AFAAS Non-profit Careers – Finance and Administration Officer

Organisation: African
Forum for Agricultural Advisory Services (AFAAS)
Duty Station: Kampala,
Uganda
Ref: AFAAS/ FA/ FA0
/2014-002
About AFAAS:
The African Forum for
Agricultural Advisory Services (AFAAS) is the umbrella organisation for
Agricultural Extension and Advisory Services (AEAS) in Africa. Its objective is
to create efficient, effective and synergistic linkages and partnerships
between AEAS of member countries to improve the delivery of these services to
farmers. It operates within the framework of the Comprehensive Africa
Agriculture Development Programme (CAADP), specifically CAADP Pillar IV, which
has the objective of enhancing the livelihoods of African farmers and
pastoralists.  AFAAS has its own autonomy
and governance structure including the Board which is constituted regionally.
The day-to-day running of AFAAS affairs is managed on behalf of the Board by
the Secretariat that has already been established in Uganda, headed by the
Executive Director.
Job Summary: The AFAAS
Finance and Administration Officer will offer high quality administrative and
financial management to all operations at the AFAAS Secretariat. Reporting to
the Executive Director, s/he will be responsible for the leadership of the
Finance and Administration function within the Secretariat ensuring that funds
are spent compliantly and reasonable within the limits of pre-agreed budgets.
Key Duties and Responsibilities: 
1. Finance:
  • Offering
    leadership in the development/Update of the AFAAS finance systems, manuals
    and guidelines;
  • Ensuring
    compliance with the financial management requirements of donors and that
    all accounting records are maintained in line with the requirements of
    donors and partners;
  • Ensuring
    all payments and procurements made from AFAAS conform to laid down
    procedures and are supported by adequate documentation;
  • Ensuring
    prompt release of approved funds to programmes, projects and general
    support units of the Secretariat;
  • Keeping
    relevant books and records for all financial transactions;
  • Managing
    the staff payroll and staff financial benefits, and ensuring that all
    statutory deductions are effected;
  • Ensuring
    that banking arrangements are adequate to support the AFAAS activities and
    that all bank transactions conform with the agreed procedures and are appropriately
    documented;
  • Preparing
    monthly Bank Reconciliation statements for all bank accounts;
  • Supporting
    and guiding the programme officers to draw up periodic work plans and
    budgets;
  • Leading
    the process of developing the annual Secretariat budgets to ensure that
    they fit within the secured funding;
  • Producing
    and consolidating the AFAAS annual budget;
  • Intuitively
    tracking and monitoring Secretariat operational expenditures to ensure
    that they conform to laid down provisions;
  • Sending
    and submitting periodic reports and accounts on the utilization of funds
    for timely submission to the AFAAS Stakeholders/Donors and responding to
    any queries that may arise there from;
  • Organising
    Secretariat and Programme audits;
  • Managing
    the grants to AFAAS according to the procedures agreed upon with the
    sponsors;
  • Providing
    advice to the Secretariat and Programme staff who are involved in finance
    related activities to enable them to comply with agreed administration and
    finance procedures;
  • Delegating
    responsibilities to staff in the Finance Section and supervising them;
2. Administrative:
  • Providing
    leadership in the development/Update of the AFAAS administration systems;
  • Managing
    personnel matters and maintain personnel files;
  • Ensuring
    that agreed administrative procedures and guidelines are adhered to;
  • Working
    closely with the Executive Director, managing the interface between AFAAS
    and its stakeholders on administrative matters;         
  • Managing
    the systems for receiving, handling and archiving incoming and outgoing  correspondence and documents;
  • Setting
    up management meetings and following up of administrative issues raised
    at  management meetings;
  • Managing
    the utilization of secretariat resources;
  • Handling
    logistical arrangements for the operations of the Secretariat staff
    including but not limited to international and local travel;
  • Responsible
    for the maintenance of office, office equipment, furniture and utilities;
  • Managing
    the administrative aspects of human resource management, procurement and
    financial management;
  • Ensuring
    that Secretariat security systems are adequate and operational at all the
    times
Qualifications, Skills and Experience: 
  • The
    ideal candidates for the Finance and Administrative Officer vacancy should
    hold a Master’s degree in Finance or Accounting and a recognized
    professional certification such as ACCA or CPA.
  • At
    least five years’ working experience in a similar position with an
    international organization
  • Possess
    excellent analytical/financial management skills
  • Computer
    literacy skills i.e. proficiency in Microsoft Office (Word/Excel)
  • Demonstrate
    strong proficiency in accounting software packages.
  • Working
    knowledge of Quick books is a plus.
  • Demonstrated
    analytical, problem solving, time management and organizational skills
  • Possess
    the ability to work under pressure, deliver quality results and meet
    deadlines
  • Honesty
    and integrity
  • Ability
    to work with people from different nationalities and backgrounds
  • Team
    player, flexible and adaptable to different work conditions
How to Apply: 
All suitably qualified and
interested candidates are encouraged to send their applications with a cover
letter and comprehensive curriculum vitae, together with the names, addresses,
telephone numbers of three referees should be addressed to the Executive
Director-AFAAS , AFAAS Secretariat, Plot 22A Nakasero Road; Kampala, Uganda.
Email to:
secretariat@afaas-africa.org copied to msnahdy@afaas-africa.org
Deadline: 30th December 2014
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