Job Description
This is an excellent opportunity to contribute to the success of a newly established conference center, ensuring its financial sustainability and operational excellence. The position offers a diverse range of responsibilities, from financial management and procurement to team supervision and administrative support, providing a challenging and rewarding experience in a dynamic environment.
The Ministry of Agriculture Conference Center is a modern, self-financing national hub designed to host high-level agricultural conferences, training programs, and multi-stakeholder events. To achieve financial sustainability and world-class service delivery, the Center requires strong administrative systems, rigorous financial discipline, and impeccable standards of cleanliness and facility upkeep. The Admin and Finance Assistant will report to the Project Management Support Officer and plays a pivotal role in ensuring operational efficiency, cost control, and a pristine, welcoming environment at all times.
The Admin and Finance Assistant will purport to the Conference Center Management Officer and will assist in the administrative process from start to finish, ensuring its integrity. This includes financial management, procurement, inventory management, supervision of housekeeping and maintenance teams, and general administrative and HR support.
1. Financial Management & Accounting
- Assist in the annual administrative and operational budget preparation in coordination with the Project Support Officer.
- Support day-to-day bookkeeping, petty cash, bank reconciliations, and monthly financial closes using the approved accounting software.
- Process invoices for facility rentals, catering, AV services, and other chargeable items; follow up on payments and maintain an aged receivables report.
- Assist in processing payroll for all Conference Center staff (permanent and daily laborers), including statutory deductions (pension, tax, etc.).
- Assist in the preparation of monthly, quarterly, and annual financial reports for the Project Support Officer.
- Support Internal and external audits coordination.
- Ensure full compliance with Ethiopian Revenue and Customs Authority (ERCA) regulations, Public Financial Management laws, and public procurement directives.
2. Procurement & Inventory Management
- Assist in the procurement of cleaning materials, spare parts, office supplies, and minor equipment following government/PPD guidelines while achieving value for money.
- Maintain an up-to-date fixed-asset register and conduct annual physical verification.
- Manage stores/warehouse for housekeeping chemicals, maintenance spares, stationery, and promotional materials; implement stock control and minimum–maximum levels.
- Dispose of obsolete items in accordance with public disposal procedures.
3. Supervision of Housekeeping & Cleaning and Maintenance
- Monitor the functions of the Housekeeping & cleaning team and escalate issues as relevant.
- Develop and enforce daily, weekly, and deep-cleaning schedules for all areas (conference halls, breakout rooms, corridors, restrooms, cafeteria, exterior, parking, and landscaping).
- Establish and monitor cleaning checklists, quality standards, and inspection routines to maintain 5-star appearance at all times.
- Manage linen, uniforms, and guest amenities inventory.
- Implement green cleaning practices and safe chemical handling training.
- Maintain maintenance logs, work-order system, and spare-parts inventory.
- Coordinate with external contractors for specialized repairs and annual service contracts.
4. General Administration & Logistical Support
- Manage office supplies, transport pool, and fuel usage.
- Oversee front-desk operations, telephone, and mail services.
- Coordinate staff training on safety, hygiene, and customer service.
- Monitor contracts for outsourced cleaning and security services and monitor their performance.
