Project Logistics, Administration & Finance Officer Full Time NEW

Positive Action for Development (PAD) is an indigenous, non-governmental, non-profit, secular, and legally registered Ethiopian Civil Society Organization (Registration No. 2330). PAD is committed to promoting a just, compassionate, and inclusive society where all people can thrive. Guided by the values of optimism, integrity, kindness, excellence, and impactful action, PAD works to provide effective humanitarian and development support to communities in need.

PAD is currently seeking qualified and motivated individuals for the following position(s)

Job Summary

The Finance, Administration and Logistics Officer (LAF) is responsible for coordinating and overseeing the financial, administrative, procurement, logistics, and HR administrative functions of the assigned branch or field office. The position ensures that operational activities are implemented efficiently, transparently, and in compliance with PAD’s policies and procedures, applicable government regulations, and donor requirements.

The Officer provides technical guidance and operational support to branch office staff on financial management, procurement, logistics, administration, and relevant HR procedures. Key responsibilities include overseeing cash and banking transactions, monitoring budgets and expenditures, preparing financial reports, coordinating procurement activities, managing inventory and assets, monitoring staff attendance, supporting recruitment and onboarding processes, maintaining personnel documentation, and ensuring effective administrative systems.

The position also contributes to strengthening internal controls, identifying operational gaps, building staff capacity, and ensuring the timely availability and proper utilization of organizational resources to support programme implementation.

Specific Roles and Responsibilities

Financial Management and Internal Controls

• Ensure the safe custody, proper maintenance, and authorized use of organizational checkbooks and other financial documents.
• Review and process cheque payments against approved payment requests, supporting receipts, invoices, and duly authorized signatures.
• Ensure that valid receipts, invoices, and other supporting documents are collected and submitted to Finance for all payments made.
• Prepare and process payments for training, workshops, meetings, and other programme activities, ensuring appropriate deductions, including taxes and advances, are applied.
• Review and verify petty cash payments, ensuring that all transactions are adequately supported, authorized, and properly recorded.
• Maintain accurate, complete, and up-to-date records of cash receipts, payments, and other financial transactions.
• Ensure that financial transactions are properly recorded and posted in the organization’s financial system.
• Ensure compliance with PAD’s financial policies, procedures, internal control requirements, procurement regulations, applicable laws, and donor requirements.
• Monitor the availability of operational cash and coordinate timely cash requests to ensure uninterrupted implementation of programme activities.
• Identify financial and internal control weaknesses and recommend appropriate corrective measures.
• Participate in periodic physical verification of cash, inventories, and fixed assets.
• Ensure financial documents are systematically organized, labelled, filed, and readily accessible for internal and external audits.

Budget Monitoring and Financial Reporting

• Assist in preparing monthly branch office budgets, cash forecasts, and cash requests in coordination with the relevant programme and finance teams.
• Monitor budget utilization and expenditure trends and promptly report potential overspending, underspending, or budget variances.
• Review and analyse financial statements and project financial reports to ensure accuracy, completeness, and compliance with reporting requirements.
• Review monthly grant expenditures charged to respective donor-funded projects and verify that transactions are accurately allocated and consistent with approved budgets and grant agreements.
• Prepare and submit regular and ad hoc financial reports as required by the branch office, management, government authorities, and donors.
• Support the preparation of year-end financial statements and documentation required for external audits.
• Coordinate with relevant teams to ensure timely availability of financial documents and supporting schedules for audit purposes.
• Maintain complete and accurate financial records to facilitate financial monitoring, reporting, and audit processes.

Financial Systems Development and Staff Capacity Building

• Support the implementation and continuous improvement of effective financial management systems, procedures, and internal controls.
• Identify gaps in financial processes and recommend practical improvements in consultation with the Finance Coordinator and Finance and Operations Head.
• Provide guidance to staff on PAD’s financial policies, procedures, systems, and applications.
• Identify financial management capacity-building needs among branch office staff and coordinate appropriate training and orientation.
• Promote accountability, transparency, and responsible use of organizational resources.

Finance Team Supervision and Coordination

• Provide day-to-day technical guidance and direction to the branch office finance team, in consultation with the Finance Coordinator and Finance and Operations Head.
• Supervise the cashier and ensure that cash handling, payment processing, and related responsibilities are performed in accordance with established procedures.
• Support the identification of training and professional development needs of finance staff and coordinate capacity-building activities.
• Establish and communicate performance targets with assigned staff.
• Participate in staff performance reviews and provide constructive feedback in consultation with the Finance Coordinator.
• Promote teamwork, accountability, and effective coordination within the finance and operations functions.

Procurement and Supply Chain Management

• Coordinate and support procurement processes for goods, works, and services in accordance with PAD’s procurement policies, approval procedures, and donor requirements.
• Ensure procurement requests are properly documented, approved, and processed in a timely manner.
• Collect and maintain updated supplier information, market price data, and vendor quotations to support transparent and competitive procurement.
• Support the preparation and maintenance of procurement plans and procurement tracking records.
• Monitor procurement progress and follow up with relevant staff to ensure timely delivery of goods and services.
• Ensure proper inspection, documentation, and handover of procured goods and services.
• Maintain complete and accurate procurement files for verification, monitoring, and audit purposes.

Fleet, Asset, Inventory and Warehouse Management

• Monitor daily vehicle movements and ensure that vehicle logbooks, movement requests, and related records are properly maintained.
• Review vehicle log sheets and monitor fuel consumption to promote efficient and accountable fleet utilization.
• Coordinate vehicle servicing, maintenance, insurance, and other related administrative requirements in collaboration with the responsible personnel.
• Oversee inventory and warehouse management, ensuring the proper receipt, storage, issuance, and dispatch of organizational and project materials.
• Maintain updated stock records, inventory registers, asset registers, and goods-received and goods-issued documentation.
• Ensure that assets and supplies are properly tagged, safeguarded, and used for their intended purposes.
• Coordinate periodic physical verification of inventory and fixed assets and report any discrepancies or losses through the appropriate channels.
• Ensure proper documentation of asset transfers, disposals, and handovers in accordance with PAD procedures.

Human Resources Administration and Coordination

• Support the implementation of PAD’s HR policies, procedures, and Recruitment and Selection SOP at branch and field office levels, in coordination with the central HR Department.
• Facilitate recruitment administration, including vacancy announcement dissemination, candidate communication, written examination and interview arrangements, scheduling, and coordination with recruitment committees.
• Ensure recruitment documentation, including examination attendance sheets, interview records, evaluation forms, minutes, and related documents, is properly collected, maintained, and submitted to the HR Department.
• Coordinate administrative onboarding of newly recruited employees, follow up on required employment documents, and facilitate staff orientation, official email requests, system access, and other onboarding arrangements.
• Maintain and update personnel records, staff lists, contract expiry trackers, probation follow-up records, and other assigned HR administrative documents, ensuring confidentiality and accuracy.
• Support OnePAD implementation by following up on staff account activation, digital personnel file completion, required document uploads, and outstanding documentation.
• Monitor daily staff attendance through OnePAD and other approved mechanisms, follow up on missing sign-ins/sign-outs and attendance discrepancies, and coordinate with supervisors and field office focal persons.
• Monitor leave records, timesheets, and attendance documentation and ensure timely submission of verified information to HR and Finance for payroll and personnel administration purposes.
• Prepare and submit periodic HR administrative reports covering recruitment progress, staff onboarding, attendance compliance, leave records, personnel file completion, and other relevant staffing information.
• Follow up on probation evaluations, performance appraisal documentation, contract renewals, staff movements, clearance, and other HR administrative requirements in coordination with the central HR Department.
• Communicate HR circulars, policies, deadlines, and administrative instructions to staff and provide first-line guidance on routine HR procedures.
• Promptly report outstanding HR documentation, recurring attendance irregularities, and other compliance gaps to the central HR Department and relevant supervisors.
• Maintain confidentiality and ensure that access to personnel records and employee information is restricted to authorized personnel.

General Administration and Compliance

• Ensure effective management of branch office administrative systems, records, facilities, and common services.
• Maintain organized administrative filing systems and ensure the safe custody of official documents and records.
• Coordinate office maintenance, utilities, supplies, accommodation, and other common services as required.
• Support the administration and monitoring of office service contracts and follow up on their timely renewal and implementation.
• Ensure that routine administrative, office management, and security procedures are updated, communicated, and followed.
• Monitor compliance with PAD policies, donor requirements, applicable government regulations, and approved operational procedures.
• Identify and promptly report financial, administrative, procurement, logistics, and operational risks to the appropriate supervisor.
• Coordinate closely with programme, finance, procurement, logistics, HR, and other relevant teams to ensure effective delivery of branch office operations.
• Support internal and external audit processes by providing timely and accurate documentation within the assigned area of responsibility.
• Perform other related duties assigned by the immediate supervisor or management in line with the position’s responsibilities.

General Expectations

The post holder is expected to:

• Demonstrate integrity, accountability, transparency, and professionalism in the management of organizational resources.
• Maintain confidentiality and exercise sound judgment when handling financial, personnel, and organizational information.
• Ensure effective coordination and communication with colleagues, partners, suppliers, and other relevant stakeholders.
• Adhere to PAD’s organizational policies, code of conduct, safeguarding standards, and other applicable internal procedures.
• Be willing to travel frequently to project sites and field offices as required.

Qualifications:  Bachelor’s degree in Finance, Accounting, Business Administration, Logistics, Supply Chain Management or other related fields.

Work Experience: At least three years of work experience in the Accounting and Finance sector in local or international NGOs

Skills:

• Proficiency in accounting software like QuickBooks, Peachtree, or other ERP systems is an advantage.
• Ability to manage multiple tasks related to finance, admin, and logistics simultaneously.
• Familiarity with financial policies and compliance regulations (tax laws, procurement standards, etc.).
• Experience in financial management and procurement processes.
• Motivated self-starters, able to carry out work independently but also coordinate effectively as part of a team.
• Familiarity with donor compliance requirements (e.g., EHF, UN, ECHO) regarding financial documentation.

Excellent communication skills, both written and verbal, with the ability to convey information clearly to diverse audiences.

• Demonstrated commitment to the organization’s mission, values, and humanitarian principles.
• Strong organizational thinking ability to structure tasks, anticipate challenges, and design efficient workflows.
• Proficiency in the local language (both writing and speaking).
• Experience working in complex and unstable settings.
• Strong interpersonal abilities, capable of fostering positive relationships
• Excellent organizational talents and the ability to juggle multiple tasks.
• Superior analytical skills and problem-solving capabilities.
• Skills in team management and leadership; ability to empower others and cultivate trust.
• Efficient resource management to enhance outcomes.
• Skills in performance management and development.
• Capable of planning and achieving results.

Other Considerations:

• Willingness to travel frequently to field locations, including remote areas.
• Commitment to upholding humanitarian values and the organization’s mission.

Competencies

• Action facilitations
• Communications
• Ethics & Values
• Teamwork
• Behavioral Flexibility
• Client Orientation
• Initiative
• Interpersonal Relations
• Reasonable Judgment

Duty Station: Northwest Tigray, covering Asgede & Maekel Adiabo woredas

Number Required: 1 (One)

Female applicants are highly encouraged to apply

Equal Employment Opportunity

PAD promotes fairness, equity, and diversity in the workplace. We welcome applications from qualified individuals of all backgrounds, regardless of gender, age, disability, ethnicity, religion, or other personal status.

Hiring decisions are made solely based on skills, experience, and suitability for the role.
PAD is committed to creating a respectful and inclusive environment where all staff can thrive, contribute meaningfully, and grow professionally.

Zero Tolerance for Misconduct

PAD maintains zero tolerance for abuse, harassment, exploitation, or misuse of power. All staff, volunteers, and partners are expected to follow PAD’s policies and uphold our values at all times.
All successful candidates will undergo background checks and must adhere to PAD’s code of conduct and safeguarding principles.

Recruitment Flexibility

PAD reserves the right to:

• Close, suspend, amend, or cancel the recruitment process at any stage, including before the advertised application deadline, based on organizational needs.
• Review applications, shortlist, conduct assessments, and select suitable candidates before the closing date where a sufficient number of qualified applicants have been identified.
• Identify and source potential candidates through alternative recruitment channels, including professional networks, referrals, talent databases, other recruitment platforms, and direct outreach, where necessary.
• Recruit more than the advertised number of candidates, where organizational requirements justify such action.
• Retain qualified applicants in its recruitment database for consideration for future similar vacancies.

All recruitment and selection decisions will remain subject to PAD’s recruitment procedures, approval requirements, and established assessment criteria.

Important Notice on Recruitment Fraud

If you encounter any misconduct, fraud, or corruption related to PAD’s recruitment process or operations, please report immediately via:

• Email: safeguarding@padethiopia.org
• Link: https://one-pad.org/guest_new/public_add_issue
• Toll-free Hotline: 9135

PAD treats all reports confidentially and takes them seriously, ensuring appropriate action is taken.