Project Finance and Admin Officer Full Time NEW

JOB DESCRIPTION AND PERSON SPECIFICATION

JOB TITLE: Project Finance and Admin Officer

REPORTS TO: Project Coordinator and functionally to Programme Finance Manager

REPORTING TO POSTHOLDER: Cashier/Accountant, Office Attendant and Driver

PROJECT: Harnessing forests and ecosystems for a climate-nature-people triple win (HARNESS)

LOCATION: Tepi Field office, South West Ethiopia region

DURATION: one year – up to March 31st, 2027, with a 60-working days probation period, with the possibility of extension up on successful work performance

SALARY: GBP 493 (Four Hundred Ninety Three Pound Sterling) Per Month

The overall purpose of the project is Finance and Admin. Officers are to

• Ensure the smooth running of the project office through strong management of cash, stores, vehicle arrangement, and communication and handle financial activities and logistics
• Responsible for the day-to-day general financial and administrative management of the organisation, assisting the Project Coordinator, Project Finance Manager and supporting the staff team.

Finance

• Verify pre- and post-financial transactions at the field office level (for completeness, accuracy, availability of budget, ensuring compliance), and submit to the Programme Finance Manager at CO
• Prepare cash books on time with quality, and submit to the Programme Finance Manager
• Prepare monthly bank reconciliation on time and with quality, and submit to the FM-CO.
• Liaising with banks for all finance matters
• Follow up on the timely settlement of staff advances by closely working with the Programme Finance manager-CO and report to the CO on advances long overdue
• Support the PC/Team Leader at FO in preparing the monthly cash forecast & transfer request, ensuring accuracy & timeliness
• Review the details of BMRs together with the PC/Team Leader at FO, communicate any adjustments on time, ensure the availability of the budget for any transaction ahead, and advise the PC/Team Leader at FO on timely utilisation of budgets
• Ensure all relevant staff members of the field office are informed of donor requirements, and work closely with program and other support functions to ensure compliance

Procurement & Other Support Services

• Responsible for facilitating & handling all procurements of the field office
• Handle FO logistic service, including movements of vehicles, project inputs and reports to the CO Logistic Manager
• Ensure the timely procurement and distribution of items at the field office, keeping all relevant documentation complete and up to date & by closely working with the Technical Team at the field office
• Liaison with CO-Procurement Manager & follow up on all procurements of the project to be made at the CO level or need to get approval from CO
• Support the PC/Team Leader at FO in preparing the procurement plan regularly
• Implement a system to ensure efficient use and safety of the project vehicles and equipment, including timely and appropriate maintenance and monitoring of costs
• Follow up, organise all leave and other HR related records and submit to the CO HRM
• Assist in staff recruitment and disciplinary issues
• Ensure a conducive staff working environment
• Manage the operations of the project compound by liaising with the Leaser of the office building
• Perform all other duties as requested by Logistics Manager

Safeguarding & Code of Conduct Responsibilities:

• Comply with and uphold Farm Africa’s Safeguarding Policy, Code of Conduct, and related policies at all times.
• Treat all individuals and communities with dignity, respect, and fairness, promoting a safe and inclusive working environment.
• Ensure that personal and professional conduct does not put beneficiaries, colleagues, or partners at risk of harm or abuse.
• Recognize and report any safeguarding concerns, suspicions, or incidents in accordance with Farm Africa’s safeguarding and reporting procedures.
• Maintain appropriate professional boundaries with beneficiaries, community members, and colleagues.
• Ensure that communications, images, and information about beneficiaries are used responsibly and with informed consent.
• Support the organization’s commitment to preventing sexual exploitation, abuse, harassment, and any form of discrimination.
• Participate in safeguarding training and awareness activities as required.
• Contribute to creating and maintaining a safe working environment for all staff

These essential functions are not to be interpreted as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. All work responsibilities are subject to performance goals and/or targets.

Our Values

Investing in smallholder farming is the number one way to combat poverty in rural Africa. Farm Africa is a leading NGO specialising in growing agriculture, protecting the environment and developing businesses in rural Africa.

• EXPERT: Expertise and insightful evidence-based solutions are at the heart of everything Farm Africa does.
• GROUNDED: Our teams and partners work closely with local communities, engaging them in every level of decision-making.
• IMPACTFUL: We deliver long lasting change for farmers, their families, and the environments they live in.
• BOLD: We model innovative approaches and are not afraid to challenge strategies that are failing.