, Gambela
Dan Church Aid
Vacancy Number: Vacancy number: DCA-ETH/VA/005/2018Vacancy Date:14 June, 2018 Type of Contract: One year with extension probability based on performance and fundingReporting to:  Gambela Operations ManagerExpected Start Date: As soon as possible Deadline: June 25, 2018Dan Church Aid (DCA) is a legally registered international NGO engaged in development and humanitarian assistance to poor rural people in Ethiopia in partnership with Ethiopian NGOs and civil society organizations. DCA Ethiopia is recruiting an Admin and Finance Assistant, for its field office in Gambella. Under the supervision of the Operations Manager, the Admin & Finance Assistant will be responsible for the proper handling of field office petty cash and performing administrative tasks in the Gambella Field Office.  Main tasks of the position are:Petty Cash, HR & Office ManagementHandle all cash transactions of the field office.Maintain and update field office cashbook on daily basis and have up-to-date petty cash balances.Keep all cheque pads in the safe box.Ensure withholding tax receipt is issued whenever tax is withheld from purchase of goods and services.Ensure that all transactions adhere to DCA financial guidelines and control systems.Ensure all financial documents are properly filed and handled.Effect all cash for authorized payments.Ensure all necessary documents are attached to the payment request before effecting any payment.Follow-up cash advances and ensure they are duly refunded and/or settled.Make daily cash count for balance checking purpose and investigate the possible differences and their causes (if any).Perform coding and record cash transactions in the daily cashbook. Check the validity of the invoices.Maintain proper records management for all Administrative correspondences & records.   Updates personnel files of field office employees.Ensure field office employees records & files are kept safely.Make sure that all-important records are attached in each staff file.Keep and updates annual leave tracking sheets of all field office staffs.Make sure annual leaves, R&R leaves, sick leaves, compensatory leaves and other types of leaves are utilized as per DCA staff procedure manual & all leave records are attached in each staff file.Ensure office arrangements and set up are attractive, conducive & economical.Make sure offices, guesthouses, premises & other facilities are clean & ready to use.Make sure that refreshment services are served for field office employees timely and properlyDistribute staff phone credit on monthly basisMake sure all communication systems & equipment are functioning properly, and they are utilized in economical ways.Make flight booking for field office staffs whenever they travel for company business as well as R&R leaves.Mini Warehouse ManagementMake sure mini warehouse in the most operational way for receipt, storage, stocking, preparation and dispatch of the goods; optimize permanently the space for the stock; stock rotation, etc.Ensure the mini store is organized, clean, dry and ready for inventory audit.Make sure periodic Recording/updating stock cards, issuance of goods, proper dispatch of the items and responsible for the timely submission of stock reports of the mini warehouse.Conduct physical inventory, both scheduled and unscheduled for mini warehouse.Report any incident to the direct line manager regarding the mini warehouse.Make proper follow-up and quality control of the items delivered by suppliers to the mini warehouse.Review of all documentation regarding each receipt of goods and ensure the archiving of the forms; properly fill, sign and update stock cards and stock report accordingly.Prepare and submit mini stores inventory report on monthly basis.Supervisory ManagementSupervises Guest house Assistants (s) ,cleaner(s).Defines each person’s tasks, supervises them on a daily basis and checks the quality of their work and their punctuality.Undertakes performance evaluation of employees under his/her supervision.Drawing up working schedules for the staff under his/her supervision.Organizes and leads meetings of the team under his/her supervision.Participates in the recruitment of personnel for his/her team.Take minutes and file them for any committee meetings and other sessions