Office Admin & Cashier -(Maternity cover)

Job Title: Office Admin & Cashier-Maternity cover

Department: Finance

Reporting to: Grant & Finance manager

Main Purpose:

The Office Admin & Cashier (Maternity Cover) provides financial and administrative support to ensure the effective and efficient operation of Hope for Justice Ethiopia’s country office. The role is responsible for processing payments, managing work advances and settlements, maintaining accurate cash and banking records, handling financial documentation, and supporting day-to-day office administration. The post contributes to strong financial controls, compliance, accountability, and smooth organizational operations in line with Hope for Justice policies, donor requirements, and local regulatory standards.

Main Duties and Responsibilities:

Treasury management & reporting

• Review and process Payment requests for operational cash needs following proper authorization by ensuring they align with approved budgets and project activities and prepare Withholding receipt where applicable
• Track outstanding Work advances and ensure staff submit timely settlements with valid, original receipts. And reconcile individual staff accounts monthly to ensure no long-overdue debts.
• Maintain and safeguard all organizational cheque books and cash
• Maintain Cash management Port, reconcile monthly and issue reports weekly and as required
• Handle the issuance, tracking, and safe storage of cheque books and cash (if any).
• Handle banking; withdraw and deposit cash where applicable, coordinate with bank representatives for processing transfers, collecting statements, and managing authorized signatory updates
• Collect cash incoming, issue receipt and deposit timely
• Complete, label and forward payment, settlement and collection files to respective accountants timely
• Maintain an up-to-date and accurate bank balance record, providing regular updates and reports as required
• Ensure Payment, Settlement and collection documents are supported with all the necessary documentation and are signed by appropriate personnel before handing over for posting
• Ensure all financial documents are stamped and coded by appropriate donor stamp and budget line
• Hand over documentations for posting in written notes and in properly labelled box file.
• Maintain smooth communication with staff, provide updates and feedback timely to ensure transparency, compliance & learning on organizational procedures and other local regulations
• Ensure appropriate taxes are withheld from payments to vendors or consultants during the settlement process.
• Assist in events like training and workshops, prepare and pay allocated payment according to the authorized TOR/Request, collect confirmation documents and report accordingly
• Liaise with Government officials or other delegates and Auditors for any inquires
• Ensure that all unused official documents (cash receipts, check payment vouchers, GRN, SIV etc) of the organization are properly registered, distributed, and stored
• Maintain stock follow up record in close coordination with all storekeepers regularly, report as per the schedule and ensure all supporting documents (GRN & SIV) are kept properly and are easily accessible
• Visit centers regularly to give guidance and reconcile accounts
• Perform other assignments provided by immediate supervisor

General

• Uphold and work within Hope for Justice’s policies and manuals, including Data protection, Equal Opportunities, Anti Bribery, Health and Safety and Child & Vulnerable Adult Protection policies
• Promote Hope for Justice’s core values of Honoring, Openness, Professionalism and Empowerment across the organization and partners
• Undertake any other duties, as appropriate to the post, as delegated by the Line Manager

Reporting

• The Office Admin & Cashier is under direct reporting responsibility of the finance & Grant manager.
• Externally, the Office Admin & Cashier will liaise with Donors, Various Government offices suppliers and service providers, public administration, partners and civil society organizations as necessary.

Education:

• Bachelor’s degree in accounting/ commerce/ finance.
• Computer training or certificate

Experience:

• 1-2 years of experience in a finance position preferably in INGO/NGO.

Soft Skills:

• communication
• Accurate and attentive to detail.
• Good analytical thinking
• Team Player
• Flexibility

Technical Skills:

• Organized and ability to meet deadlines.
• Computer literacy in Microsoft word and Excel
• Ability to learn accounting software (e.g. QuickBooks
• Good organizational and writing skills.
• Ability to be organized, meet deadlines,
• Ability to work within a team