Job Title: Finance & Administrative Specialist
Organisation: International
Foundation for Electoral Systems (IFES)
Foundation for Electoral Systems (IFES)
Duty Station: Kampala, Uganda
Reports to: Country
Director
Director
About US:
The
International Foundation for Electoral Systems (IFES) is a private,
non-partisan, non-profit organization dedicated to supporting and strengthening
free, fair, and transparent political processes in emerging and established
democracies around the world. IFES works in partnership with governments, NGOs,
representatives of civil society, the private sector, the international
community of donors, and other groups and individuals to support the process of
building democratic institutions worldwide.
International Foundation for Electoral Systems (IFES) is a private,
non-partisan, non-profit organization dedicated to supporting and strengthening
free, fair, and transparent political processes in emerging and established
democracies around the world. IFES works in partnership with governments, NGOs,
representatives of civil society, the private sector, the international
community of donors, and other groups and individuals to support the process of
building democratic institutions worldwide.
Job Summary: The Finance & Administration Specialist
will render support to the Country Director through the oversight of the
finance and administration department.
will render support to the Country Director through the oversight of the
finance and administration department.
Key Duties and Responsibilities:
1.
Finance:
Finance:
·
Responsible for the preparation of monthly financial
reports with supporting documentation being sent to IFES Washington, DC.
Responsible for the preparation of monthly financial
reports with supporting documentation being sent to IFES Washington, DC.
·
Manage petty cash fund including preparing regular
petty cash reconciliation;
Manage petty cash fund including preparing regular
petty cash reconciliation;
·
In charge of preparation and disbursement of office
payments;
In charge of preparation and disbursement of office
payments;
·
Support the development and enforcement of proper
internal controls with respect to cash management;
Support the development and enforcement of proper
internal controls with respect to cash management;
·
Prepare and disburse IFES payroll for the field
staff;
Prepare and disburse IFES payroll for the field
staff;
·
Prepare bank reconciliations;
Prepare bank reconciliations;
·
In charge of data entry of financial information
into QuickBooks;
In charge of data entry of financial information
into QuickBooks;
·
Prepare field expense reports;
Prepare field expense reports;
·
Bring into order and file all accounting documents;
Bring into order and file all accounting documents;
·
Assist with budget analysis and developing
pipelines;
Assist with budget analysis and developing
pipelines;
·
In charge of the preparation of annual returns of
IFES (both payroll and company) and ensuring compliance with the local laws at
all times;
In charge of the preparation of annual returns of
IFES (both payroll and company) and ensuring compliance with the local laws at
all times;
·
Stay abreast and updated on local regulations and
laws and advise IFES as and when needed, while ensuring that the office manuals
are updated accordingly;
Stay abreast and updated on local regulations and
laws and advise IFES as and when needed, while ensuring that the office manuals
are updated accordingly;
2.
Administration:
Administration:
·
Ensure the daily management of general office
administration duties; filing of office documents, maintaining vendor database,
ordering and maintaining office supplies/stationery, maintenance of office
equipment e.g. photocopier, printer, telephone system, etc.;
Ensure the daily management of general office
administration duties; filing of office documents, maintaining vendor database,
ordering and maintaining office supplies/stationery, maintenance of office
equipment e.g. photocopier, printer, telephone system, etc.;
·
In charge of maintaining local staff leave schedules
and ensuring accuracy (when applicable);
In charge of maintaining local staff leave schedules
and ensuring accuracy (when applicable);
·
Maintain and ensure staff medical insurance is
operational and help settle any disputes that may arise (when applicable);
Maintain and ensure staff medical insurance is
operational and help settle any disputes that may arise (when applicable);
·
Ensure that all records of IFES are up to date and
in good order;
Ensure that all records of IFES are up to date and
in good order;
·
Responsible for the day to day management of all
suppliers/vendors and managing all contracts/leases;
Responsible for the day to day management of all
suppliers/vendors and managing all contracts/leases;
·
In charge of maintaining office insurances and
ensuring renewals are done on time, while also ensuring losses are reported on
time;
In charge of maintaining office insurances and
ensuring renewals are done on time, while also ensuring losses are reported on
time;
·
Provide cover for other office staff as and when
needed;
Provide cover for other office staff as and when
needed;
·
Perform any other duties as assigned.
Perform any other duties as assigned.
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate should preferably hold a University
degree in Accounting, Business, Economics/Financial Management with at least
partial qualifications in CPA, ACCA, CIMA;
The ideal candidate should preferably hold a University
degree in Accounting, Business, Economics/Financial Management with at least
partial qualifications in CPA, ACCA, CIMA;
·
A minimum of four years of related
finance/administration experience;
A minimum of four years of related
finance/administration experience;
·
Two to three years of experience working with an
international organization preferred;
Two to three years of experience working with an
international organization preferred;
·
Computer literacy i.e. proficient in the use of MS
Excel and Quick books preferred;
Computer literacy i.e. proficient in the use of MS
Excel and Quick books preferred;
·
Excellent interpersonal skills, with high ethical
standards;
Excellent interpersonal skills, with high ethical
standards;
·
Good judgment and initiative as well as ability to
take direction;
Good judgment and initiative as well as ability to
take direction;
·
Excellent organizational skills;
Excellent organizational skills;
·
Prior USAID financial management experience is an
added advantage.
Prior USAID financial management experience is an
added advantage.
How to Apply:
All suitably
qualified and interested Ugandan citizens are encouraged to send a letter of
application and curriculum vitae only to: [email protected]. Please clearly
indicate in the subject line of your email “Finance and Administrative
Specialist.”
qualified and interested Ugandan citizens are encouraged to send a letter of
application and curriculum vitae only to: [email protected]. Please clearly
indicate in the subject line of your email “Finance and Administrative
Specialist.”
Deadline: 10th August, 2015
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