Job Title: Senior Finance and Administration Officer
Organisation: Humanitarian
Initiative Just Relief Aid (HIJRA)
Initiative Just Relief Aid (HIJRA)
Funding Source: UNHCR
Duty Station: Uganda
Reports to: Field Program
Coordinator
Coordinator
About US:
Humanitarian Initiative Just Relief Aid (HIJRA) is an international
African humanitarian and development organization that positively contributes
towards improving the living standards and conditions of those adversely
affected by disasters and conflict in the Horn, East & Central Africa by
implementing WASH, Health, Education, Livelihoods, Community service &
development and Protection programs in the region for a period of more than 20
years.
African humanitarian and development organization that positively contributes
towards improving the living standards and conditions of those adversely
affected by disasters and conflict in the Horn, East & Central Africa by
implementing WASH, Health, Education, Livelihoods, Community service &
development and Protection programs in the region for a period of more than 20
years.
About UNHCR Project:
HIJRA with funding from the UNHCR in Uganda is implementing a
multi-sectoral Program for refugees in Oruchinga settlement (Isingiro
district), Nakivale settlement (Isingiro district) and Nyakabande Transit
Center (Kisoro district).
multi-sectoral Program for refugees in Oruchinga settlement (Isingiro
district), Nakivale settlement (Isingiro district) and Nyakabande Transit
Center (Kisoro district).
Job Summary: The Senior Finance and Administration Officer
establishes and maintains efficient administrative systems and procedures as
well as control mechanisms to support the smooth running of the operations and
ensures compliance with HIJRA/UNHCR administrative and financial rules and
procedures. The incumbent also oversees the day-to-day financial and
administrative resources of the office; conducts regular checks of the internal
controls, leads the preparation of the monthly accounts closure of the
operation, proposes the administrative budgets of the office, ensuring that disbursements
are in accordance with the administrative budget and HIJRA/UNHCR’s Financial
Rules.
establishes and maintains efficient administrative systems and procedures as
well as control mechanisms to support the smooth running of the operations and
ensures compliance with HIJRA/UNHCR administrative and financial rules and
procedures. The incumbent also oversees the day-to-day financial and
administrative resources of the office; conducts regular checks of the internal
controls, leads the preparation of the monthly accounts closure of the
operation, proposes the administrative budgets of the office, ensuring that disbursements
are in accordance with the administrative budget and HIJRA/UNHCR’s Financial
Rules.
Key Duties and
Responsibilities:
Responsibilities:
Partner/ Grant:
·
Maintain the accounts of the partners
(Sub-grants) by keeping an updated file on the disbursements and the expenditures
incurred and qualified by HIJRA at any given time and reviewing and filing the
qualified expenditures from the partners.
Maintain the accounts of the partners
(Sub-grants) by keeping an updated file on the disbursements and the expenditures
incurred and qualified by HIJRA at any given time and reviewing and filing the
qualified expenditures from the partners.
·
Ensure that all the money received is accurately
recorded in the source document in readiness to posting on a daily basis.
Ensure that all the money received is accurately
recorded in the source document in readiness to posting on a daily basis.
·
Maintain electronic and hard copy filing system
and retrieve documents from filing system when required
Maintain electronic and hard copy filing system
and retrieve documents from filing system when required
Financial Management (Bank and Cash):
·
Post payments into the online banking and remit
them to the Payee upon authorization
Post payments into the online banking and remit
them to the Payee upon authorization
·
Receive documents from the field and confirm
accuracy with the attached document checklist
Receive documents from the field and confirm
accuracy with the attached document checklist
·
The jobholder accurately and timely prepare the
payment vouchers and attach the necessary documents before submitting them to
the supervisor for review based on the lead time as agreed.
The jobholder accurately and timely prepare the
payment vouchers and attach the necessary documents before submitting them to
the supervisor for review based on the lead time as agreed.
·
Update the cash book in the MS Excel and compare
the balances on a weekly basis and ensure that there is a completed month end
report submission with the accurate balances obtained in the system.
Update the cash book in the MS Excel and compare
the balances on a weekly basis and ensure that there is a completed month end
report submission with the accurate balances obtained in the system.
·
Carry out weekly comprehensive checks to ensure
that the accountability documents from the various departments are received
within seven days and the supporting documents are in line with the set
policies and procedures ensuring these are attached to relevant off and online
systems before submission for approval.
Carry out weekly comprehensive checks to ensure
that the accountability documents from the various departments are received
within seven days and the supporting documents are in line with the set
policies and procedures ensuring these are attached to relevant off and online
systems before submission for approval.
·
Preparation and submission of Bank
reconciliation every 5th of the month for review of the Head of Finance and
Administration as part of the month end submissions.
Preparation and submission of Bank
reconciliation every 5th of the month for review of the Head of Finance and
Administration as part of the month end submissions.
·
Ensure the payroll statutory payments have been
made to the relevant authorities within the stipulated time.
Ensure the payroll statutory payments have been
made to the relevant authorities within the stipulated time.
Cash Flow Management:
·
Management of petty cash and reporting on
balances on monthly basis. Ensure Monthly cash count and sign off is
maintained.
Management of petty cash and reporting on
balances on monthly basis. Ensure Monthly cash count and sign off is
maintained.
·
Ensure top up is done according the work plan
and scheduled as such with replenishment done timely.
Ensure top up is done according the work plan
and scheduled as such with replenishment done timely.
Administration/ Logistics (Assets):
·
Coordinate maintenance of office equipment and
security details within the office. In liaison with the Head of Finance and
Administration and ensure maintenance of a schedule for approval for regular
and routine maintenance, with timely requests made as per schedule.
Coordinate maintenance of office equipment and
security details within the office. In liaison with the Head of Finance and
Administration and ensure maintenance of a schedule for approval for regular
and routine maintenance, with timely requests made as per schedule.
·
Management of the inventory and asset register
and submission of the related reports at the end of each month.
Management of the inventory and asset register
and submission of the related reports at the end of each month.
·
Perform any other duties assigned by the
supervisor
Perform any other duties assigned by the
supervisor
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate for the HIJRA Senior Finance
and Administration Officer vacancy must hold a Bachelor of Commerce (BCOM)
degree with a major in Accounting or Finance
The ideal candidate for the HIJRA Senior Finance
and Administration Officer vacancy must hold a Bachelor of Commerce (BCOM)
degree with a major in Accounting or Finance
·
Certified Public Accountant Part 2 (CPA 2) or
its equivalent
Certified Public Accountant Part 2 (CPA 2) or
its equivalent
·
Three years’ experience in Finance, Procurement
and Logistics in a busy INGO
Three years’ experience in Finance, Procurement
and Logistics in a busy INGO
·
Wide experience in the use of computer
applications; clear understanding on the usage of Navigation (ERP) Software,
and other financial software systems
Wide experience in the use of computer
applications; clear understanding on the usage of Navigation (ERP) Software,
and other financial software systems
·
Previous exposure and experience in managing
donor funds and ensuring compliance with donor requirements;
Previous exposure and experience in managing
donor funds and ensuring compliance with donor requirements;
·
Broad knowledge and understanding of risks and
related relevant controls primarily in the overall grant cycle including
program, financial and procurement cycles
Broad knowledge and understanding of risks and
related relevant controls primarily in the overall grant cycle including
program, financial and procurement cycles
·
Supervisory skills.
Supervisory skills.
·
Excellent communication skills
Excellent communication skills
·
Ability to analyses, interpret and present
monthly reports and maintain accurate records/ chronological filling for
retrieval/ reference.
Ability to analyses, interpret and present
monthly reports and maintain accurate records/ chronological filling for
retrieval/ reference.
·
Ability to work as part of the team
Ability to work as part of the team
·
Flexible and reliable with a sense of priority
and self-awareness
Flexible and reliable with a sense of priority
and self-awareness
·
High levels of confidentiality and
accountability.
High levels of confidentiality and
accountability.
How to Apply:
All suitably qualified and interested candidates should send an
application letter and Curriculum Vitae including telephone and email contacts
of three referees including your current/most recent employer.
application letter and Curriculum Vitae including telephone and email contacts
of three referees including your current/most recent employer.
Application should be addressed to the:
Country Program Manager,
Humanitarian Initiative Just Relief Aid (HIJRA),
P.O. Box 37703, Kampala, Uganda.
Email to:
[email protected]. The subject line should read: “Senior Finance and
Administration Officer.”
[email protected]. The subject line should read: “Senior Finance and
Administration Officer.”
Deadline: 20th December 2016
For more of the latest jobs, please visit https://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline
find us on our facebook page https://www.facebook.com/UgandanJobline