Finance and Admin Logistic Officer (LAF 65 views

Positive Action for Development (PAD) is an indigenous, non-governmental, humanitarian, and development organization legally registered at the federal level by the Federal Democratic Republic of Ethiopia Charities and Societies Agency on June 6, 2011, with a registration number of 2330.

PAD would like to hire one Finance and Admin Logistic Officer (LAF) for its project titled “Multisectoral and integrated response to drought and conflict in Shabelle area, Somali Region, Ethiopia”. The one Finance and Admin Logistic Officer (LAF) will be responsible for all head office financial, procurement, property administration, and Human resources activities within the organization and for technically supporting the co-workers working under the Junior Finance & Administration Officer in all such matters.  This includes supervising cashier, handling all financial and procurement transactions, verifying, consolidating and assist preparing  financial reports, assist prepare monthly branch officer budget and cash request, ensuring that sufficient cash is available to cover programmatic activities of the branch office, assist familiarize the branch office staffs in implementing Human Resources Policies and Procedures, assist recording and posting of financial data; assist maintaining and controlling inventory movements, vehicles, and all other fixed assets management and keeping up-to-date pertinent records of the organization books of accounts

Duties and responsibilities

Financial Management:

• Check that all proper documents are attached with payment requests before preparing payments.
• Prepares payments as per the organization financial policy and procedures.
• Writes cheques and prepares the corresponding payment vouchers.
• Follow-up timely collections of receivables and cash on hand are promptly deposited in the bank accounts intact.
• Prepares monthly volunteers payment and regular payments with due consideration to deductions (Charity contribution, advance, loan…)
• Check coding of all source documents stamp ‘PAID’
• Ensure monthly office rental payment effect timely
• Collect monthly bank statements form all bank accounts
• Timely payment of government taxes including income tax, pension and withholding tax
• Ensure properly keeps chequebooks in safe custody.
• Effects payment of cheques against receipts/invoices and proper signature of the recipient
• Ensures valid cash receipts/invoices are delivered to finance for all cheques issued to Payees.
• Prepare and effect training and workshop participants’ payment with due consideration to deductions (taxes, advance….).
• Checks all petty cash payments
• Keeps up to date and orderly controlling records of receipts
• Participate in the annual physical count of inventories and fixed assets
• Sequentially arranges, files and labels financial records in a professional and easily retrievable manner
• Ensure that all financial and procurement transactions are conducted per PAD’s financial policies and procedures and procurement regulations as well as following donor compliance requirements
• Ensure that the proper implementation of internal control system and financial policy of the organization.
• Undertakes any other related duties that may be assigned to him/her.

Financial System Development

• Identify internal control weaknesses and assist in developing  policies, systems, and procedures to address such weaknesses
• Assist all staff in understanding the organization’s financial policies, procedures, systems, and applications.
• Assist in development of good financial management systems and procedures, in line with best practices

Financial Reporting

• Review and analyse financial statements and all other required reports for the statutory and project audit purpose
• Facilitate with team year-end financial statements for external audit purposes
• Review monthly grant income charged to each donors and ensure that all are properly booked and fully reflect the actual transactions in accordance with grant document
• Prepare and submit other regular or on request financial reports, as per the reporting requirements of branch office, government agencies and other project funders.

Finance Team Leadership

• Provide direction to PAD finance team in consultation with the Finance and Operation Head
• Identify training needs for all PAD finance staff, and ensure the training is provided in
• Develop performance targets with staffs, conduct performance evaluations and provide constructive feedbacks to the staffs consultation with the Finance Coordinator.