BACKGROUND

Farm Africa drives agricultural and environmental change to improve lives. We are a specialist development NGO working with smallholder farmers, forest communities, local government and private sectors across East Africa for the last 30 years. With community engagement underpinning our approach, we design and implement sustainable solution to rural poverty based on evidence and best practices. In 2015 we reached approximately 1.8 million pastoralists, agro-pastoralists, farmers and forest dwellers in Ethiopia, Kenya, Uganda and Tanzania.

Farm Africa has worked in Ethiopia for over 28 years, throughout Oromia, SNNPR, Benishangul, Tigray and Afar regions. With funding from a range of institutional donors and foundations including DFID, EU, Irish Aid, Royal Norwegian Embassy, Comic Relief, Barr Foundation, and Ashden Charitable Trust, we have implemented a large portfolio of projects primarily focusing on three areas: agriculture (crop and livestock production), natural resource management, and market engagement. We implement projects directly with communities and these three approaches are further enhanced with integration of cross cutting issues such as climate change, gender and capacity building.

With almost 100 staffs in Ethiopia we align our work closely with regional and local government, civil society and the private sector. In addition to directly implementing projects within our core thematic expertise, we build local civil society organizations (CSOs) both to enhance development impact at community level and increase accountability and professional project management. As such Farm Africa directly contributes to the government of Ethiopia’s Growth and Transformation Plan and implementing its climate resilient green economy (CRGE) strategy.

The ‘Livelihood Promotion and Resilience Building of host and refugee communities in the Dollo Ado area of the Somali Region’ project is a resilience project initiated by group of NGOs with the objective of reducing food aid dependence and fostering development of a system of sustainable livelihoods and incomes for vulnerable refugee and host communities in Dollo Ado area of the Somali Regional state. It forms part of a bigger project called ‘Innovative Approaches to Building Resilience for Vulnerable Populations in Ethiopia’ led by WFP and funded by SIDA.

PURPOSE OF THE ROLE

The purpose of the Admin Assistant and Cashier/Cashier Accountant position is to provide secretarial, 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 areas of responsibilities are

• Prepare payments documents , attendance sheets and others on all payments the projects is making
• Manage the project bank account, including preparation and recording of payments, preparation of monthly bank reconciliation.
• Handles and manage project’s petty cash in a generally accepted standard norm.
• Prepare monthly account reports to submit to 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.
• Verifies 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 accountant and approved by project coordinator.
• Ensures that all unused official documents and vouchers of the organization are properly registered and are available in sufficient quantity.
• Maintains filing of all financial documents and reports;
• Reports and follows up outstanding & unsettled payments and receipts.
• Monitor and follow-up receipt and answering of letters;
• Maintain office records and reference files on various subjects for easy access and reference;
• Submits monthly financial documents and reports.
• Handle all incoming and outgoing correspondences, file in a chronological order
• Ensure 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. 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. Deep expertise and insightful evidence-based solutions are at the heart of everything Farm Africa does.

GROUNDED. Positive change starts with Africa’s people, so our experts work closely with local communities, engaging them in every level of decision-making.

IMPACTFUL. We take a long-term view so we can deliver lasting changes for farmers and their families.

BOLD. We model innovative new approaches and are not afraid to challenge strategies that are failing.

PROJECT:

• Livelihood Promotion and Resilience Building of host and refugee communities in  the Dollo Ado area of the Somali Region

REPORTS TO:

• Project Finance and Admin Officer

REPORTING TO POSTHOLDER:

• None

PERSON SPECIFICATION

• College Diploma in Accounting/Secretarial Science/Office Management/other related fields from recognized college or BA in Accounting/Management and relevant trainings
• Five years of relevant work experience for diploma holders and two years of relevant work experience for degree holders
• experience on store and 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 of the traditional 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