Project Finance, Admin and Logs Officer (FAL) Full Time NEW

Self Help Africa is an international development organisation that works through agriculture and agri-enterprise development to end hunger and extreme poverty. The organisation has programmes in 15 countries in sub-Saharan Africa and also implements projects in Brazil and Bangladesh.
In early 2023, we launched a new five-year organisation strategy, which defines shared mission as the alleviation of hunger, poverty, social inequality and the impact of climate change through community-led, market-based and enterprise-focused approaches, so that people can have access to nutritious food, clean water, decent employment and incomes, while sustaining natural resources. Our wider organisation also includes social enterprise subsidiaries: Partner Africa, which provides ethical auditing and consultancy services; TruTrade, an innovative trading platform in East Africa; and CUMO, Malawi’s largest microfinance provider.
Our three core values are:

Impact:

• We are accountable, ambitious and committed to systemic change.

Innovation:

• We are agile, creative and enterprising in an ever-changing world.

Community:

• We are inclusive, honest and have integrity in our relationships.

About the Project:
As the frequency and severity of emergencies in Ethiopia and around the world increase, the organisation is expanding its capacity to support programmes in both sudden-onset and chronic emergencies. SHA is securing funding under the EHF, which will cover primarily the Amhara region, in the Wollo cluster areas and beyond. The SHA development programmes have also been impacted by climate events, conflict, and intercommunal violence, compounded by outbreaks. In order to address such a humanitarian situation through a humanitarian-development nexus approach, the organisation is aiming to build its humanitarian staffing capacity. SHA-Ethiopia is currently seeking to recruit a Project Finance, Admin and Logs Officer Officer (FAL), who will be primarily responsible for the financial, administration and logistics related activities under this project. Our approach integrates emergency and development work through the Humanitarian Development Nexus approach. Self Help Africa implemented a dozen development and humanitarian projects with local and international partners across Ethiopia. At the core of our work is increasing farm production, supporting new enterprises and developing market opportunities for farmers

Job Purpose:

The Project Finance, Administration, and Logistics Officer is responsible for ensuring effective financial management, administrative operations, and logistical support for the organization’s programs. The role oversees financial reporting, procurement, asset management, and compliance with donor and organizational policies. It also ensures the smooth functioning of office administration, including HR support, timesheet completion, facilities management, and administrative systems. In addition, the position manages logistics activities such as supply chain coordination, warehousing, transportation, and timely delivery of program materials. The role works closely with program teams, partners, and external stakeholders to support efficient program implementation and maintain high standards of transparency, accountability, and operational excellence.

The position holder is key staff member in overseeing the financial, administration and logistics functions for the SHA/EHF Project as part of the overall responsibility. The position holder will directly report to the Humanitarian Programme Coordinator and will have multiple lines of reporting, to Cluster Co in Dessie as well as a dotted line reporting to the Head of Finance and Administration (HoFA) and Senior HR Officer in Addis Ababa. The mission will be in South Wollo Zone, specifically covering Tehuledere in Jari #1 and 2 camp settlements. The job holder should be from the area who are familiar with the current context and settings.

Key Responsibilities

Finance and Accounting

• Reviews and compiles accountancy activities in harmony and online with the internal, HQ, and external relevant regulations.
• Plans and ensures disbursement of cash for project activities timely and accurately.
• Plans and ensures proper delivery of expense or payment documents to Senior Finance Officer (SFO) after verifying the compliance of those documents in accordance with general and accepted principles of accounting, internal, HQ, and external relevant regulations.
• Verifies, checks, and ascertains the accuracy and validity of invoices, documents submitted to SFO after for payments, and arranges payments accordingly.
• Informs to immediate supervisor for promptly corrective actions on observed irregularities, discrepancies, errors, or any deviations before preparing and effecting payment.
• Effects or ensures payment are made according to agreements and from the appropriate fund.
• Makes or ensures that payment requests and documents are approved by authorized person/s and prepares payments vouchers, codes and analyses documents.
• Ensures that all unused official documents (cash receipts, check payment vouchers, petty cash payment voucher, etc) of the organization are properly registered, distributed, and stored, as appropriate.
• Provides payroll inputs to SFO for the preparation of monthly payroll for SHA employees according to policies and procedures and applicable laws of the country.
• Remits income tax collection to Revenue and Customs Authority in accordance with requirements of the relevant laws.
• Deposits and or advises same to be deposited staff pension contribution (Provident Fund) to the appropriate fund collector in accordance to the prevailing laws, policies and procedures.
• Checks and ensures timely processing of collection of funds from the Country office for settlements of obligations.
• Ensures and confirms project cash and other documents are kept safely and used accurately.
• Prepares notification of charges or invoices to those concerned projects or personnel, in consultation with HoFA and immediate supervisor.
• Performs his/her jobs actively or proactively in closely or virtually working with senior finance officers.
• Reports on effective usage of allocated financial resources to projects, to head office through immediate supervisor.
• Prepares cash outflow in consultation with immediate supervisor, SFO and relevant program person, accordingly, reminds for timely budget transfers.
• Functionally consults HoFA to effectively perform his/her respective duties.
• Assists in organization and preparation of financial / accounting documents for external auditing.
• Analyses project financial needs for his/her project in accordance to the approved budget of the specific project:
• Ensures the timely payment of taxes to government from the operation of the organization such VAT, TOT, employment tax or withhold taxes, or pension contribution, if applicable.
• Plans, organizes, directs, evaluates, and controls the proper utilization of assets of the organization.

Administration and Office management

• Manage office administration including utilities, office supplies, communication systems, and maintenance of facilities.
• Ensure effective HR administrative support: leave tracking, Personnel file management, local contracts and records as per schedule and submit the recording to Addis HR focal person.
• Ensure timesheets are submitted on time.
• Oversee administrative service providers (security, cleaning, maintenance)
• Support organizing workshops, meetings, trainings, and travel arrangements
• Assist the Project Manager in handling performance development review (PDR) for their subordinates.
• Assist staff in signing Code of Conduct and relevant policy

Logistics and Supply Chain/Procurement Management

• Manage procurement processes in line with procurement policies and donor rules.
• Prepare procurement plans, issue RFQs, evaluate bids, raise purchase orders, and ensure transparent vendor selection.
• Oversight the efficient use of fuel consumption of vehicles and motor bicycle and submit a summary report to Addis Logs office.
• Conduct a regular and surprise field visit and submit the field visit report to Project Manager copying Addis office relevant head of departments from finance, admin, logs…etc
• Conduct local market research for supply, services and work
• Provide assistance on office moves, reallocations and general distribution of Logistics general supplies.
• To maintain a record of stocks in warehouse and undertake weekly, monthly and quarterly stock checks and share reports with the line manager.
• To maintain a record of beneficiary list during distribution and cash payment
• Participate in joint targeting and distribution work with the programme team
• Liaise and negotiate with local vendors regarding proposals and information for the purchase of equipment, materials and services.
• Participate in technical bid evaluations and post-tender preparations and administrative work

Key Relationships:

Internal

• Humanitarian Programme Coordinator (Line manager)
• County Management Team,
• Programme Team,
• Finance and Administration Team,

External

• Local Government Authorities,
• Financial Institutions,
• Other International and Local NGOs

Department: Finance
Location: Dessie/Haik (with daily travel to the project IDP sites)
Contract Type: Six-month fixed contract,
Reports to: Humanitarian Programme Coordinator
Required Qty: One

Closing date is 25th November 2025 at 5:00 pm

Qualifications/Knowledge and Experience

Essential:

• Education: Minimum of BA Degree in Accounting, business administration or relevant field of study

Experience:

• At least two (2) years relevant experience in NGO/INGO and/or relevant sectors
• Professional certification is an advantage.
• Strong knowledge of donor financial guidelines (OCHA/EHF, USAID, EU, UN, etc.).
• Proven experience with procurement, supply chain, and office administration.
• Proficiency in accounting software and appropriate skill to use computer programme for handling financial tasks.
• Experience managing audits and compliance reviews.
• Strong understanding of local labor laws and procurement regulations.
• Flexibility to work in hard conditions with frequent travel to field locations.
• Working knowledge of English and Local languages

Key competencies:

• High integrity and commitment to accountability and transparency.
• Strong organizational and multitasking skills.
• Excellent analytical and financial management skills.
• Strong communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Problem-solving, initiative, and attention to detail.
• Ability to coordinate multiple stakeholders and field teams.
• Adaptability and willingness to travel to program sites.