Logistic and Finance Officer

MWECS Profile 

Mathiwos Wondu-YeEthiopia Cancer Society/MWECS/ is a local civil society organization established in 2004 and working on Non-Communicable Diseases (NCDs) and their risk factors. MWECS is collaboratively working with Ministry of Health (MoH) and Regional Health Bureaus (RHBs) to curtail the growing NCDs burden in Ethiopia. More information is available at https://www.mathiwos.org/

Major responsibilities

The Logistic and Finance Officer is responsible to the procurement activities of the society and manage all the  pecuniary and  the project base account reports using spreadsheet and quick book accounting in the application of the project Management Accounting, Material Management, Fixed Asset Management, Utility Management and any other additional activities. S/he must be custodian of all the Society’s property or other assets entrusted to him/her are kept in a safe place. It his/her duty and responsibility to transfer the custody risk of all properties in connection with his/her official duties.

 

Specific Duties and Responsibilities of Logistic and Finance Officer

 

Materials Management

 

• Plan store space and loading\unloading labor based on purchase reconciliation of the specified need and incoming materials at least for “5Rs” right quality, right quantity, right price, right supplier, and right time.
• Accepting materials and records properly and safely arranging materials in updating the bin card and the stock card consistently upon in & outflow of goods and materials.
• Before issuing of goods and materials, reviewing store requisition and goods issue note whether the materials are requested and approved by a right person for the intended purpose or issuing the material and transferring the responsibility by securing signature and keeping the records
• Ensures that stores are cleaned, and stocks are secured properly Proposes disposal of damaged, obsolete, expired materials. Prepare purchase requisition to replenish materials on time in order to avoid stock conduct self-physical count of stock of the organization and submit the report to management on quarterly basis. And work with the inventory committee to execute annual stock count
• Assist the procurement process like proforma collection, collection of goods and services or any activity that has no violation of  segregation of duty may be assigned.

 

Fixed Asset Management

 

• Assigning fixed asset tag for fixed assets and use the mobile app to perform annual physical inventory and asset verification. And ensure all assets are always tagged properly Issuing the asset to the custodians securing approval and receiver signature on the standard fixed asset handover document
• Special and close control over assets not permanently assigned to responsible staff but used temporarily by individuals, Physical self-counting or with team as it needs basis. Annual physical inventory and regular stock Execute tasks as required by MWECS inventory and asset management policy
• all books of account, registers, records etc., are maintained in accordance with Accounting Instructions and Financial Regulations and are posted and kept up-to-date and when not in use, are kept in safe custody.

 

Utility Management

 

• Verifying and ensure monthly, biweekly, weekly or appropriately timely psychosocial care support center’s consumption such as food items, clothes or any materials use for the right person fairly and equitably.
• Verifying and ensure monthly office and employees utility bills ( Internet) are payments made on time; document and maintain a database.
• Ensure the timely and proper printing of different office templates (IEC/BCC materials, pads, letter heads, etc.),Ensure availability of sufficient office supplies for office Ensure outsourced staffs are providing the service at the required level and provide clear guidance to them based on MWECS Policy and Procedures.

 

Project Accounting Management

 

• Ability to provide high quality of report, communicate effectively, and promote a team approach to enhance staff commitment to successfully implement MWECS’s projects based on budget plan with our partners and within and out of the Society.
• Timely report and technical and creative ability, excellent alignment in budgeting, ability to interact and work effectively with others at all levels.
• Good knowledge of IPSAS who can design and apply on the spread worksheet formats.
• Multiple Spread sheet linkage and other computer skills (applications) is a must.
• Prepare the internal budget, donor-based budget and partner budget and revise, adjusting and reporting of budgets for final decision.
• Monitor the Society’s project-based expenses on a regular basis, to analyze variances, and report to senior finance team to make sound decision or take a corrective action if necessary. Analyzing the budget control reports with partners (BCRP) and report all projects expenses to admin and finance manager.
• Produce regular and adequate indicators to monitor financial health of the society, producing relevant cost analysis tools.
• Control of budget and made necessary adjustment in the project and organization level.
• Any additional task may be assigned by his/her immediate supervisor.

 

Reports to                            : Administration and Finance Manager 

 

Date of Announcement:    August 12,2024

 

The vacancy is open until the position is filled.