Job Title: Project Accountant & Administrator
Organization: Farm Africa
Duty Station: Moroto, Uganda
Reports to: Project
Coordinator
Coordinator
About US:
Farm Africa is an international non-governmental organization working
to end hunger and bring prosperity to rural Africa. We work to increase the
incomes and improve food security of smallholder farmers, pastoralists,
agro-pastoralists, and forest dwellers in East Africa. A core part of our
strategy is to ensure that our interventions are both economically sustainable
and scalable. The systematic integration of market linkages in implementing programmes
is crucial to our ability to scale our interventions cost-effectively.
to end hunger and bring prosperity to rural Africa. We work to increase the
incomes and improve food security of smallholder farmers, pastoralists,
agro-pastoralists, and forest dwellers in East Africa. A core part of our
strategy is to ensure that our interventions are both economically sustainable
and scalable. The systematic integration of market linkages in implementing programmes
is crucial to our ability to scale our interventions cost-effectively.
About the Project:
This is a four year fixed-term contract during which the post-holder
will be responsible for ensuring a high standard of financial management on Farm
Africa’s US $3.2 million Livestock for Livelihoods project in Karamoja.
will be responsible for ensuring a high standard of financial management on Farm
Africa’s US $3.2 million Livestock for Livelihoods project in Karamoja.
Job Summary: The Project Accountant
& Administrator will primarily
perform the following duties: establishing financial and administrative systems
in a new project office, maintaining accurate financial records, budgeting,
financial reporting, procurement, payment processing, audit planning, managing
personnel records, facilities management and line management of three staff.
& Administrator will primarily
perform the following duties: establishing financial and administrative systems
in a new project office, maintaining accurate financial records, budgeting,
financial reporting, procurement, payment processing, audit planning, managing
personnel records, facilities management and line management of three staff.
Key Duties and
Responsibilities:
Responsibilities:
Accounting and Finance – managing income and expenditure processing,
and maintaining accurate financial records – in particular:
and maintaining accurate financial records – in particular:
·
Ensuring prompt and accurate accounting for all
projectincome and expenditure using QuickBooks
Ensuring prompt and accurate accounting for all
projectincome and expenditure using QuickBooks
·
Ensuring that proper accounting records are
maintained across all field sites including debtor and creditor listings and
staff working advance records, carrying out monthly reconciliations
Ensuring that proper accounting records are
maintained across all field sites including debtor and creditor listings and
staff working advance records, carrying out monthly reconciliations
·
Coding and gaining authorisation for all
expenditure according to Farm Africa procedures
Coding and gaining authorisation for all
expenditure according to Farm Africa procedures
·
Ensuring timely payment of all invoices and
expenditures
Ensuring timely payment of all invoices and
expenditures
·
Preparation of monthly payroll payment requests
and calculation of statutory contributions due
Preparation of monthly payroll payment requests
and calculation of statutory contributions due
·
Ensuring enough cash available for smooth
implementation of the project by preparing and submitting monthly cash forecast
to the Uganda Country Office.
Ensuring enough cash available for smooth
implementation of the project by preparing and submitting monthly cash forecast
to the Uganda Country Office.
·
Ensuring Finance & Administration Assistants
in field offices have sufficient cash available to meet project running costs
Ensuring Finance & Administration Assistants
in field offices have sufficient cash available to meet project running costs
·
Undertaking regular banking duties including
checking of balances, prompt cash and cheque deposits, collecting bank
statements periodically as may be required. And acting as a bank agent for Farm
Africa
Undertaking regular banking duties including
checking of balances, prompt cash and cheque deposits, collecting bank
statements periodically as may be required. And acting as a bank agent for Farm
Africa
·
Performing monthly general ledger accounting
reconciliations and analysis ensuring accuracy of ledger and month end
reporting in accordance with GAAP, organisational policy and donor regulations.
This includes reconciliations of bank, cash, SWA, Prepayments and
creditors/Inter-project accounts
Performing monthly general ledger accounting
reconciliations and analysis ensuring accuracy of ledger and month end
reporting in accordance with GAAP, organisational policy and donor regulations.
This includes reconciliations of bank, cash, SWA, Prepayments and
creditors/Inter-project accounts
Financial reporting including:
·
Supplying accurate and complete monthly project
accounts to the Country Office team.
Supplying accurate and complete monthly project
accounts to the Country Office team.
·
Producing financial reports in line with donor
reporting requirements
Producing financial reports in line with donor
reporting requirements
·
Reviewing and feeding back on monthly Budget
Monitoring Reports
Reviewing and feeding back on monthly Budget
Monitoring Reports
Budgeting and budget management tasks including:
·
Assisting the Project Coordinator with preparing
and checking of budgets during the annual planning process
Assisting the Project Coordinator with preparing
and checking of budgets during the annual planning process
·
Assisting the Project Coordinator with preparing
and checking budget revisions during the year as required
Assisting the Project Coordinator with preparing
and checking budget revisions during the year as required
·
Assisting the Country Office team with
developing draft budgets for new programmes
Assisting the Country Office team with
developing draft budgets for new programmes
Ensuring compliance with standards contained in the Farm Africa Finance
Procedures Manual, and in particular:
Procedures Manual, and in particular:
·
Advising the Project Coordinator and/or Country
Representative on relevant budgetary control measures to address any identified
weakness in policy and/or practice.
Advising the Project Coordinator and/or Country
Representative on relevant budgetary control measures to address any identified
weakness in policy and/or practice.
·
Feeding back any pertinent financial management
issues to the Finance Administrative Manager and/or Country Representative
Feeding back any pertinent financial management
issues to the Finance Administrative Manager and/or Country Representative
·
Ensuring annual project audit is carried out on
time and conducted in an organized manner
Ensuring annual project audit is carried out on
time and conducted in an organized manner
·
Ensuring all procurement is carried out in
adherence to Farm Africa’s procurement policies.
Ensuring all procurement is carried out in
adherence to Farm Africa’s procurement policies.
·
Ensuring time sheets are completed where
necessary (any staff member who is not 100% dedicated to the project)
Ensuring time sheets are completed where
necessary (any staff member who is not 100% dedicated to the project)
·
Ensuring driver and vehicle log books in place,
that fuel records for all vehicles are analyzed on a monthly basis, and that
cars and motorcycles are comprehensively insured are being maintained and
serviced according to supplier guidelines.
Ensuring driver and vehicle log books in place,
that fuel records for all vehicles are analyzed on a monthly basis, and that
cars and motorcycles are comprehensively insured are being maintained and
serviced according to supplier guidelines.
Line management:
·
Assisting the Driver (Moroto) and Finance&
Admin Assistants with managing their workload in accordance with the
requirements of other project team members
Assisting the Driver (Moroto) and Finance&
Admin Assistants with managing their workload in accordance with the
requirements of other project team members
·
Holding supervision sessions with the Driver
(Moroto) at least once per quarter (to discuss progress against work plans and
targets and resolve any outstanding issues)
Holding supervision sessions with the Driver
(Moroto) at least once per quarter (to discuss progress against work plans and
targets and resolve any outstanding issues)
·
Holding supervision sessions with the
Finance& Admin Assistants at least once per month (to discuss progress
against work plans and targets and resolve any outstanding issues)
Holding supervision sessions with the
Finance& Admin Assistants at least once per month (to discuss progress
against work plans and targets and resolve any outstanding issues)
·
Ensuring all direct reports have objectives in
place and their performance regularly appraised in line with Farm Africa’s
systems and policies.
Ensuring all direct reports have objectives in
place and their performance regularly appraised in line with Farm Africa’s
systems and policies.
Playing a key role in delivering the wider objectives of Farm Africa’s
Livestock for Livelihoods project in Uganda including:
Livestock for Livelihoods project in Uganda including:
·
Facilities management for Moroto Office, and
oversight of facilities management in satellite offices
Facilities management for Moroto Office, and
oversight of facilities management in satellite offices
·
Assisting with facilitating monitoring and
communications visits from Donors and/or the wider Farm Africa team
Assisting with facilitating monitoring and
communications visits from Donors and/or the wider Farm Africa team
·
Maintaining proper personnel files for the
Livestock for Livelihoods project team such as leave records, annual appraisals
and general personal records
Maintaining proper personnel files for the
Livestock for Livelihoods project team such as leave records, annual appraisals
and general personal records
·
Undertaking any other duties as reasonably
requested by the project coordinator
Undertaking any other duties as reasonably
requested by the project coordinator
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate for the Farm Africa job placement
should hold a Bachelor’s Degree in Accounting or Finance.
The ideal candidate for the Farm Africa job placement
should hold a Bachelor’s Degree in Accounting or Finance.
·
At least three years’ experience working in an
accounting position preferably in an INGO
At least three years’ experience working in an
accounting position preferably in an INGO
·
Good working knowledge of QuickBooks
Good working knowledge of QuickBooks
·
Previous exposure and experience of producing
project budgets and monitoring activities
Previous exposure and experience of producing
project budgets and monitoring activities
·
Experience of producing content for donor
reports
Experience of producing content for donor
reports
·
Experience of managing procurement processes
Experience of managing procurement processes
·
Experience of managing other staff
Experience of managing other staff
·
Experience of facilities and/or fleet management
Experience of facilities and/or fleet management
·
Strong written and verbal communication skills,
including the ability to communicate with people from a broad range of
backgrounds.
Strong written and verbal communication skills,
including the ability to communicate with people from a broad range of
backgrounds.
·
Good working knowledge of Microsoft Office
programmes, in particular Word, Excel and PowerPoint
Good working knowledge of Microsoft Office
programmes, in particular Word, Excel and PowerPoint
·
Able to work under own initiative
Able to work under own initiative
·
Flexible and ‘can do’ attitude
Flexible and ‘can do’ attitude
·
Honesty and Integrity
Honesty and Integrity
·
Team player
Team player
Desired Qualifications:
·
Professional accounting CPA (III) Qualification
Professional accounting CPA (III) Qualification
·
Experience working in an International NGO is
desired
Experience working in an International NGO is
desired
·
Previous experience of using SUN accounting
systems is an added advantage
Previous experience of using SUN accounting
systems is an added advantage
·
Excellent knowledge and understanding of URA
requirements and processes is desired
Excellent knowledge and understanding of URA
requirements and processes is desired
·
Demonstrable experience of administering payroll
using an online system
Demonstrable experience of administering payroll
using an online system
·
Experience of managing non-finance staff
Experience of managing non-finance staff
·
Experience of maintaining HR and personnel
records
Experience of maintaining HR and personnel
records
·
Experience of establishing financial processes
and procedures on new programmes
Experience of establishing financial processes
and procedures on new programmes
·
Experience of managing project-level audits
Experience of managing project-level audits
Values: Farm Africa’s values are very important to
us as an employer and they are also very important to our employees. All
prospective employees should take some time to carefully consider our values
and how they fit with your own personal values before attending interview with
Farm Africa. Farm Africa seeks to
employ those who believe, as we do, that farmers can and will play a key role
in achieving long-term rural prosperity in Africa and who seek to deliver on
those beliefs by:
us as an employer and they are also very important to our employees. All
prospective employees should take some time to carefully consider our values
and how they fit with your own personal values before attending interview with
Farm Africa. Farm Africa seeks to
employ those who believe, as we do, that farmers can and will play a key role
in achieving long-term rural prosperity in Africa and who seek to deliver on
those beliefs by:
·
Being experts in our field, delivering
insightful/impactful evidence-based solutions
Being experts in our field, delivering
insightful/impactful evidence-based solutions
·
Pushing boundaries, being creative with new and
old solutions
Pushing boundaries, being creative with new and
old solutions
·
Acting for the longterm, building relationships
and delivering long-lasting change for farmers
Acting for the longterm, building relationships
and delivering long-lasting change for farmers
·
Working flexibly, taking advantage of the most
effective solutions, whether from the communities, private sector or government
Working flexibly, taking advantage of the most
effective solutions, whether from the communities, private sector or government
·
Sharing knowledge with others, reaching more
farmers than we do alone, ensuring effective technologies are widely accessed.
Sharing knowledge with others, reaching more
farmers than we do alone, ensuring effective technologies are widely accessed.
How to Apply:
All suitably qualified and interested candidates should send an updated
CV, salary history, and a two-page supporting statement detailing how you meet
the person specification to [email protected] including ‘Project
Accountant & Administrator’ in the subject line. Please DO NOT send
additional documents such as certificates and references with your application.
Shortlisted candidates ONLY will be required to provide these documents during
the interview process.
CV, salary history, and a two-page supporting statement detailing how you meet
the person specification to [email protected] including ‘Project
Accountant & Administrator’ in the subject line. Please DO NOT send
additional documents such as certificates and references with your application.
Shortlisted candidates ONLY will be required to provide these documents during
the interview process.
Deadline: Friday 3rd November
2017 by 5.00pm EAT
2017 by 5.00pm EAT
NB: Interviews are expected to take place w/c 20th November 2017 at
Farm Africa’s country office in Kampala. Only shortlisted candidates will be
contacted.
Farm Africa’s country office in Kampala. Only shortlisted candidates will be
contacted.
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