Finance, Administration, and Logistics Officer at EngenderHealth

JOB SUMMARY

The Finance, Admin, and Logistics Officer provides operational and administrative support to ensure the effective implementation of the project’s financial, administrative, and logistical functions. Reporting to the Sr. Finance and Operations Manager, the incumbent assists in maintaining accurate financial records, preparing financial reports, processing payments, and ensuring compliance with organizational and donor financial policies and procedures. The Officer also supports general office administration, procurement, asset management, and logistics coordination to facilitate smooth project operations.  

KEY RESPONSIBILITIES 

• Assist the Sr. Finance and Operations Manager in maintaining accurate and up-to-date financial records in compliance with organizational and donor regulations. 
• Prepare and process payment vouchers, journal entries, and staff reimbursements. 
• Support monthly bank reconciliations, cash flow monitoring, and financial reporting. 
• Assist in budget preparation, expenditure tracking, and financial forecasting. 
• Ensure proper documentation, filing, and retention of financial records for audit and reference purposes. 
• Support both internal and external audit processes by providing required documentation and clarifications. 
• Monitor advances, payables, and receivables to ensure timely settlements. 
• Financial capacity building for sub-awardees, including reviewing their periodic financial reports, monitoring budgets, and providing direct assistance with preparing and submitting requests for advances and reimbursements from EngenderHealth. Assist sub-awardees in preparing for both startup and close-out financial processes. 
• Oversee day-to-day administrative operations, ensuring adherence to organizational policies and procedures. 
• Support recruitment logistics, onboarding, and maintenance of staff records in collaboration with HR and management. 
• Manage office supplies, utilities, and service contracts to ensure efficient operations. 
• Maintain updated inventories of office equipment and assets, ensuring proper tagging and regular verification. 
• Coordinate staff welfare activities and ensure a safe and conducive working environment. 
• Support the procurement process by preparing purchase requests, obtaining quotations, and ensuring compliance with procurement policies. 
• Maintain proper documentation of all procurement transactions and supplier information. 
• Coordinate logistics for project activities, including travel arrangements, workshops, meetings, and field missions. 
• Liaise with vendors and service providers to ensure timely and cost-effective delivery of goods and services. 
• Liaise with project teams, partners, and external stakeholders to ensure smooth operational support. 
• Provide timely updates to the Sr. Finance and Operations Manager on financial, administrative, and logistical matters. 
• Contribute to team meetings and planning sessions, offering input to improve operational efficiency. 

REQUIREMENTS  

Must possess the following requirements with or without a reasonable accommodation:  

• Bachelor’s degree, or other equivalent degree in accounting, finance, Business administration or other related field.  
• At least 3 years of accounting or relevant experience.  
• Computer literacy, including proven experience with computerized accounting packages especially QuickBooks and SAGE, word processing and spreadsheets as well as Microsoft Word and Excel  
• Excellent organizational skills  
• Good communication skills 
• Prior experience working with international NGOs and government organizations, and knowledge of GF or USG rules and regulations will be an advantage. 

 ESSENTIAL SOFT SKILLS 

• Committed to EngenderHealth’s core organizational values of reflection, inclusion, integrity, respect, and transformation.  
• Ability to work under pressure and to meet tight deadlines, with minimum supervision.  
• Good interpersonal skills  
• Be respectful. 
• Be honest and trustworthy.  
• Ability to handle complex and confidential information with discretion 

PREFERRED SKILLS, ABILITIES, AND FUNCTIONS  

• Excellent communication and writing skills  
• Strong interpersonal, written, and oral communication skills  
• Familiarity with sub-grants management a plus