US Non-profit Jobs – Office Coordinator at Center for Victims of Torture (CVT)

Organisation: Center for
Victims of Torture (CVT)
Duty Station: Gulu,
Reports to: Country
About CVT:
The Center for Victims of
Torture (CVT) is headquartered in St. Paul, Minnesota, USA and is a
humanitarian non-governmental organization that provides mental health
rehabilitation to refugees around the world. In Uganda, CVT provides mental
health rehabilitation services to survivors of LRA-inflicted torture and
violent trauma; provides on-site mental health clinical mentoring and
supervision to counselors in partner NGOs; and works to build a network of
mental health service providers in northern Uganda.
Job Summary: The Office
Coordinator will maintain sound financial systems, administer personnel
management policies and procedures, and ensure the overall smooth functioning
of the office. The Office Coordinator will be the main administrative support
to the Country Representative and will be relied upon for adaptability and competence
in order to provide assistance wherever needed.
Key Duties and Responsibilities: 
1. Financial
  • Maintain and implement effective financial systems,
    policies and procedures, and internal controls to ensure appropriate and
    cost-effective use of CVT financial resources.
  • Work in liaison with Country Representative to review
    and account for all financial transactions.
  • Prepare and review purchase requests to ensure that
    supporting documentation is complete and that these meet CVT internal control
  • Prepare payroll and calculate statutory deductions
    for national staff.
  • Update and maintain a complete audit trail of all
    financial transactions.
  • Enter expenses, receipts and other disbursements and
    financial transactions into the finance tracking system.
  • Work in liaison with the Country Representative for
    the preparation of monthly financial reports and monthly wire transfers
    and ensure timely submission to St. Paul office, including all invoices and
    other supporting documents.
  • Ensure that CVT operates in accordance with the
    regulatory framework of Uganda in relation to such issues as employee
    taxes and VAT.
  • Act as the primary liaison with headquarters-based
    finance staff.
2. Human
  • In all personnel matters, maintain compliance with
    CVT Uganda policy and Ugandan labor law. Protect the confidentiality of
    personnel and individual information.
  • Oversee the recruitment exercise – ensure that the
    recruitment of staff takes place in accordance with CVT Uganda standards
    and Ugandan labor law. This includes appropriate announcements,
    interviewing, reference checks and placement in the payroll system.
  • Administer HR policies and procedures – ensure
    appropriate and high-quality administration of staff contracts, including
    systems for tracking contractual issues, hours worked, holidays, benefits,
    employee rights, and other policies as outlined in the staff policy
    manual. Ensure that all promotions, demotions, and dismissals of staff are
    carried out with respect to the principle of equal opportunity.
  • Supervise payroll management and ensure that salary
    payments take place in accordance with Ugandan labor law and CVT policy.
  • Actively contribute to the creation and
    implementation of a performance appraisal system.
  • Ensure that all staff members understand the staff
    policy manual and are aware of their rights and obligations as CVT
    employees. Keep employees informed of any changes in policy through
    written notification.
  • Serve as a resource for other CVT employees in
    resolving conflicts and managing working relationships with one another.
3. Administration:
  • Oversee the day-to-day work of the Driver/Logistics
  • Ensure accurate records are kept of supply inventory
    (quantity, quality, and delivery).
  • Distribute items from the supply inventory to be used
    as needed for program activities.
  • Ensure that all contracts that CVT uses for HR,
    supplies and services comply with the standards provided in the CVT
    operations handbook.
  • Ensure that CVT complies with its registration status
    as outlined in the Ugandan legal framework for NGOs. Liaise with CVT’s
    lawyer for legal advice as instructed by the Country Representative.
  • Welcome and log all visitors to the CVT office.
    Monitor all visitors according to CVT operations handbook.
  • Make photocopies and prepare documents as requested.
  • Perform any other duties assigned by the Country
Qualifications, Skills and Experience: 
  • The applicants for the Office Coordinator should possess at least five years of relevant work experience
  • Computer
    literacy skills i.e. proficiency in Microsoft Office (Word and Excel)
  • Possess
    the ability to work independently to meet deadlines
  • Good
    team player with excellent relational skills
  • Excellent
    organizational and analytical skills
  • Excellent
    communication and problem solving skills
  • The
    Office Coordinator must respect CVT’s confidentiality policy as outlined
    in the CVT operations handbook;
  • The
    applicant must also maintain neutrality regarding any sensitive issues
    such as religion, minority or political affiliation;
  • Exhibit
    strong commitment to serving beneficiaries of CVT’s project regardless of
    their religion, gender, minority affiliation or political background.
How to Apply:
All suitably qualified and
interested candidates should send a cover letter, updated CV, and 3
professional references to, including the job title in the
subject line of your email. Priority consideration will be given to applicants
from northern Uganda.
Deadline: 23rd January, 2015
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