Finance and Admin Logistic Officer (LAF) NEW

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.

Overall Responsibilities:

Working with and reporting to the Finance and Administration Manager, the Logistics, Finance & Administration Officer will be responsible for all financial, procurement, property administration, and Human resources activities within the organization and for technically supporting the co-workers working under the Logistics, Finance & Administration Officer in all such matters.

• Ensure properly keeps checkbooks in safe custody.
• Effects payment of cheques against receipts/invoices and proper signature of the recipient
• Make sure that all financial irregularities observed are timely reported to the Finance and Administration Manager
• Ensures valid cash receipts/invoices are delivered to finance for all cheques issued to Payees.
• Follows up and ensures working advances and pre-travel advances are liquidated timely
• Ensures that timely fixed assets count is carried out
• Perform clearance of long outstanding advances and any variances.
• 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
• familiarize organization staff on financial policies and procedures as well as procurement rules and regulations
• 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 the internal control system and financial policy.
• Prepare and submit other regular or on-request financial reports, as per the reporting requirements of the office, government agencies, and other project funders.

Human Resources activities:

• Ensure the proper implementation of PAD’s Human Resources Policy Manual and the Labour Code of Ethio
• Prepare Human Resources Planning to ensure a sustainable supply of the right personnel
• Organize recruitment programs, participate in recruitment and selection of team members as required
• Organize orientation programs and introduce new entrants with PAD vision, values, working culture, policies, and procedures
•  Update and maintain all records of staff leave, in their personnel files and ensure that leave is taken as per the plan of the organization
• Update and keep files of staff history and prepare a monthly statistical report
• Participate in Human Resources Policy and Procedure manual preparation, updating, and other related issues
• Maintain staff’s personnel records
• Prepare periodic reports on Human Resources related activities.
• Ensure staff performance appraisal is conducted according to the guidelines and performance Management cycle of PAD.

Procurement, Logistics, and Property Administration:

• Manage procurement activities
• Prepare and review specifications and other necessary documents related to local purchasing of materials, supplies, and equipment based on PAD regulations and procedures with the highest possible expected quality;
• Ensure that purchases are made in the best interest of PAD taking into account the best value for money
•  Establish and administer contracts and purchase orders to ensure compliance with bid specifications and requirements such as quality of materials and services, payment schedules, and vendor performance;
• Establish an efficient and cost-effective procurement system based on – procurement regulations and procedures.
•  Prepares Procurement Plan
• Files all procurement documents in an orderly manner for control and reference purposes.
• Prepares Monthly procurement status report and submits to the supervisor as required.
•  Regularly update the Finance and Administration Manager on matters related to procurement.
•  Ensure that branch office government taxes and fees relating to ownership of PAD facilities are timely paid and the title deeds are timely renewed
• Ensure that proper safety and security mechanisms are in place
• Makes sure that compounds are always clean and equipment and other property are well arranged to avoid any risks of injury and damages
• Maintain fixed asset register and keep a custodian sheet signed by users for property under their custody
• Check the completeness and accuracy of vehicle log books and record them properly
• Check the timely fuelling, maintenance, and servicing of vehicles.
•  Make sure daily and monthly vehicle-related checklists and reports are used and submitted on time
• Handles office lease agreements and ensures their timely renewal.