Finance, Logistic and Admin Officer(Maternity Cover) Full Time NEW

Job Description Summary

The current Finance, Log and Admin Officer position holder will be on maternity leave from January 12, 2026, up to four months with possibility of extension. he positions is responsible for supporting the AP with the annual planning and budgeting, financial oversight and tracking and follow up of AP procurement initiated with the AP program, Cluster Finance and Procurement Team and monitor the compliance of AP based Financial and resource wise stewardship and internal controls.

Justification

• The position is responsible for supporting the AP with the annual planning and budgeting, financial oversight and tracking and follow up of AP procurement initiated with the AP program, Cluster Finance and Procurement Team and monitor the compliance of AP based Financial and resource wise stewardship and internal controls. Supports administrative functions, asset and fleet management (fuel consumption reports, vehicle movements, Store and inventory of supplies and Fixed Asset management) and office-level security and documentation

Job Description

• AP annual planning and budgeting process as per the Partnership and National office budget guideline
  Assist and engage in the Annual AP Planning and Budgeting functions as per the FO directives and Budget guideline and ensure the compliance of all required standards and the timely submission of the AP budget
• Engage with the MEAL and AP manger to comply with the given budget master in the planning and budgeting works and ensure the compliance of the budget with key financial benchmarks (Support cost rate, S&B budget factoring, ChSA program/Admin ratio.
• Actively engaged with the Mid-Year Budget/Planning revision as per the Head office and the Partnership guidelines. Provide the necessary project budget analysis that can be used for possible budget revision.
• The AP annual budget is completed in full compliance with quality and organizational standards, enabling informed decisions and ensuring efficient, impactful program execution. Follow and track the project spending and budget utilizations a s per the cash flow and financial procedures
• Verify and check and balance the field-activities and expenditures by reviewing the attendees on spot
• Monitor the cash flow, and achieve a monthly burn rate of at least 90% of the activity budget
• Review and validate all financial transactions, including purchase requests, and petty cash.
• Support the grant project budget and spending process ensuring strict donor compliance and careful review of Project expenditures are managed in accordance with the financial policy, ensuring compliance with required quality standards and fully mitigating the risks of financial irregularities, accounting errors, and misalignments spending and cash flow before approvals in the absence of dedicated Grant Finance officer.
• Track and report the Gift notification fund and spending as per the policy, prepare and submit monthly Gift Notification tracking metrics reports to the HUB/Cluster office, following the prescribed reporting template to ensure consistency and accuracy.
• Review ToR of AP staff Travel/Business advance. PR related with Training and field level payments.
• Follow up the timely settlements of staff advance, verify accuracy of the field payments and attendances.
• Take a proactive engagement and facilitation of Take a proactive engagement and facilitation of the Financial Compliance and Risk Management the

Financial Compliance and Risk Management functions

• Ensure timely statutory and tax reporting by the 20th of each month with proper digital and physical archiving of supporting documents.
• Monitor monthly completion of Timesheets/LDR for all AP staff and ensure accurate allocation of salaries and benefits across projects based on Level of Effort (LoE).
• Detect and report fraudulent activities within 24 hours using appropriate protocols, and lead anti-corruption initiatives through staff orientation and framework rollout.
• Coordinate and finalize all financial requirements for AP/project closures, ensuring adherence to donor and partnership expectations.
  Ensure proactive financial compliance, risk management, and operational integrity across statutory reporting, audits, fraud prevention, staff and partner accountability, financial monitoring, donor alignment, and project closeout processes

Logistics and Supply Chain Support

• Manage warehouse operations, including receiving, storage, issuing, and distribution
• logistics teams for timely distribution.

Administration

• Oversee office facilities, utilities, maintenance, and security arrangements.
• Manage fixed asset registration, tracking, and reporting, including disposal of obsolete assets. • Coordinate staff travel, ticketing, and accommodation, ensuring compliance with policies.
• Supervise outsourced services (security, cleaning, maintenance). Ensure safe, secure, and conducive work environment in the field office. Administrative systems and facilities are functional, assets are well managed, and staff and visitors receive efficient and professional support services.
• People Management and Coordination • Supervise support staff (e.g., drivers, guards, cleaners, storekeepers). • Provide coaching, guidance, and performance feedback.
• Maintain effective coordination with Head Office Finance, Logistics, and Admin units.

Required Education, training, license, registration, and/or Certification

• bachelor’s degree in finance, Accounting, or Business Administration.

Logistics, Supply Chain Management,

• Relevant training in finance, warehouse management, or administration is an asset.

Required Professional Experience

• Minimum 3–5 years of relevant experience in Finance and accounting, logistics, supply chain administration roles (preferably in NGOs or development/humanitarian context).

Experience in Financial reporting, warehouse/inventory management.

• Familiarity with donor compliance requirements and organizational policies. ➢ Knowledge of Fleet management, Asset management, Warehouse & Distribution and Admiration activities
• Excellent communication skill
• Excellent English language skills and excellent interpersonal skills
• Excellent team building skills