Logistics And Administration Officer At ZOA

ZOA Summary

ZOA is a Dutch humanitarian organisation that supports vulnerable people affected by violent conflict and natural disasters in fragile states, helping them to lead dignified and resilient lives.

ZOA operates in over 14 countries in difficult locations, where our field staff directly provide assistance to the most vulnerable victims of displacement. Countries where ZOA is present include Burundi, Colombia, DR Congo, Ethiopia, Iraq, Liberia, Myanmar, Nigeria, Sudan, South Sudan, Syria, Uganda, Ukraine and Yemen.

In Colombia, ZOA’s head office is located in Riohacha, La Guajira. ZOA is implementing cash, food security, water, sanitation and hygiene projects in the departments of La Guajira, Atlántico, Antioquia, Arauca, Casanare, Cundinamarca, Nariño, Norte de Santander, Santander, Valle del Cauca.

Operations in Colombia began in 2019, focusing on food security and WASH interventions serving approximately 300,000 beneficiaries supported by institutional donors, UN donors, and ZOA’s private donor group.

Purpose of the position

The Logistics and Administrative Officer is responsible for supervising and managing the financial and administrative resources of the organization. His/her main function is to plan, organize, evaluate and coordinate the processes related to the financial and administrative operations of the offices under his/her charge.

Responsibilities and Functions

• Manage appropriate documentation for all financial transactions and maintain physical records of all financial operations.
• Perform internal controls (cash counting, petty cash) with respect to financial processes to reduce opportunities for fraud or abuse of funds, property and materials
• Control the proper management of the office inventory (Uniforms, computer equipment, backpacks, cards).
• Evaluate any needs that may be required in the assigned offices.
• Provide support so that financial transactions are properly booked in accounting programs.
• Manage payment processes, including reviewing financial support for the same and providing feedback to the purchasing department.
• Performing Financial Support Control in ZOA Manager
• Ensure that financial supports are organized, signed and comply with the requirements of ZOA and its donors
• Ensure reconciliation of project activity information for proper financial processing and payment (RedRose)
• Support the maintenance of an adequate cash flow system
• Ensure that financial transactions are duly finalized in ERP
• Support operations training when required.
• Conducting office inspections to verify welfare conditions and compliance with Occupational Health and Safety (OHS) standards.
• Monitoring the process of signing and updating timesheets.
• Preparation and formalization of contracts for suppliers, including shops and transport services (taxis).
• Preparation of clearance certificates and preparation of handover certificates for employees who are ending their employment relationship.
• Inventory control of assigned offices

External contacts

• Supplier and Contractors
• External auditors
• Government officials and others (DIAN).

Internal contacts

• Project staff.
• ZOA office staff.
• Internal Auditors

Skills and experience

Identity

• The candidate is expected to support ZOA’s identity, vision and mission.
• Affinity with emergency work and international NGOs

Education

• Professional or student from the sixth semester in Business Administration, Public Accounting, Finance or related areas.

Knowledge / experience

• Essential: Minimum 3 years of experience in functions related to the position.
• Previous experience in the humanitarian sector is desirable.

Technical Competencies

• Office 365 tools (Excel, Word, PowerPoint, Outlook, Teams) Intermediate level.

Skills / Aptitudes

• Coordination and organization
• Troubleshooting
• Adaptability
• Effective communication
• Teamwork
• Service-oriented attitude, but strict when it comes to complying with ZOA policies and procedures
• Ability to work in a multicultural environment

Special working conditions

• The position is based in Bogotá, with occasional trips to the city of Cali.

Salary indication

A contract for a specific job or task is initially planned for 8 months and can be extended for another year depending on the donor’s funding. The contract has a salary based on the ZOA salary scale of $2,515,679. This salary may vary depending on the experience certified by the applicant.