Logistics, Administration and Finance (LAF) Officer

Organizational Overview

Nexus Ethiopia is a national non-governmental and non-profit-making humanitarian organization, registered as a National NGO under Ethiopia’s Civil Society Organizations Proclamation No. 1113/2019 (registration No. 6225). Nexus Ethiopia is mandated to operate throughout Ethiopia and works with conflict- and disaster-affected communities through humanitarian response and recovery programming.

Nexus Ethiopia is preparing a six-month emergency response covering Protection (general protection, GBV and child protection) and Food Security and Livelihoods (FSL) in Ab’ala Woreda, Zone 2, Afar Region. The programme responds to conflict-related displacement, return movements, protection risks and disruption of food access and household livelihoods. These project-funded positions require immediate availability and regular field travel within the woreda.

Job Summary

The Logistics, Administration and Finance (LAF) Officer is responsible for integrated finance, procurement, logistics, inventory and office administration support for Nexus Ethiopia’s six-month emergency Protection and FSL project in Ab’ala Woreda. The role ensures accurate financial records, timely authorized purchases, effective field office operations and full compliance with organizational and partner requirements, enabling protection and FSL activities to be delivered on time and with accountability.

Key Responsibilities

A. Finance, Budget Management and Internal Controls

• Manage day-to-day project financial transactions and maintain complete, accurate and timely accounting and supporting documentation in compliance with Nexus Ethiopia policies and the approved project agreement and donor requirements.
• Process payment requests, staff advances, per diems, settlements and expense liquidations; verify authorizations, supporting invoices and eligibility before recording or payment.
• Maintain updated budget-versus-actual expenditure tracking by approved budget line; prepare regular forecasts, cash requests, variance analysis and timely expenditure alerts for the Project Coordinator.
• Maintain bank/cash transaction logs, petty-cash controls and reconciliations as assigned; arrange safe cash custody and periodic counts in accordance with segregation of duties.
• Prepare monthly financial reports, bank/cash reconciliations, voucher files and documentation handovers to Nexus Ethiopia’s head-office Finance Team on schedule.
• Support external/internal audits and partner spot checks and maintain traceable evidence for procurement, distributions, payroll and asset purchases.

B. Procurement, Logistics, Stores and Asset Management

• Consolidate project procurement plans and technical specifications received from FSL and Protection teams; initiate purchasing through authorized procurement procedures and competitive sourcing requirements.
• Maintain supplier quotations, comparison sheets, purchase orders, contracts, goods-received notes and delivery documentation; monitor lead times and vendor performance.
• Coordinate receipt, safe storage, issue, dispatch and reconciliation of food, dignity items, training materials, livestock-related inputs and other approved project commodities, where applicable.
• Maintain stock cards, inventory, fixed-asset register and asset identification records; arrange periodic physical checks and investigate discrepancies through approved channels.
• Coordinate vehicles, drivers, vehicle hiring, travel authorizations, logbooks, fuel usage, maintenance and field movement in compliance with security procedures.
• Ensure ethical procurement, avoidance of conflicts of interest, vendor due diligence, appropriate separation of duties and anti-diversion safeguards.

C. Administration and Field HR Support

• Maintain the Ab’ala field office’s administrative records, rental/utility/service agreements, stationery, communications, maintenance requests and safe office supplies.
• Coordinate induction logistics, timesheets, leave registers, staff travel, meetings, training venues and participant payment documentation in accordance with HR policies.
• Support staff recruitment administration and personnel filing under guidance of the head-office HR team; maintain confidential personnel records.
• Arrange operational support for monitoring missions, community meetings, distributions and technical training without independently approving technical beneficiary lists.
• Liaise with government offices, landlords and suppliers on administrative matters as formally delegated.

D. Compliance, Coordination and Reporting

• Maintain compliance with Ethiopia’s applicable tax, employment and documentation obligations and Nexus Ethiopia policies and donor/partner rules.
• Provide operational and financial briefings to the Project Coordinator and timely advice to Head Office Finance, HR and Operations on control gaps and delays.
• Coordinate with the FSL and Protection Officers so authorized procurements and transport support are delivered in time for the implementation plan.
• Report suspected fraud, safeguarding breaches, asset losses or procurement misconduct through established reporting channels and preserve confidentiality.
• Support smooth project close-out, including clearance of advances, inventory reconciliation, return or handover of assets and complete archive of project records.

Safeguarding, Conduct and Data Protection

• Uphold humanitarian principles, do-no-harm, conflict sensitivity, non-discrimination, confidentiality, inclusion and accountability to affected populations.
• Comply with Nexus Ethiopia and partner codes of conduct, protection from sexual exploitation and abuse (PSEA), child safeguarding, anti-fraud and anti-corruption policies and applicable data-protection rules.
• Promote safe, accessible feedback and complaints channels and report safeguarding concerns through approved confidential channels; do not investigate sensitive allegations independently.
• Maintain appropriate separation of duties, records and consent procedures; share personally identifiable or sensitive data only with authorized personnel for a legitimate purpose.

Key Working Relationships

Internal: Project Coordinator, FSL Officer, Protection Officer, Nexus Ethiopia Head Office Finance, HR, Procurement and Operations teams.

External: Banks, vendors, transporters, landlords, auditors, relevant government offices and approved service providers.

Work Environment and Conditions

Based primarily at the Ab’ala field office, with travel to project sites and distribution/service locations in Ab’ala Woreda when required. The position involves deadlines, confidential finance/HR data and strict adherence to security and financial control procedures.

Qualifications and Experience

• Bachelor’s degree in Accounting, Finance, Business Administration, Management, Logistics, Procurement or a related discipline.
• At least five years of relevant professional experience, preferably in NGO/INGO humanitarian field operations involving finance, logistics, procurement and administration.
• Demonstrated ability to maintain project accounting records, handle advances/liquidations, monitor budgets, prepare reconciliations and support external/internal audits.
• Experience with procurement processes, stock control, asset registers, vendor management and vehicle/fuel administration.
• Knowledge of Ethiopian tax regulations, donor-funded project controls, accounting packages and basic HR administration is strongly preferred.

Skills and Competencies

• Advanced practical MS Excel and strong skills in Word, email, filing and accounting/financial management applications.
• Integrity, attention to detail, accurate numerical work, confidentiality and ability to respect delegated approval limits.
• Strong coordination and communication skills, with the ability to work under tight field procurement and reporting deadlines.
• Working proficiency in English, Amharic and Afar (written reporting in English; ability to communicate in Afar with local communities).
• Ability to travel to field implementation locations and maintain professional controls in insecure or resource-constrained settings.