Operational Area Finance, Logistics & Administration Officer Full Time NEW

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

Job Details,

Work location

• Shashogo Operational Area
• Sodo Operational Area
• Abaya Operational Area
• Hula Operational Area

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.

Assist the Field Coordinating Finance Team on 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 bench marks (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.

Follow and track the project spending and budget utilizations as 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 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 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

Logistics and Supply Chain Support

• Manage warehouse operations, including receiving, storage, issuing, and distribution of goods.
• Oversee transport scheduling, driver management, and vehicle maintenance and fuel control.
• Ensure proper use of inventory control systems and accurate documentation.
• Liaise with suppliers, service providers, and central 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.

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. Foster collaboration and accountability across departments.

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 Last updated: August 2025
• Flexible, efficient and cooperative
• Commitment to WVI’s aims, values and principles
• Computer skill: Microsoft Office (Word, EXCEL, power point…) is essential; and online system knowledge (GPS, FAMS) is advantageous
• Honest and trustworthy
• Demonstrate sound work ethics

Preferred Experience, Knowledge and/or other Qualifications

• Basic computer skills and digital cash management, Sun System knowledge
• Excellent communication skills, both oral and written in English.
• Creates and encourages a climate of teamwork and collaboration in a diverse cultural environment.
• Consistently achieves high-level results, manages and delivers projects on-time and on-budget.