PROJECT: Landscape-based Sustainable Forest Management and Coffee Value Chain Development for Resilient Livelihoods Project
REPORTS TO: Project Finance and Admin Officer
REPORTING TO POSTHOLDER: None
LOCATION: Mettu with frequent travel to the project implementation site.
DURATION & HOURS: Two years and ten months with a probation period of 45 days.
Farm Africa is implementing a large number of projects/programmes in the areas of agriculture (crop and livestock), natural resources management and market engagement across Ethiopia. We are increasingly designing and implementing complex and integrated multi-sector projects, some by ourselves and some others in partnership with like-minded organizations in the form of consortium.
Farm Africa Ethiopia has recently been awarded a grant from The David and Lucile Packard Foundation to implement a project entitled “Landscape-based Sustainable Forest Management and Coffee Value Chain Development for Resilient Livelihoods’.
It is a two year & 10 months duration project and will be implemented in four woreda of Ilu Aba Bor Zone. The overall goal of the project is to Contribute to creating resilience livelihood through forest coffee value chain and forest conservation practice.
PURPOSE OF THE ROLE
The purpose of the Cashier and Admin Assistant position is to provide secretariat, record keeping, and office support services, handles & manage petty cash of the project. In addition, she/he support the Project Finance and Admin Officer to administer, control, monitor, and periodically summarize the extent of financial operations and performance of the project. She/he provides effective and efficient support and advice to the immediate supervisor and project team as required.
KEY RESPONSIBLITY
- Prepare payments documents, attendance sheets and others on all payments the projects are making.
- Manage project petty cash including preparing of payment and preparation of monthly petty cash reconciliation
- Handles and manage project’s petty cash in a generally accepted standard norm.
- Prepare monthly petty cash reports to submit to the designated supervisor
- Review all payments against the budget and established rules and regulations.
- Assist the supervisor to review/ analyse monthly budget monitoring report for timely comment and if any adjustment
- Manage the operations of the project compound including telephone, electricity and water, manage office transport
- Handle all materials purchased and stored in proper manner including fuel coupon and follow up for on time utilization of the materials with the respective staff.
- Conduct payment, purchase and collect project materials, deliver all materials purchased and stored to be used for intended purpose with a checking by Project Finance and Admin Officer and approved by PC/Team Leader.
- Assist line manager in verification of source documents for proper approval/authorization before they are filed and recorded;
- Assist in staff recruitment and disciplinary issues.
- Develop close working relationships with all staff
- Develop and implement a system to ensure efficient use and safety of the project equipment, including timely and appropriate maintenance and monitoring of costs
- Conduct payment for different purchases, community and partners staff trainings, project staff, and any other payments checked by project finance and admin and approved by project coordinator/Team Leader
- Ensures that all unused official documents and vouchers of the organization are properly registered and are available in sufficient quantity.
- Maintains filing of financial documents and reports;
- Reports and follows up outstanding & unsettled payments and receipts.
- Maintain office records and reference files on various subjects for easy access and reference;
- Prepare a monthly petty cash report and submitting the line manager.
- Handle all incoming and outgoing correspondences, file in a chronological order
- Assist in ensuring that all procurement documents field in a good manner;
- Keeps projects plan document for procurement in a separate file for reference;
- Ensures that accuracy of procurement documents and integrity of the procurement process;
- Make sure to follow the procedures of the procurement Manual;
- Perform other duties assigned by the supervisor.
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.
Job Requirements
- College Diploma in Accounting/Secretarial Science/Office Management/other related fields from recognized college or BA in Accounting/Management and relevant trainings
- Good understanding in project design, implementation, M and E and financial management
- Fluent written and spoken Amharic and English
- five years of relevant work experience for diploma holders and two years of relevant work experience for degree holders
- experience on store management
- Computer skills in Word, Excel, Access and QuickBooks
- Familiarity with office equipment operation
- Co-operative and willingness to work under pressure
- Respect culture, belief and traditions of rural and semi urban communities
- Willingness to give a chance/opportunity to others
- Value the knowledge and ability of the community
- Ability to adapt to the existing environment
- Willingness to multi-task and work on own initiative
- Good team player and team builder
How to Apply
Those who meet the above requirements should submit their short CV (maximum of 4 pages) and a cover letter (maximum 1 page) addressing [email protected] with the subject Cashier and Admin Assistant by May 23, 2021.
Documents cannot be returned and due to large number of applications, only short-listed candidates will be contacted. Applications are especially welcomed from female applicants.
More Information
- Job City Mettu, Oromia