FARM Africa new vacancy

1. Implement project activities at the community level

• Work with the Harness project team based at Bale, the country office team in Addis Ababa and government counterparts to achieve the project outputs/outcomes.

• Facilitate the selection of project intervention sites and beneficiaries of the Harness project in Harena Buluk woreda in collaboration with government partners and project staff.

• Participate in the preparation of an integrated plan and detailed activities to be implemented in the watershed following a holistic development approach.

• Implement the Harness project as per the detailed plan with the required quality, time and budget

• Ensure adequate consultation and participation of Woreda and village/community level stakeholders, ensuring active participation of women

• Participate in the assessments, studies, surveys, monitoring, review and evaluation activities at the community level

• Facilitate field visits, experience sharing visits at the community level

• Support to identify training needs, prepare training materials, and deliver training, business plan development and other services to CBOs and unions

• Ensure adequate consultation and participation of Woreda and village/community level stakeholders, ensuring active participation of women

• With support of the field technical team, provide expertise and advice for community institutions/Organizations on gender mainstreaming in the project scheme

• Facilitate community meetings, dialogues among others, and discuss modalities within CBOs/PFMCs/PRMCs/ women and youth enterprises

• Prepare monthly progress reports and update the implementation of the Harness project activities on time

   

1. Support and facilitate community/institutional capacity-building activities

• Facilitate the periodical capacity assessment of CBOs by collecting data using the Organisational and Managerial Capacity Assessment tool (OCAT)

• Ensure implementation of these capacity-building plans (including, among others, technical support) in close collaboration with the Community Development facilitator and Woreda Level Cooperative Promotion Office.

1. Play an active role as a member of the Farm Africa project team

• Act as an active member of the project team by identifying and exploring opportunities to improve project implementation and guarantee its sustainability

• Contribute to the implementation of Farm Africa’s strategy

• Participate in broader Farm Africa meetings with other project staff members, as requested by the line manager

Safeguarding & Code of Conduct Responsibilities:

• Comply with and uphold Farm Africa’s Safeguarding Policy, Code of Conduct, and related policies at all times.

• Treat all individuals and communities with dignity, respect, and fairness, promoting a safe and inclusive working environment.

• Ensure that personal and professional conduct does not put beneficiaries, colleagues, or partners at risk of harm or abuse.

• Recognize and report any safeguarding concerns, suspicions, or incidents in accordance with Farm Africa’s safeguarding and reporting procedures.

• Maintain appropriate professional boundaries with beneficiaries, community members, and colleagues.

• Ensure that communications, images, and information about beneficiaries are used responsibly and with informed consent.

• Support the organization’s commitment to preventing sexual exploitation, abuse, harassment, and any form of discrimination.

• Participate in safeguarding training and awareness activities as required.

• Contribute to creating and maintaining a safe working environment for all staff, partners, and the communities we serve.

These essential functions are not to be interpreted as a complete statement of all duties performed. CDF will be required to perform other job-related duties as required. All work responsibilities are subject to having performance goals and/or targets established.

Key areas of responsibility are:

• Prepare payment documents, attendance sheets and others for all payments of the Harness projects being made.

• Manage project petty cash, including preparing payments and preparing the monthly petty cash reconciliation

• Handles and manages the project’s petty cash in a generally accepted standard norm.

• Prepare monthly petty cash reports to submit to the designated supervisor

• Review all payments against the budget and established rules and regulations.

• Assist the supervisor to review/ analyse monthly budget monitoring report for timely comments and any adjustments

• Manage the operations of the Harness project compound, including telephone, electricity and water, and manage office transport

• Handle all materials purchased and stored properly, including fuel coupons, and follow up for on-time utilisation of the materials with the respective staff.

• Conduct payment, purchase and collect project materials, deliver all materials purchased and stored to be used for the intended purpose with a check by the Harness Project Finance and Admin Officer and approved by PC.

• Assist the line manager in the verification of source documents for proper approval/authorisation 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 project finance and admin and approved by project coordinator

• Ensures that all unused official documents and vouchers of the organisation are properly registered and are available in sufficient quantity.

• Maintains filing of financial documents and reports;

• Reports and follows up on outstanding & unsettled payments and receipts.

• Maintain office records and reference files on various subjects for easy access and reference;

• Prepare a monthly petty cash report and submitting the line manager.

• Handle all incoming and outgoing correspondence, file in a chronological order

• Assist in ensuring that all procurement documents are filed in a good manner;

• Keeps the project plan document for procurement in a separate file for reference.

• Ensures the accuracy of procurement documents and the integrity of the procurement process;

• Make sure to follow the procedures of the procurement Manual.

Safeguarding & Code of Conduct Responsibilities:

• Comply with and uphold Farm Africa’s Safeguarding Policy, Code of Conduct, and related policies at all times.

• Treat all individuals and communities with dignity, respect, and fairness, promoting a safe and inclusive working environment.

• Ensure that personal and professional conduct does not put beneficiaries, colleagues, or partners at risk of harm or abuse.

• Recognize and report any safeguarding concerns, suspicions, or incidents in accordance with Farm Africa’s safeguarding and reporting procedures.

• Maintain appropriate professional boundaries with beneficiaries, community members, and colleagues.

• Ensure that communications, images, and information about beneficiaries are used responsibly and with informed consent.

• Support the organization’s commitment to preventing sexual exploitation, abuse, harassment, and any form of discrimination.

• Participate in safeguarding training and awareness activities as required.

• Contribute to creating and maintaining a safe working environment for all staff, partners, and the communities we serve.

These essential functions are not to be interpreted as a complete statement of all duties performed. Cashier- accountant will be required to perform other job-related duties as required. All work responsibilities are subject to having performance goals and/or targets established.

The overall purpose of the project is Finance and Admin. Officers are to

• Ensure the smooth running of the project office through strong management of cash, stores, vehicle arrangement, and communication and handle financial activities and logistics

• Responsible for the day-to-day general financial and administrative management of the organisation, assisting the Project Coordinator, Project Finance Manager and supporting the staff team.

Finance

• Verify pre- and post-financial transactions at the field office level (for completeness, accuracy, availability of budget, ensuring compliance), and submit to the Programme Finance Manager at CO

• Prepare cash books on time with quality, and submit to the Programme Finance Manager
• Prepare monthly bank reconciliation on time and with quality, and submit to the FM-CO.
• Liaising with banks for all finance matters
• Follow up on the timely settlement of staff advances by closely working with the Programme Finance manager-CO and report to the CO on advances long overdue
• Support the PC/Team Leader at FO in preparing the monthly cash forecast & transfer request, ensuring accuracy & timeliness
• Review the details of BMRs together with the PC/Team Leader at FO, communicate any adjustments on time, ensure the availability of the budget for any transaction ahead, and advise the PC/Team Leader at FO on timely utilisation of budgets
• Ensure all relevant staff members of the field office are informed of donor requirements, and work closely with program and other support functions to ensure compliance

Procurement & Other Support Services

• Responsible for facilitating & handling all procurements of the field office
• Handle FO logistic service, including movements of vehicles, project inputs and reports to the CO Logistic Manager
• Ensure the timely procurement and distribution of items at the field office, keeping all relevant documentation complete and up to date & by closely working with the Technical Team at the field office
• Liaison with CO-Procurement Manager & follow up on all procurements of the project to be made at the CO level or need to get approval from CO
• Support the PC/Team Leader at FO in preparing the procurement plan regularly
• Implement a system to ensure efficient use and safety of the project vehicles and equipment, including timely and appropriate maintenance and monitoring of costs
• Follow up, organise all leave and other HR related records and submit to the CO HRM
• Assist in staff recruitment and disciplinary issues
• Ensure a conducive staff working environment
• Manage the operations of the project compound by liaising with the Leaser of the office building
• Perform all other duties as requested by LM

Safeguarding & Code of Conduct Responsibilities:

• Comply with and uphold Farm Africa’s Safeguarding Policy, Code of Conduct, and related policies at all times.

• Treat all individuals and communities with dignity, respect, and fairness, promoting a safe and inclusive working environment.

• Ensure that personal and professional conduct does not put beneficiaries, colleagues, or partners at risk of harm or abuse.

• Recognize and report any safeguarding concerns, suspicions, or incidents in accordance with Farm Africa’s safeguarding and reporting procedures.

• Maintain appropriate professional boundaries with beneficiaries, community members, and colleagues.

• Ensure that communications, images, and information about beneficiaries are used responsibly and with informed consent.

• Support the organization’s commitment to preventing sexual exploitation, abuse, harassment, and any form of discrimination.

• Participate in safeguarding training and awareness activities as required.

• Contribute to creating and maintaining a safe working environment for all staff, partners, and the communities we serve.

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.

To ensure efficient, transparent, and timely procurement processes by conducting effective market research, identifying and managing qualified suppliers, and facilitating fair evaluation and selection procedures, in order to obtain quality goods and services at competitive prices while ensuring compliance with organizational policies and requirements.

• Participate in the preparation of procurement plans and their consolidation, including conducting market research and developing a price index in collaboration with the Procurement Manager.
• Identify all potential suppliers in the market together with the Procurement Manager and develop a prequalified suppliers list for all major item categories. Maintain and regularly update the supplier roster.
• Ensure receipt of all PRs,and ToRs with clear specifications, financial codes, and appropriate signatories.
• Prepare price inquiries that correspond accurately with the respective purchase requisitions, and manage the process of requesting and receiving quotations from appropriate suppliers.
• Facilitate the evaluation and selection of the most responsive supplier by preparing price comparisons and related documentation, in collaboration with the Procurement Department team, for both direct and competitive purchases.
• Prepare and distribute award letters and purchase orders to the most responsive suppliers, in consultation with the Procurement Manager, ensuring that payment and delivery terms are appropriate and clearly defined.
• Ensure proper inspection and receipt of purchased items upon delivery, in accordance with the purchase order and supplier invoice, and hand them over to the storekeeper.
• Compile and organize all procurement documents in proper sequence for filing and registration. Facilitate payment processing in line with the terms stated in the purchase order and ensure timely closure of procurement actions.
• Prepare distribution lists based on the respective purchase requisitions and ensure that the requesting person or department is informed when items are delivered to the warehouse and ready for collection.
• Maintain a healthy working relationship with suppliers and all stakeholders, promoting transparency and accountability throughout each stage of the procurement lifecycle.
• Travelling to the field when needed to support the field office procurement

Safeguarding & Code of Conduct Responsibilities:

• Comply with and uphold Farm Africa’s Safeguarding Policy, Code of Conduct, and related policies at all times.

• Treat all individuals and communities with dignity, respect, and fairness, promoting a safe and inclusive working environment.

• Ensure that personal and professional conduct does not put beneficiaries, colleagues, or partners at risk of harm or abuse.

• Recognize and report any safeguarding concerns, suspicions, or incidents in accordance with Farm Africa’s safeguarding and reporting procedures.

• Maintain appropriate professional boundaries with beneficiaries, community members, and colleagues.

• Ensure that communications, images, and information about beneficiaries are used responsibly and with informed consent.

• Support the organization’s commitment to preventing sexual exploitation, abuse, harassment, and any form of discrimination.

• Participate in safeguarding training and awareness activities as required.

• Contribute to creating and maintaining a safe working environment for all staff