Job Title: Finance and Administration Officer
Organisation: AIDS
Information Centre-Uganda (AIC)
Information Centre-Uganda (AIC)
Duty Station: Uganda
Reports to: Regional Manager
About Us:
AIDS Information Centre-Uganda (AIC) works with other service providers
to ensure access to high quality HIV Counseling and Testing (HCT) services and
information. AIC offers HCT services, SMC, HIV Care & Support, Sexual
Reproductive Health services, BCC, Capacity Building and Development through 9
main branches, selected hospitals, health centers and antenatal clinics.
to ensure access to high quality HIV Counseling and Testing (HCT) services and
information. AIC offers HCT services, SMC, HIV Care & Support, Sexual
Reproductive Health services, BCC, Capacity Building and Development through 9
main branches, selected hospitals, health centers and antenatal clinics.
Job Summary: The Finance and
Administration Officer will be responsible for the effective running of all
support areas, i.e. Finance, Human Resource and Administration; and ensuring
that AIC meets all its financial and compliance obligations. As a member of the
Senior Management team at the region, contributes to strategic and operational
planning and oversight, and where required, leads project initiatives and teams
at the region in Arua.
Administration Officer will be responsible for the effective running of all
support areas, i.e. Finance, Human Resource and Administration; and ensuring
that AIC meets all its financial and compliance obligations. As a member of the
Senior Management team at the region, contributes to strategic and operational
planning and oversight, and where required, leads project initiatives and teams
at the region in Arua.
Key Duties and
Responsibilities:
Responsibilities:
Finance:
·
Take lead in the development and review of
regional financial plans and budgets
Take lead in the development and review of
regional financial plans and budgets
·
Make timely requisitions for funds required for
implementing regional programs
Make timely requisitions for funds required for
implementing regional programs
·
Maintain up-to-date books of account as
prescribed
Maintain up-to-date books of account as
prescribed
·
Keep safe custody of cash and other financial
instruments, in line with established procedures
Keep safe custody of cash and other financial
instruments, in line with established procedures
·
Promptly bank all monies received
Promptly bank all monies received
·
Prepare payrolls, pay staff, and remit statutory
obligations related to staff remuneration promptly
Prepare payrolls, pay staff, and remit statutory
obligations related to staff remuneration promptly
·
Effect timely settlement of financial
obligations, including statutory payments required from the regional office
Effect timely settlement of financial
obligations, including statutory payments required from the regional office
·
Carry out bank reconciliations regularly
Carry out bank reconciliations regularly
·
Monitor the utilization and accountability of
funds by supervisors and officers in the region, and arrange for necessary
follow-up actions
Monitor the utilization and accountability of
funds by supervisors and officers in the region, and arrange for necessary
follow-up actions
·
Monitor expenditure against budgets, assess
adherence to set limits and to financial policies, and advise on necessary
actions
Monitor expenditure against budgets, assess
adherence to set limits and to financial policies, and advise on necessary
actions
·
Maintain the integrity, protection and effectiveness
of the database on financial transactions, and ensure data protection
compliance
Maintain the integrity, protection and effectiveness
of the database on financial transactions, and ensure data protection
compliance
·
Provide maximum cooperation with and support to
AIC internal and external auditors when they are engaged in audit work in the
region
Provide maximum cooperation with and support to
AIC internal and external auditors when they are engaged in audit work in the
region
·
Carry out or arrange for the implementation of
action points arising from audit work done in the region
Carry out or arrange for the implementation of
action points arising from audit work done in the region
·
Provide financial support and advice to the
region management team and officers as necessary
Provide financial support and advice to the
region management team and officers as necessary
·
Prepare periodic reports on the financial
performance of the region, and submit the reports to the Regional Manager and
Finance Manager
Prepare periodic reports on the financial
performance of the region, and submit the reports to the Regional Manager and
Finance Manager
Administration:
·
Prepare periodic plans and budgets for the
provision of administrative services
Prepare periodic plans and budgets for the
provision of administrative services
·
Plan for the administrative resources required
for implementation of AIC programs in the region, and organise for their
availability as required
Plan for the administrative resources required
for implementation of AIC programs in the region, and organise for their
availability as required
·
Arrange for the provision of the administrative
support services required in the region
Arrange for the provision of the administrative
support services required in the region
·
Organise for minor procurements at the regional
level, in accordance with AIC policies and procedures
Organise for minor procurements at the regional
level, in accordance with AIC policies and procedures
·
Ensure effective and efficient utilization of
assets at the region
Ensure effective and efficient utilization of
assets at the region
·
Ensure coordinated and cost-effective deployment
of vehicles and equipment
Ensure coordinated and cost-effective deployment
of vehicles and equipment
·
Ensure proper keeping of vehicle maintenance
records and those of other equipment
Ensure proper keeping of vehicle maintenance
records and those of other equipment
·
Organise for appropriate office accommodation
for staff, with adequate provision of required equipment and other facilities
Organise for appropriate office accommodation
for staff, with adequate provision of required equipment and other facilities
·
Ensure cleanliness of AIC office premises
Ensure cleanliness of AIC office premises
·
Organise for the maintenance and repairs of
vehicles, equipment and premises
Organise for the maintenance and repairs of
vehicles, equipment and premises
·
Arrange for the security of AIC assets in the
region
Arrange for the security of AIC assets in the
region
·
Arrange with headquarters for the insurance of
AIC assets in accordance with established policies
Arrange with headquarters for the insurance of
AIC assets in accordance with established policies
·
Maintain up-to-date assets and inventory
registers for the regional office
Maintain up-to-date assets and inventory
registers for the regional office
·
Ensure best practices in procurement at the
regional level
Ensure best practices in procurement at the
regional level
·
Maintain cordial relationships with AIC bankers,
suppliers and other service providers at the regional level
Maintain cordial relationships with AIC bankers,
suppliers and other service providers at the regional level
·
Prepare periodic reports on the provision of
administrative services in the region, and submit the reports to the Regional
Manager and Manager Human Resource and Administration
Prepare periodic reports on the provision of
administrative services in the region, and submit the reports to the Regional
Manager and Manager Human Resource and Administration
·
Human Resource Services
Human Resource Services
·
Prepare periodic plans and budgets for the
provision of human resource services
Prepare periodic plans and budgets for the
provision of human resource services
·
Through the Regional Manager, advise the Human
Resource and Administration Department at headquarters of any staffing gaps in
the region
Through the Regional Manager, advise the Human
Resource and Administration Department at headquarters of any staffing gaps in
the region
·
Participate in the recruitment of support staff
for the region
Participate in the recruitment of support staff
for the region
·
Organize the induction of new staff to the
region
Organize the induction of new staff to the
region
·
Maintain an up-to-date human resource
information system for the region
Maintain an up-to-date human resource
information system for the region
·
Monitor to see that the established system for
tracking daily staff attendance is followed, and follow up of cases of
absenteeism with the respective immediate supervisors
Monitor to see that the established system for
tracking daily staff attendance is followed, and follow up of cases of
absenteeism with the respective immediate supervisors
·
Keep salary information for the staff of the
region up-to-date at all times, prepare periodic staff payrolls, and submit to
the Finance Department
Keep salary information for the staff of the
region up-to-date at all times, prepare periodic staff payrolls, and submit to
the Finance Department
·
Organise for the provision of remuneration-related
benefits such as medical
Organise for the provision of remuneration-related
benefits such as medical
·
Organize the provision of welfare services to
staff
Organize the provision of welfare services to
staff
·
Advise line managers on handling disciplinary
and grievance cases
Advise line managers on handling disciplinary
and grievance cases
·
Prepare staff leave rosters
Prepare staff leave rosters
·
Support line managers and staff in the
interpretation and administration of AIC human resource policies, procedures
and terms and conditions of service
Support line managers and staff in the
interpretation and administration of AIC human resource policies, procedures
and terms and conditions of service
·
Provide technical support to Regional Manager
and the supervisory staff of the region in identifying the training and
development needs of the staff of the region
Provide technical support to Regional Manager
and the supervisory staff of the region in identifying the training and
development needs of the staff of the region
·
Liaise with headquarters to arrange training and
development programs for the staff of the region
Liaise with headquarters to arrange training and
development programs for the staff of the region
·
Coordinate and provide administrative support
for the staff performance appraisal exercises conducted in the region
Coordinate and provide administrative support
for the staff performance appraisal exercises conducted in the region
·
Prepare and submit reports on the human resource
activities in the region
Prepare and submit reports on the human resource
activities in the region
Key Performance Indicators:
·
Work plans prepared for the provision of
administrative and human resource services
Work plans prepared for the provision of
administrative and human resource services
·
Financial plans and budgets for the region
prepared, in a participatory manner
Financial plans and budgets for the region
prepared, in a participatory manner
·
Established internal controls implemented
Established internal controls implemented
·
Arrangements in place for availing required
resources for program implementation
Arrangements in place for availing required
resources for program implementation
·
Properly reconciled books of Accounts maintained
Properly reconciled books of Accounts maintained
·
Payroll information promptly provided to
headquarters
Payroll information promptly provided to
headquarters
·
Statutory payment obligations promptly complied
with
Statutory payment obligations promptly complied
with
·
Staff, suppliers and other beneficiaries paid
and in time
Staff, suppliers and other beneficiaries paid
and in time
·
Funds properly utilized and accounted for
Funds properly utilized and accounted for
·
Monthly, quarterly and annual financial
statements prepared and submitted
Monthly, quarterly and annual financial
statements prepared and submitted
·
Stores well maintained and managed
Stores well maintained and managed
·
Physical assets within the region well
documented and managed
Physical assets within the region well
documented and managed
·
Insurance on insurable asset kept up to date
Insurance on insurable asset kept up to date
·
AIC vehicles and other equipment effectively
utilized
AIC vehicles and other equipment effectively
utilized
·
Well maintained AIC buildings, vehicles and
equipment
Well maintained AIC buildings, vehicles and
equipment
·
Office premises kept clean and tidy at all times
Office premises kept clean and tidy at all times
·
Office services effectively provided
Office services effectively provided
·
Security of AIC premises maintained
Security of AIC premises maintained
·
Headquarters promptly informed of staffing gaps
in the region
Headquarters promptly informed of staffing gaps
in the region
·
New staff to the region appropriately inducted
New staff to the region appropriately inducted
·
Human resource database for the region kept
up-to-date
Human resource database for the region kept
up-to-date
·
Time sheets properly filled by regional staff
Time sheets properly filled by regional staff
·
Payrolls for the region submitted on time
Payrolls for the region submitted on time
·
Support provided to the supervisory staff of the
region on handling human resource issues
Support provided to the supervisory staff of the
region on handling human resource issues
·
Performance appraisal of the regional staff well
coordinated
Performance appraisal of the regional staff well
coordinated
·
Periodic reports financial, administrative and
human resource services submitted to the Regional Manager and relevant
headquarters managers
Periodic reports financial, administrative and
human resource services submitted to the Regional Manager and relevant
headquarters managers
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate for the Finance and Administration
Officer (Region) should hold a BCom /BBA/BSc (Accounting or Finance Major), or
their equivalent;
The ideal candidate for the Finance and Administration
Officer (Region) should hold a BCom /BBA/BSc (Accounting or Finance Major), or
their equivalent;
·
At least part 2 of an internationally recognized
Professional Accounting Body (ACCA, CPA, CIMA, etc)
At least part 2 of an internationally recognized
Professional Accounting Body (ACCA, CPA, CIMA, etc)
·
At least four years in middle management
position with heavy administrative and accounting responsibilities in a
reputable organization
At least four years in middle management
position with heavy administrative and accounting responsibilities in a
reputable organization
·
Broad knowledge and understanding of programme
planning and budgeting, reporting and
auditing
Broad knowledge and understanding of programme
planning and budgeting, reporting and
auditing
·
Knowledge of AIC policies, regulations
instructions and rules
Knowledge of AIC policies, regulations
instructions and rules
·
Highly skilled in the use of Microsoft Office
Applications
Highly skilled in the use of Microsoft Office
Applications
·
Excellent written and verbal communication
skills
Excellent written and verbal communication
skills
·
Good administrative, supervisory and negotiation
skills
Good administrative, supervisory and negotiation
skills
How to Apply:
All suitably qualified and interested candidates are encouraged to send
their applications and updated CVs to the
their applications and updated CVs to the
Human Resource Department,
AIDS Information Centre – Uganda,
Plot. No. 1321. Block 12 Mengo – Kisenyi
P.O. Box 10446 Kampala. Uganda
E-mail to: [email protected]
Deadline: 7th November
2016
2016
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