Logistics, Admin and Finance Officer (LAF Officer)

About the Organization

Development for Peace Organization (DPO) is an Ethiopian non-profit 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. We are legally registered to work in Ethiopia (Reg. 5164) as National NGO and as INGO in South Sudan (Reg. 4178), Somalia (Reg. NGOD/Moifar0422/022) and Kenya (OP.218/051/22-400/12732); it is also processing its registration in Yemen. We are currently seeking an experienced LAF Officer to join our mission-driven organization.

Major Duties:

The LAF Officer of the DPO mainly responsible for transport & logistics, financial and HR & Admin operation of the organization.

Duties and Responsibilities:

Transport & Logistics Responsibilities:

• 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 fixed assets in all office are updated and tagged as per DPO asset management guideline;
• 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;
• 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;
• 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;
• Receive, screen, log and route program related correspondences and maintain an effective follow-up system;
• Maintain high standard of Health and Safety within the working environment;
• Maintain good working relationships in the workplace;
• Perform other duties assigned by line manager;
• Performs any additional activities which may assigned by the Regional Coordinator.

Required Number: 1

Salary: As per the organization scale

DPO is committed to diversity and inclusion in its workforce and encourages all candidates to apply to join the organization, regardless of gender, nationality, religious/ethnic heritage, or disability.

DPO has a zero-tolerance policy for sexual exploitation and abuse, sexual harassment, authority abuse, and discrimination. DPO follows the principles of UN Child Protection. As a result, all shortlisted candidates will be subjected to thorough reference and background checks, as well as being expected to conform to these standards and principles.

Qualifications:

Education:

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

Experience:

• Minimum 3 years for BA or 4 years for Diploma