Administration and Finance Officer Swedish NGO Jobs – ERIKS Development Partner

Job Title:        Administration and Finance Officer
Organisation: ERIKS
Development Partner
Duty Station: Kampala,
Uganda
Reports to: Regional
Representative
About US:
ERIKS Development Partner is a
Swedish NGO promoting children’s rights. ERIKS’ vision is to change the world
by giving children the opportunity to realize their ambitions and enjoy their
rights. The NGO, founded in 1967, is based on Christian values. ERIKS carries
out development projects by promoting the rights of the child to education,
health and protection. In addition, it responds to humanitarian crises. ERIKS
works in partnership with national NGOs to build the capacity of civil society
and for more relevant, effective and sustainable implementation of its actions.
In East Africa, ERIKS operates in four countries; Uganda, Kenya, South Sudan
and Tanzania. Much of the work is funded by the Swedish International
Development Agency (Sida) through the Swedish Mission Council (SMC). The
regional office provides close monitoring and support to partner NGOs in the
region, in collaboration with the East Africa Program Coordinator (PC) based at
ERIKS headquarters in Sweden.
Job Summary: The
Administration and Finance Officer is responsible for the effective and
efficient management of the budget and assets and will ensure the transparent
organization of procurement of goods and services in order to support team
members and partners in administrative and financial management. He/she must
secure and preserve organization assets, equipment, and programs through the
application of policies and procedures.
Key Duties and Responsibilities:
Administration and Logistics
Duties:
  • Handle
    administrative function of ERIKS RO, responsible for providing support and
    accountability.
  • Receiving
    RO guests and logistics preparations. Coordination of service providers
    and ensuring their timely payments
  • Follow
    up administrative issues with relevant ministries/ stakeholders to ensure
    that ERIKS as an organization, staff and assets are complying at all times
    with relevant local laws.
  • Coordinate
    the procurement process for goods and services
  • Preparation
    of purchase orders for goods and services
  • Prepare
    limited consultation files and bidding documents
  • Provide
    consulting support for the development and monitoring of commitments (purchase
    orders and contracts with suppliers and service providers)
  • Coordinate
    bid evaluation (technical, administrative, financial). Ensure that
    contractual documents relating to acquisitions and contracts are available
    and well archived. Ensure effective and efficient logistics management
  • Provide
    support in the planning and preparation of the missions of the ERIKS
    regional staff (ticket reservation, management of mission expenses,
    transports, etc.)
  • Assist
    in the planning, implementation and follow-up of practical aspects related
    to workshops and trainings organized by ERIKS in the four countries of
    intervention (room rental, invitations and registration of participants,
    coordination of meals, etc.)
  • Manage
    insurance cover for equipment, travel and vehicles if any and coordinate
    with SF regarding health and GPA insurance
Finance and Accounting:
  • Manage
    the accounting of the operating expenses of the regional office and ensure
    the good archiving of the accounting documents
  • Prepare
    financial reports on the operation of the regional office for the
    preparation of consolidated financial reports for dissemination and
    decision-making.
  • Prepare
    and submit quality financial management reports (monthly, quarterly and
    annual).
  • Ensure
    timely liquidation of advances
  • Submit
    timely bank reconciliation statements reports to FMO for consolidation
  • Prepare
    and provide cash management to ensure the availability of funds for
    operations.
  • Provide
    support in budget monitoring and regular dispatch of administrative and
    financial documents to ERIKS headquarters for the provision of regional
    office accounts
  • Assist
    in the annual budget of the ERIKS regional office
  • Manage
    financial transactions to meet objectives and requirements for financial
    expenses and reporting.
  • Implement
    internal financial controls & payment processes to achieve value for
    money at all times.
  • Ensure
    proper documentation of all transactions, cross referencing, recording and
    filing.
  • The
    jobholder will operate as authorised bank agent for the ERIKS office.
  • Assist
    the Regional office team in the support of NGO partners:
  • Assist
    in the preparation and analysis of project budgets proposed by ERIKS
    partners
  • Assist
    in the analysis of periodic financial reports and audit reports
  • Assist
    in the selection of auditors
  • Assist
    in organizational assessments
  • Assist,
    in visits to local partners and write follow-up reports
  • Assist
    in drafting the financial part of donor reports and project proposals



Qualifications, Skills and Experience: 
  • The
    ideal candidate for the Administration and Finance Officer job placement
    must hold an undergraduate degree in finance, accounting, commerce.
  • Possession
    of post graduate qualifications and professional qualifications is an
    added advantage.
  • Seven
    (7) years of experience in the areas of administrative (purchasing &
    logistics) and financial management of NGOs, including at two years of
    experience as a supervisor
  • Ability
    to use a computer and knowledge of certain software and applications for accounting
    and Microsoft Excel (Word, Spreadsheets, Power Point, Internet, etc.)
  • Good
    knowledge of written and spoken English
  • Proven
    ability to provide support, guidance and training to partners
  • Excellent
    problem-solving skills.
  • Ability
    to deliver results on time
  • Ability
    to work independently with minimal supervision
  • Excellent
    negotiation and relationship management.
  • Analytical
    and anticipating
  • Ability
    to write clear, concise reports and budgets
  • Communicate
    clearly and effectively.
  • Demonstrate
    flexibility and understanding.
  • A
    sense of fairness, transparency and rigor
  • Integrity
  • Pro
    activity and able to take initiative
  • Ability
    to work under pressure.
  • Share
    the core values, vision and mission of ERIKS
  • Excellent
    morals and renounce all forms of corruption and embezzlement
How to Apply:
All suitably qualified and
interested candidates should send a detailed Curriculum Vitae, a motivation
letter and professional references (all in English) via e-mail to the following
address: application@eriksdevelopment.org. Please put the name of the candidate as the
subject of the message.
Deadline: 15th January 2018
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