Project Finance and Admin Officer Full Time NEW

JOB DESCRIPTION AND PERSON SPECIFICATION

JOB TITLE: Project Finance and Admin Officer – Bale Robe Field Office

PROJECT: Harnessing forests and ecosystems for a climate-nature-people triple win (HARNESS)

REPORTS TO: Project Coordinator and functionally to Programme Finance Manager

REPORTING TO POSTHOLDER: Cashier/Accountant, Office Attendant and Driver

LOCATION: Bale – Robe Field office, Oromia region

DURATION: one year – up to March 31st, 2027 with 60 days probation period

The overall purpose of the project is Finance and Admin. Officers are to

• Ensure the smooth running of the project office through strong management of cash, stores, vehicle arrangement, and communication and handle financial activities and logistics
• Responsible for the day-to-day general financial and administrative management of the organisation, assisting the Project Coordinator, Project Finance Manager and supporting the staff team.

Finance

• Verify pre- and post-financial transactions at the field office level (for completeness, accuracy, availability of budget, ensuring compliance), and submit to the Programme Finance Manager at CO
• Prepare cash books on time with quality, and submit to the Programme Finance Manager
• Prepare monthly bank reconciliation on time and with quality, and submit to the FM-CO.
• Liaising with banks for all finance matters
• Follow up on the timely settlement of staff advances by closely working with the Programme Finance manager-CO and report to the CO on advances long overdue
• Support the PC/Team Leader at FO in preparing the monthly cash forecast & transfer request, ensuring accuracy & timeliness
• Review the details of BMRs together with the PC/Team Leader at FO, communicate any adjustments on time, ensure the availability of the budget for any transaction ahead, and advise the PC/Team Leader at FO on timely utilisation of budgets
• Ensure all relevant staff members of the field office are informed of donor requirements, and work closely with program and other support functions to ensure compliance

Procurement & Other Support Services

• Responsible for facilitating & handling all procurements of the field office
• Handle FO logistic service, including movements of vehicles, project inputs and reports to the CO Logistic Manager
• Ensure the timely procurement and distribution of items at the field office, keeping all relevant documentation complete and up to date & by closely working with the Technical Team at the field office
• Liaison with CO-Procurement Manager & follow up on all procurements of the project to be made at the CO level or need to get approval from CO
• Support the PC/Team Leader at FO in preparing the procurement plan regularly
• Implement a system to ensure efficient use and safety of the project vehicles and equipment, including timely and appropriate maintenance and monitoring of costs
• Follow up, organise all leave and other HR related records and submit to the CO HRM
• Assist in staff recruitment and disciplinary issues
• Ensure a conducive staff working environment
• Manage the operations of the project compound by liaising with the Leaser of the office building
• Perform all other duties as requested by LM

Safeguarding & Code of Conduct Responsibilities:

• Comply with and uphold Farm Africa’s Safeguarding Policy, Code of Conduct, and related policies at all times.
• Treat all individuals and communities with dignity, respect, and fairness, promoting a safe and inclusive working environment.
• Ensure that personal and professional conduct does not put beneficiaries, colleagues, or partners at risk of harm or abuse.
• Recognize and report any safeguarding concerns, suspicions, or incidents in accordance with Farm Africa’s safeguarding and reporting procedures.
• Maintain appropriate professional boundaries with beneficiaries, community members, and colleagues.
• Ensure that communications, images, and information about beneficiaries are used responsibly and with informed consent.
• Support the organization’s commitment to preventing sexual exploitation, abuse, harassment, and any form of discrimination.
• Participate in safeguarding training and awareness activities as required.
• Contribute to creating and maintaining a safe working environment for all staff, partners, and the communities we serve.

These essential functions are not to be interpreted as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. All work responsibilities are subject to having performance goals and/or targets established.

Our Values

Investing in smallholder farming is the number one way to combat poverty in rural Africa. Farm Africa is a leading NGO specialising in growing agriculture, protecting the environment and developing businesses in rural Africa.

• EXPERT: Expertise and insightful evidence-based solutions are at the heart of everything Farm Africa does.
• GROUNDED: Our teams and partners work closely with local communities, engaging them in every level of decision-making.
• IMPACTFUL: We deliver long lasting change for farmers, their families, and the environments they live in.
• BOLD: We model innovative approaches and are not afraid to challenge strategies that are failing.

Farm Africa is an equal opportunity employer and promotes gender equity. Canvassing will lead to automatic disqualification. Farm Africa does not charge a fee at any stage of the recruitment process. (E.g. Application, interview, meeting, processing, training or any other fees).