Job Title: Finance and Administration Officer
Organisation: The National Cooperative Business Association – CLUSA Uganda
Duty Station: Kampala, Uganda
Reports to: Finance and Administration Manager
About CLUSA:
The National Cooperative Business Association – CLUSA Uganda is seeking highly qualified individuals to support a United States Department of Agriculture funded project to increase smallholder farmers’ incomes through adoption of conservation agriculture techniques in Uganda.
Key Duties and Responsibilities:
1. Finance:
- Maintain petty cash fund for the office; preparing petty cash vouchers, and making bi-weekly petty liquidation;
- Compile and prepare weekly petty cash reports for submission to the Finance and Administration Manager;
- Assist preparation of vouchers, writing checks for approved requests / claims and maintain a record of all cheques issued and that Barcodes are attached to each vouchers and Vouchers and supporting documents are stamped PAID.
- Make sure that all utility bills are up to date and reconciled properly;
- Initiating procurements of office stationery supplies for both Head Office and Field Office needs;
- Verifying claims / invoices from suppliers ensuring proper support documentation;
- Preparing requests for approval and releasing approved cheques to payees;
- Banking activities and filing monthly return to URA and NSSF
- Securing receipts for Electronic Funds Transfer (EFT) payments from vendors;
- Filling all processed payment vouchers ensuring proper support documentation;
- Supervising photocopying of vouchers ensuring proper arrangement of vouchers on a monthly basis;
2. Administration:
- Provide reception duties by welcoming and prioritizing visitors as well as taking incoming calls and routing them to appropriate staff;
- Set-up and maintenance of the central filing system for the program in collaboration with the Finance and Administration Manager;
- Perform such administrative tasks as making arrangements for meetings, drafting routine correspondence; typing and formatting reports and other documents; as well as routing correspondence to program staff;
- Oversee driver(s) movements for those drivers who are working at the Kampala office;
- Support in the monitoring of vehicles movements in the field when the Logistics Specialist is unable to perform this task;
- Provide logistical support, i.e. purchases, practical organization of workshops, meetings, staff perdiems travel documents, air tickets, hotel bookings for visitors
- Manage all payments to hotel and issuing of Purchase Orders POs;
- Tracking of trip reports, travel authorization forms, and expense liquidations;
- Mentoring and dupervising the Office Assistant and grounds man to ensure office is clean at all times;
- Ensuring that office supplies, stationery, and consumables are always in stock;
- Initiating procurement requests for office consumables /supplies/stationary and liaising with the Finance and Administration Manager or Procurement and Logistics Specialist to issue POs.
- Work closely with the Logistics Specialist, organize events or meetings as required.
- Be prepared to undertake any other duties within the role as required
Qualifications, Skills and Experience:
- The candidate should hold a good University degree in Finance and/or Administration
- A minimum of three years of related work experience
- Possess the ability to interpret rules and administrative guidelines;
- Firmness and objectivity in decision making associated with an ability to communicate decisions in a clear and non-confrontational way;
- High attention to detail;
- Excellent English language skills both verbal and written.
- Excellent organizational and administrative skills including minute taking, data management and devising and implementing reporting systems
- Past exposure and experience of organizing events and meetings
How to Apply:
All candidates should send their application letters and updated CVs with three traceable referees including immediate supervisors which should be sent to Chief of Party, CLUSA Uganda, via e-mail to: [email protected] with the position title clearly referenced in the subject line.
Deadline: 24th May, 2014
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