Sheba Jobs Ethiopia

Scraped from: Ethiojobs

Purpose of the post Under the supervision of the Project Health Officer, the LAF Assistant will be responsible for the following main activities: • A LAF Assistant is generally required to support an MDM-Ge’s financial operations. The position may be responsible for various clerical duties, such as maintaining records and preparing reports. Additionally, • Provide support in the effective implementation of logistics, administrative, and human resource functions in accordance with MDM Germany policies and procedures. • Assist in ensuring the efficient management of organizational resources, assets, facilities, fleet, procurement, and stock to support project operations. • Support the maintenance of safe, secure, and functional working environments for staff, assets, and organizational premises. • Work closely with program, finance, HR, and logistics teams to facilitate smooth and timely implementation of project activities. • Contribute to compliance, accountability, and operational efficiency through proper documentation, record management, and adherence to organizational and donor requirements. Tasks and responsibilities • Finance Management • Process payments related to program operations through cash, cheque, and bank transfers. • Manage staff work advances and ensure timely liquidation and reconciliation. • Ensure prompt payment of vendors, taxes, pension contributions, and staff salaries. • Record and update financial transactions accurately and timely in the WINPACCS accounting system. • Prepare weekly and monthly bank and cash reconciliations. • Monitor cash balances and facilitate replenishment of program cashbooks. • Verify the completeness, accuracy, and compliance of supporting documents before payment processing. • Ensure compliance with organizational financial policies, procedures, and donor regulations. • Maintain organized and traceable financial filing and archiving systems. • Support financial reporting and audit processes. 2. Human Resources • Support the day-to-day implementation of HR and administrative activities at the field level. • Collect, verify, and maintain employee attendance sheets, timesheets, and leave requests, ensuring timely submission to the HR Coordination Team. • Assist in onboarding activities by collecting and organizing required employee documentation and forwarding complete records to the HR Coordination Office. • Support recruitment processes through vacancy administration, candidate communication,interviewscheduling, and coordination of assessment arrangements. • Maintain accurate HR-related documentation and ensure employee records are properly organized and updated. • Scan, file, and transmit HR documents and reports to the HR Coordination Team in a timely manner. • Serve as a liaison between staff and the HR Coordination Team, facilitating effective communication and follow-up on HR-related matters. • Assist in tracking staff movements and other personnel updates, ensuring relevant information is communicated to the HR Coordination Team. 3 Logistics, Procurement, and Asset Management • Support procurement activities in accordance with organizational and donor procedures, including obtaining quotations, preparing comparison sheets, processing purchase requests, and following up on deliveries. • Maintain accurate records of assets, inventory, and stock, ensuring proper receipt, storage, tracking, transfer, and disposal of organizational property. • Conduct regular inventory counts and asset verification exercises and prepare inventory reports. • Maintain procurement, inventory, and asset management for documentation and filing systems. • Coordinate with suppliers and service providers to ensure timely and cost-effective delivery of goods and services. • Support the management of organizational vehicles, generators, offices, guesthouses, warehouses, and other facilities to ensure they are safe, functional, and maintained according to organizational standards. • Maintain vehicle and generator logbooks, coordinate fuel management, vehicle movements, servicing, repairs, and driver schedules. • Ensure vehicles, offices, and facilities are equipped with the required safety, security, and operational equipment. • Facility maintenance, waste management, and utility services. • Support implementation of safety and security procedures, maintain security records, supervise security guards, and assist in ensuring the safety of staff, assets, vehicles, and premises. 4 Administration and Office Management • Support the Project Health Officer in ensuring smooth office operations and administrative services. • Coordinate office support functions and maintain efficient administrative systems. • Ensure office cleanliness, hygiene, and sanitation standards are maintained. • Monitor office maintenance requirements and coordinate repairs when necessary. • Manage office supplies and maintain adequate stock levels. • Support the management of communication equipment, internet services, and office equipment. • Maintain proper administrative filing systems and records. Other Duties • Perform any other duties reasonably assigned by the Project Officer, Finance Officer, HR-Manager, Logistics Manager. • Demonstrate flexibility and willingness to support emergency response activities and operational priorities when required. • Contribute actively to teamwork, coordination, and continuous improvement of organizational systems and processes.