1. Purpose of the Role

The Admin & Finance Officer will be responsible for managing the project’s financial transactions, maintaining accurate accounts, and ensuring compliance with organizational and donor requirements. Additionally, the officer will oversee administrative tasks, logistics, procurement, and office management to ensure smooth implementation of the PULSe project.

2. Key Responsibilities

A. Finance & Accounting

• Maintain accurate financial records and ensure timely entry of all transactions in accounting software/manual registers.
• Prepare monthly, quarterly, and annual financial reports in line with PULSE project and organizational requirements.
• Process payments, advances, and settlements for project activities, ensuring proper documentation and approvals.
• Monitor project expenditures against the approved budget and flag variances to the Project Manager.
• Support in budget preparation, forecasting, and financial planning for project activities.
• Ensure compliance with donor financial regulations, organizational policies, and statutory requirements.
• Maintain petty cash and reconcile monthly bank statements.

B. Administration & Logistics

• Oversee office administration including record-keeping, correspondence, filing systems, and inventories.
• Support procurement processes: request quotations, prepare bid analyses, and maintain procurement documentation.
• Ensure compliance with procurement policies and donor guidelines.
• Manage logistics for project events, meetings, trainings, and field visits.
• Maintain asset register and ensure proper use and tracking of organizational resources.
• Supervise office support staff (if applicable) and coordinate administrative functions.

3. Qualifications & Experience

• Master’s degree in Finance, Accounting, Business Administration, Commerce, or a related field.
• Minimum 3–5 years of relevant professional experience in finance and administration, preferably in the development sector.
• Strong knowledge of financial management, procurement, and compliance with donor-funded projects.
• Proficiency in MS Office (Excel, Word, PowerPoint) and accounting software/ERP or similar.
• Excellent organizational, communication, and reporting skills.
• Ability to work under pressure, meet deadlines, and handle multiple tasks.