Finance and Administration Officer NGO Job Careers – Danish Refugee Council (DRC)

Organisation: Danish
Refugee Council (DRC)
Duty Station: Uganda
Reports to: Support
Services Manager
About US:
The Danish Refugee
Council (DRC) is a private, independent, humanitarian organization working on
all aspects of the refugee cause in more than 36 countries throughout the
world. The aim of DRC is to protect refugees and internally displaced persons
(IDPs) against persecution and to promote durable solutions to the problems of
forced migration, on the basis of humanitarian principles and human rights. DRC
works in accordance with the UN Conventions on Refugees and the Code of Conduct
for the ICRC and NGOs in Disaster Relief.
Job Summary:   The Finance and Administration Officer will
mainly facilitate the efficient and effective financial/administrative
operation of DRC operational office. She/he will ensure compliance with all DRC
Operations Handbook Manual (OHB) alongside donor policies, procedures,
guidelines and rules. She/he will seek and receive policy guidance/
instructions and support from Project Manager, Financial Manager on their
respective areas of responsibilities.
Key Duties and Responsibilities: 
Finance Roles
  • Maintain financial files (physical and soft copies) and records
    according to DRC Operations handbook.
  • Assist with preparation of the budgets.
  • Implement financial policies and procedures.
  • Establish the cash requirements, and maintain adequate cash levels
    and related cash controls, safe custody of safe keys.
  • Ensure weekly cash counts and reconciliations by DRC Operational office
    are conducted every Friday of the week, reviewed by the Support Services
    Manager and filed in Kampala for review by Finance Manager the following
    Monday.
  • Ensure month end cash counts are properly supervised and submitted
    to DRC Country office in Kampala by 1st of every month.
  • Confirm that full accountabilities (documentations) are obtained for
    all expenditures and validity of claims all financial claims.
  • Ensure weekly cashbook preparation with complete documentation for
    all the projects for review by Support Services/Finance Manager every
    Friday of the week.
  • Ensure transactions are properly recorded and entered into the cash
    books on a daily basis.
  • Maintain and reconcile daily, weekly and monthly cash books and
    budget follow ups.
  • Prepare and reconcile bank statements.
  • Ensure that monthly cash books are submitted to Finance Manager and
    Support Services Manager by the 5th of every month.
  • Process approved payments of supplier / service provider invoices on
    the basis of complete documentation.
  • Prepare schedules for all taxes withheld or paid on a monthly basis
    where relevant and submit to Finance Manager for verification before
    submission to the relevant authorities.
  • Assist with the monthly, quarterly and annual DRC and donor reports
    preparation.
  • Supporting all units to adequately prepare for both internal and
    independent audits.
  • Ensure copies of project files and related documents are submitted
    to DRC Country office, Kampala for back up storage in both hard and soft
    copies.
  • Keep copies of all documents submitted to DRC Country office in
    Kampala in file for reference.
  • Supervise scanning of vouchers and supporting documents and sees
    that proper filing is done in accordance with donor requirements and / or
    DRC OHB manual.
  • Inform the Support Services Manager on all financial issues which
    can affect the execution of the DRC Programmes.
  • Ensure the safeguarding of all available funds.
  • Prepare Payment Vouchers and review Order Requests in accordance
    with the approved authority Matrix and running budgets.
  • Reconcile the accounts payables.
  • Accurately prepare the necessary documents, compile source documents
    and daily postings of all the paid transactions in the cash books.
  • Reconcile the accounts receivables/advances and Issue receipts for
    all the funds received.
  • Ensure the preparation and submission of staff details including
    Timesheets to Human Resources Officer and Support Services Manager for
    verification and computations.
Administrative
Tasks
  • Responsible for the storage and restocking of office consumables
    (Stationery and Kitchen etc) for field offices.
  • Advice and support the Support Services Manager on all
    administration and premises-related matters within the office.
  • Coordinate and forward to the Administrator (Kampala) all travel
    requirements local and international and procure travel tickets.
  • Monitor all service contracts (compound, internet etc), forward
    renewal contract needs to the Support Services Manager and ensure related
    contract payments are done before expiry of contract period.
  • Supervise the Finance and Admin Assistant, Office Attendants and
    Housekeepers.
  • Responsible for update of all e-files in the back-up hard drive on a
    weekly basis.
  • Responsible for timely scanning of all vouchers and timely
    submission to the Kampala office for onward dispatch to HQ on a monthly
    basis.
  • Support the Support Services Manager in the creation of standard
    contracts for Works, Goods and Services in line with local regulations
    where applicable.
  • Ensure a proper filing system is put in place at FO level for any
    contracts in a separate file, using a chronological sequencing of
    contracts per project. This requires the release of Statements of
    Contracts for each Contract as per DRC template.
  • Ensure contracts are respected and paid for according to agreed
    terms of payments.
  • Manage any other relevant administrative management issues.
  • Uphold the DRC’s Code of Conduct.
  • Any other duties as may be assigned from time to time.


Qualifications, Skills and Experience: 
  • The ideal candidate for the Danish Refugee Council (DRC) Finance and
    Administration Officer job placement should hold a Degree in Finance or
    Accounting and final or Part certification in CPA or ACCA
  • A minimum of three to four years of work experience in finance or
    accounting in INGOs.
  • Excellent knowledge in preparing major international donor reports.
  • Possess strong analytical and conceptual skills.
  • Proven management skills
  • Fluent in written and spoken English.
  • Proven commitment to accountable practices.
  • Knowledge of working in challenging environments.
  • Proven ability to manage large and varied workloads, and can manage
    stress constructively.
  • Proven ability to prioritize tasks, meet deadlines and work with
    limited supervision.
  • Pro-active, stable and robust character and a good team-player.
  • Excellent communication skills, calm and a good sense of humor.
  • Excellent interpersonal skills and demonstrated ability to establish
    effective working relations at all levels
How to Apply:
Applications should
be in English and include the following:
  • A cover letter (1 page) in which you
    explain why you are interested in the position and how you meet the
    qualities and qualifications criteria and salary expectations.
  • Concise and accurate CV (maximum 3
    pages). The CV should include information about your qualification,
    relevant training courses, Work experience, name and contact details of 3
    relevant references.
Please send your
Cover letter, CV and Academic certificates by email
to recruitment@drcuganda.org. Please clearly indicating position name in
the subject line.
Deadline: 22nd July 2018 by 5:00 pm
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latest jobs, please visit http://www.theugandanjobline.com or
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