The duties of a Logistics, Administration, and Finance Officer generally span across multiple
functional areas, combining elements of financial management, administrative support, and
logistics coordination. Below are common responsibilities for this role:
1. Financial Management
Budgeting and Financial Planning
o Assist in preparing budgets for projects and operations.
o Monitor budget utilization and provide updates to management.
-Financial Reporting
Prepare and submit monthly, quarterly, and annual financial reports.
Maintain accurate records of financial transactions.
Accounting Tasks
Process invoices, payments, and reimbursements in compliance with organizational
policies.
Perform bank reconciliations and cash flow management.
Compliance
Ensure adherence to donor and organizational financial policies and procedures.
Coordinate audits and provide necessary documentation.
2. Logistics Coordination
A. Procurement
Oversee procurement of goods and services in line with policies.
Maintain and update procurement records.
B. Inventory Management
Track and manage inventory, including office supplies, equipment, and project materials.
Conduct regular inventory audits.
C. Transport and Fleet Management:
Coordinate transportation for staff and materials.
Ensure proper maintenance and documentation of organizational vehicles.
3. Administrative Support
D. Office Management:
Maintain an organized and functional office environment.
Manage contracts and relationships with service providers (e.g., utilities, internet).
E. Staff Support:
Support recruitment processes and maintain personnel files.
Coordinate staff travel arrangements, including visas and accommodations.
F. Documentation and Communication:
Draft and manage correspondence, reports, and meeting minutes.
Ensure proper filing and archiving of organizational documents.
4. Coordination and Communication
G. Internal Collaboration:
Work closely with program teams to align financial, logistical, and administrative
support with project goals.
H. External Relations:
Liaise with vendors, partners, and stakeholders on logistical and financial matters.
I. Capacity Building:
Train staff on compliance with financial and administrative policies.
5. Risk and Resource Management
- Identify and mitigate risks related to logistics, finance, and administration.
- Optimize resource utilization and propose cost-saving measures.
Job Description: Logistics, Administration, and Finance Officer
Position
The Logistics, Administration, and Finance Officer is responsible for ensuring effective and
efficient management of financial, logistical, and administrative functions within the
organization. The role involves supporting program implementation, maintaining compliance
with policies and regulations, and contributing to the overall success of organizational
operations.
Key Responsibilities
1. Financial Management
Manage daily financial operations, including cash flow, payments, and bank reconciliations.
Prepare and monitor budgets for projects and organizational operations.
Ensure timely and accurate financial reporting to management and donors.
Maintain proper documentation for all financial transactions in line with organizational policies.
Support audits by providing necessary documentation and explanations.
Monitor compliance with donor agreements and organizational financial policies.
2. Logistics and Procurement
Oversee procurement processes, ensuring transparency, efficiency, and value for money.
Manage inventory of office supplies, equipment, and project materials, conducting regular audits.
Coordinate transportation and delivery of goods and materials to various locations.
Maintain records of all procurement activities and contracts with vendors and service providers.
Supervise fleet management, including vehicle maintenance, scheduling, and usage tracking.
3. Administrative Support
Manage the day-to-day administration of the office, ensuring smooth operations.
Handle staff travel arrangements, including booking accommodations and processing travel
reimbursements.
Maintain accurate and up-to-date personnel records, including leave management.
Draft, review, and archive correspondence, contracts, and reports.
Oversee relationships with service providers, including utilities, internet, and facility
maintenance.
4. Compliance and Policy Adherence
Ensure that all financial and administrative practices comply with organizational policies, donor
requirements, and legal regulations.
Develop and implement policies to streamline logistics, financial, and administrative processes.
Provide training to staff on financial and procurement policies.
5. Reporting and Coordination
Collaborate with program teams to provide logistical and financial support for project
implementation.
Prepare periodic financial and logistical reports for internal and external stakeholders.
Serve as the point of contact for external partners, vendors, and stakeholders regarding financial
and logistical matters.
Participate in internal meetings to align operations with organizational goals.
Qualifications and Requirements
Education: Bachelor's degree in Accounting, Finance, Business Administration, Logistics, or a
related field.
Experience: Minimum 3-5 years in a similar role, preferably within an NGO or development
sector.
Skills:
o Strong knowledge of financial and administrative management practices.
o Proficiency in accounting software and Microsoft Office Suite.
o Excellent organizational and multitasking abilities.
o Strong communication and interpersonal skills.
o Attention to detail and problem-solving mindset.
Language: Proficiency in [specify required languages, e.g., English and local language].
Working Conditions
The position may require travel to project sites and partner organizations.
Some work outside regular hours may be necessary during peak project activities.
