Field Finance and Admin Officer 54 views2 applications

Reference number: Rec/013/24

Base Location: Woldiya (with frequent travel to Dessie/Kombolcha or other Field offices as needed)

Purpose of the position

The Field Finance and Admin Officer will be responsible for supporting administrative activities at Woldiya Office (and other relevant Field offices as required) of Cordaid Ethiopia.

Responsibilities and Accountability

Financial Management 

• Ensures all income taxes, withholding taxes, and other taxes are withheld and paid accordingly.
• Processes payments to vendors/relevant stakeholders and beneficiaries in a timely manner while ensuring appropriate documentation.
• Receives supplier  invoices, Verifies the invoices received in relation with Purchase Orders and compiles all required documents together with the invoice are submitted.
• Keeps the office safe maintaining cash and other valuable assets in a secure manner.
• Receives authorized cash or bank payments and receipts.
• Submitting all financial documents ensuring relevant and complete documentation to  the Country Office  in timely manner.
• In close collaboration with the Roving Finance Officer and/or Project controller, reconciles weekly payments against the bank statements and ensuring timely upload of documents on the finance portal.
• Prepare monthly finance report for the relevant offices as required. Verifies backup documents of all expenditures are complete and have the standard projects number, account code and activity number.

Procurement and Logistics 

• Contributes to procurement process for office supplies and services. Raising purchase requests as needed.     Follows-up the activities and tasks undertaken by contractors as indicated in the signed service/procurement contracts specially for water point rehabilitation works
• Support asset and inventory management of the office ensuring timely repairs and purchases as required. Ensuring proper functioning of all office equipment and furniture.
• Supports the follow up and updating of inventory list as per the inventory guidelines and in close collaboration with the Country
  Office Team.
• Support with log sheet collection from drivers, preparing monthly report and submits to the CO Liaison Officer
• Follow up and notify HO about vehicle service time Oversees and ensures proper maintenance and functioning of office equipment and furniture.
• Follows-up of the driver list of duties and logbook.

HR Support

• Tracking and sharing annual leave record of field office staff
• Scanning and sending of documents to Head Office like contract renewals when required
• Assist in posting printed job adverts in the local area job board as needed
• Assist in recruitment at the Field Office as may be required.

Admin 

• Welcoming visitors and directing them as needed
• Providing clerical support services such as typing, scanning, and photocopying of documents.
• Organize filling for office support functions-opening box files for correspondence and internal communications.
• Work closely with cleaner to ensure that the office is cleaned on daily basis. Ensure that tea/coffee is prepared and ready in the morning and afternoon.
• Support accommodation booking for Cordaid staff/guests in the hotels as needed.