is mainly responsible for transport & logistics, financial, HR & Admin operations of the organization.

Duties and Responsibilities:

Administrative Responsibilities:

• Maintain and update personnel files of all staff at the project, including all documentation as required in line with DPO HR Manual guidelines;
• Manage and address all staff personal issues following the Concern HR Manual guidelines;
• Prepare HR report;
• Provide the necessary materials and equipment to project staff for their day to day activities;
• Maintain high standard of Health and Safety within the working environment;
• Maintain good working relationships in the workplace;
• Collect monthly log sheet for office and rented vehicles and evaluate each vehicle’s
• Understand and adhere to the rules and regulations of (Transport, Procurement and warehouse policy) lay down by DPO. If these regulations are not clear bring it to the attention of your line manager;
• Make sure office vehicles are serviced periodically as per manufacturer’s maintenance guideline and insure all repair and maintenance are as per DPO vehicles maintenance guideline;
• Check and review office` vehicles repair and spare part bills and make sure the invoices are in accordance with the agreement before payment is effect;
• Collect daily and weekly transport plan from the users and organize the transport in cost effective way;
• Monitor office and rented vehicles daily movement and ensure that resources are effectively used for DPO interest only;
• Produce monthly transport report with all formations like:  Maintenance cost, fuel consumption, availability, utilization, accident/incident and need satisfaction;
• In case of accidents follow up necessary procedures (insurance company, traffic police, lawyer, reporting, visiting scene, etc);
• Make sure all the procurement processes are as DPO and Donors procurement guideline;
• Make sure all purchase` files are maintained as per DPO Finance, Procurement and Store guideline;
• Maintain good stock records systems and make sure all relevant information are shown on the stock cards as per DPO’s guideline;
• Produce monthly consolidate stock report and check/inventory process is undertaken at all-time in accordance with DPO inventory guidelines;
• Make sure all agreements like; vehicles maintenance, spare part and office rent are timely renewed;
• Monitor logbooks and vehicles charge out sheet of Drivers on a weekly basis ensuring that they are filled in properly fuel usage, KM analysis;
• Performs any additional activities which may assigned by the Project Coordinator.

Financial Responsibilities:

• Cash transfers to fields and others;
• Responsible to fill the gaps when cashier is on annual leave;
• Prepare and Check monthly financial report;
• Ensure adequate fund/cash held in program for planned activities;
• Monthly cash books and bank books;
• Cash requests from the fields;
• Adhere to the necessary accounting, documentation and reporting procedures required for the purchase of items based on purchases/procurement procedure, if any;
• Responsible to check daily financial payments in line with organizational policies and procedures by giving due attention to authorization level and budget codes;
• Ensuring close collaboration and communication with Finance and HR departments at HO and field level to facilitate and smoothen consistent running of the program;
• Work closely and provide  technical support to the Cashier;
• Check and review the external work done before any payment is effective;
• Review and check monthly staffs’ payroll before the payment is effected;

Reports to: Project Coordinator

• BA/MA in Logistics and Supply Management, Purchasing or any other related field of study;

• Minimum 5 years  for BA or 3 years for MA

• Good communication skill
• Organizational skill
• Attention to detail
• Knowing local language of the area is a plus