Jobs outside Task: Logistics And Finance Assistant – Expiry Date: 2022-07-22

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Jobs outside Task: Logistics And Finance Assistant – Expiry Date: 2022-07-22

Job Summary

The Finance and Logistics Assistant will be responsible for administering and supporting the Finance, Logistics, aspects of the programme area. He/she will provide adequate Finance and Logistics functions to the programme, adhering to the finance, logistics, HR and all other related GOAL policies and procedures

Duties and Responsibilities

Main responsibilities:

Responsibility 1- Key Duties

Maintain complete and accurate cashbook/s and account records for cash, Fuel vouchers, OK card & Smart cards and ensure payments are allocated to the correct project and budget line

Ensure all the necessary documentation is compiled, checked and attached to payment vouchers for submission to Head Office

Ensure that all utilities bills such as telephone, water, electricity etc …are paid on time

Ensure that donor guidelines are followed with all transactions affecting the programme area

Ensure that additional cash is requested for float as necessary and that an adequate level of cash is held in the safe at all times.

Facilitate a cash count for petty/cash on weekly and each month basis. Ensure signed copy is filed at field level

Ensure GOAL Zimbabwe financial/logistics/personnel procedures and policies are adhered to at all times.

Maintain cash control sheet for all payment and receipts from the petty cash

Submit complete and accurate cash book and supporting documents to Harare finance section on monthly basis

Ensure all float accounts are cleared before closing the monthly cash book

Responsibility 2- Asset Management

Custodian of all assets for admin

Ensuring safe keep of assets and facilitating repair and maintenance as and when need arises.

Recording assets movement and transfers and sending malfunctioning assets for repair.

Giving regular monthly reports on the status of assets on the station.

Request for provision of additional assets when need arises.

Ensure proper asset handling by users, and making sure that all the Officers have all assets required to spearhead their duties and responsibilities

Responsibility 3- Inventory Management

Receiving and recording in the respective books all items received (stock and non-stock items) into the warehouse form several different origins.

Inputting all the received stock items in the stock database.

Issue out stock to respective users where need arises and update the stock database for all the stock movement.

Requesting for stock replenishment when need arises.

Sending updated stock database to the Logistics Assistant and Financial Controller on a weekly basis.

Responsibility 4- Fleet Management

Ensuring that all vehicles are handled according to the Fleet Management manual – mileage recording and observation of parking time limits as well as vehicle cleaning.

Compiling and sending fleet report on a monthly basis

Facilitating refuelling and repair of vehicles and generators as and when need arises.

Responsibility 5- Procurement

Facilitating refuelling and repair of vehicles and generators as and when need arises.

Assist in the procurement process of all the requirement for Buhera Station and make follow ups with the Harare Logs Team.

Make enquiries with local suppliers for any arising requirements

Receive quotes and send them to Harare Office for processing.

Supervision of contractors for works, guided by relevant technical person.

Regular communication with Harare Logistics team on all logistical issues which need attention.

Responsibility 6- Human Resources and Admin

Generate own leave plans and ensure accrued leave is taken according to plan

Participate, plan for performance management and ensure that set objectives are achieved according to the performance plan

Ensure time sheets are completed and submitted to HR monthly.

Participate in Recruitment, Selection and Talent management as assigned

Ensure compliance with the HR manual and any other related policies

Qualifications and Experience

Requirements : Technical & Functional skills

Consider technical or functional, knowledge, or know how, qualifications, work experience, language skills (spoken and written), IT skills (specific software or systems?), Essential skills and then desirable ones

Diploma in Accounting, Logistics, Administration or equivalent

Bachelors’ Degree will be desirable

A minimum of 3 years’ experience in development programming in the field of finance, logistics or administration

Knowledge of major donor regulations such as IRISH AID, UNHCR, DFID, UNICEF, WFP etc.

Valid and Clean Class 4 Drivers’ License with at least 2 years driving experience

Ability to take direction and work independently

Excellent interpersonal and motivational skills

Proficiency in using Microsoft Computer Packages

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