Field Finance & Admin Assistant Full Time NEW

Reference Number: Rec/002/26

Purpose of the Role:

The Field Finance & Admin Assistant supports the effective functioning of the Negele field office by assisting with routine financial, administrative, logistics, and procurement tasks, including low-value transactional processing and documentation.

The position contributes to operational efficiency and compliance by ensuring timely submission of complete and accurate records, while all approvals, financial decisions, and controls remain with authorised staff at the Borena Field Office or Country Office.

Key Responsibilities and Accountabilities:

Finance Support (Transactional – Low Value)

• Assist in processing routine, low-value payments, advances, and settlements based on approved authorisations.
• Receive authorised cash or bank transfers and ensure secure handling in line with petty cash and cash-management procedures.
• Verify completeness and accuracy of supporting documents before submission.
• Submit financial documentation to the Borena Field Office / Country Office in a timely manner.
• Support application and payment of statutory deductions as instructed.
• Maintain orderly financial filing systems.

Procurement & Logistics Support

• Provide administrative support to procurement processes.
• Collect quotations and prepare comparative summaries for review.
• Support preparation of Purchase Orders and service contracts after approvals.
• Follow up on delivery of goods and services.
• Verify supplier invoices against approved documentation.
• Maintain procurement records.

Asset & Inventory Support

• Maintain updated inventory and asset registers.
• Support tagging, transfers, and write-offs.
• Monitor office equipment condition and report maintenance needs.
• Support periodic inventory checks.

Fleet Administration Support

• Coordinate daily vehicle movement schedules.
• Compile monthly vehicle usage and logistics reports.
• Monitor logbooks, mileage, insurance, and licensing documentation.
• Support documentation of vehicle accidents or incidents.

Human Resources & Office Administration Support

• Track leave utilization and share approved leave forms with HOHR on immediate basis
• Track submission of performance appraisal and support timesheet administration.
• Raising job requisition for office attendant/driver post and assisting in advertisement posting on local job boards
• Ensure signed HR documentation for new joiners (like contracts, Job description, policies, personnel file…) and exiting staff is shared with HOHR. Provide induction for new joiners as requested.
• Support pension registration – for new ones assist in filling out the form and processing issuance of ID at the pension agency and for those with the ID submitting copy of the pension ID along with requested documents to the agency.
• Maintain general office administration records.

Compliance & General Duties

• Ensure compliance with organisational policies, donor requirements, and Ethiopian regulations.
• Support audits by providing documentation.

Perform other duties as assigned within role scope.

Education and Experience:

• Diploma or bachelor’s degree in accounting, Finance, Business Administration, or related field.
• Minimum 2–3 years relevant experience in NGOs or development organisations.
• Experience in field or remote office settings is an advantage.

Skills and Competencies:

• Basic finance, procurement, and administrative knowledge.
• Proficiency in MS Word and Excel.
• Strong attention to detail.
• Ability to follow procedures and work within defined authority.
• Good communication skills in Amharic and English.
• Ability to work under pressure and in a multicultural environment.

This position is administrative and support-oriented in nature. All financial approvals, contractual commitments, procurement decisions, and exceptions remain the responsibility of authorized staff at the Borena Field Office or Country Office.

Core Competencies:

• Maintain Integrity
• Team player
• Proven ability to prioritize tasks, meet deadlines and work with limited supervision.
• Strong organizational development skills
• Good negotiating skills
• Strong verbal and written communication skills
• Problem solving skills
• Conflict management skills