2 Project Support Officer Job Placements – War Child Holland (WCH)

Job
Title:            
 Project
Support Officers (2 Job Placements)
Organisation: War
Child Holland (WCH)
Duty Station: Uganda
Salary: UGX
1.541,054 – UGX 2,391,453
Reports to: Team
Leader
About US:
War Child Holland
(WCH) is an International non-profit organization that has been working in
Uganda since 2004, mainly in the Lord’s Resistance Army (LRA) affected areas.
As the situation in Uganda has stabilized, WCH has closed its programs related
to the LRA conflict and started a refugee response program in early 2016 in the
West Nile region, offering psychosocial support to children, young people and
families in the refugee and host communities. In addition to psychosocial
support, the country office is in the process of establishing education
projects with partners.
Job Summary:  The Project Support Officers will;
  • Ensure that all sub-office financial transactions are in accordance
    with War Child Holland’s policies and procedures and deliver timely,
    reliable and accurate high-quality accounting and reporting activities.
  • Ensure the monitoring and collection of receivable and payable.
  • Responsible for the cash management of the sub-office.
  • Responsible for the operations support of the sub-office; administration,
    HR and logistics.
  • Ensures compliance with local laws and statutory audit and financial
    reporting requirements as well as WCH and donors’ policies and procedures.
Key Duties and Responsibilities: 
Financial
Accounting, Management and Reporting
  • Assist with projects forecast management and money request
    preparation in close cooperation with Team Leader/PC, submit monthly cash
    flow needs on or before the due date;
  • Ensure timely and accurate data entries in cashbook, bankbook and
    UNIT4 on a daily basis and ensure that all financial data is properly
    entered and closely monitor to ensure that correct account codes and fund
    codes are entered for each transaction, following the standard
    descriptions defined in WCH’s Global Finance Manual and Uganda Finance
    SOP;
  • Ensure purchases of goods greater than the petty cash threshold
    determine whether; Type and unit price of each item on the invoice matches
    the same information per the purchase order. And all documents have
    sufficient approval and signing authority;
  • Ensure disbursement (cheque or cash) request form is adequately
    supported by documentation and has been properly approved, check the
    mathematical accuracy of the invoice;
  • Communicate accounts on a monthly basis to the country office,
    respecting UNIT4 procedures and deadlines in line with the monthly
    accounting schedule as per Finance Procedures;
  • Manage the presentation, circulation, filing of vouchers and
    archiving of accounting and financial documents in compliance with Finance
    procedures;
  • Review all sub-ledger balances on a weekly basis and collect
    outstanding receivables;
  • Ensure that reminders for all outstanding receivable are sent to
    staff responsible and make follow up on the collection;
  • Ensure that all cash receipts are recorded and banked promptly and
    intact;
  • Ensure that all deductions where applicable are done on a monthly
    basis;
  • Ensure that the sub-office has cash at all times and maintaining
    minimum balances and respecting maximum limits in the accounts;
  • Timely Booking of receipts;
  • Ensure that all sub-office finance related issues that may arise out
    of the monthly financial review are followed up and addressed
    conclusively;
  • On a monthly basis prepare and submit reconciliations;
Logistics &
Administration
Procurement
  • Ensure proper understanding and adherence to WCH rules and
    regulations and that all procurement documents are completed timely and
    have sufficient and accurate supporting documentation;
  • Work closely with program staff to prepare and update on a weekly
    basis the procurement plan, provide guidance and input to program staff on
    the feasibility and allowability of procurement;
  • Manage procurement requests from individuals and projects in a
    timely, expeditious and effective manner, ensuring that these are, duly
    approved, provided for in budgets, correctly described and coded and in
    compliance with WCH and donor policies and procedures;
  • Maintain an updated and active vendor (approved) database at all
    times and periodically, through the tender committee, review the list and
    facilitate its approval;
  • Ensure that each undertaken procurement is fully documented, in
    compliance with WCH/Donor requirements and documents are appropriately
    filed and safeguarded;
  • Ensures timely and accurate procurement of all goods according to
    approved budget lines and donor guidelines;
  • Review requests submitted by program staff and issue requests for
    payments from the country office upon mission, tasks, service
    accomplishments are received from service provider;
  • Ensure the proper collection and archiving of new vendors files;
  • Maintain procurement and logistics information management filing
    system for contracts and expenditures;
  • Ensure appropriate, timely and documentation of distribution of good
    to beneficiaries as per project plans ensuring distribution lists, way bill
    and final receipt confirmations are in place for each delivery.
Office
Administration, Safety & Security;
  • Coordinate the logistics activities in close collaboration with the
    program and support staff this includes but not limited to; arranging for
    accommodation bookings and transportation of goods;
  • Assess the needs and oversee the installation of office equipment,
    supplies, utilities (stationary, filing systems, photocopier, furniture,
    water, electricity, etc.);
  • Ensure office supplies are always renewed when necessary and
    initiate the procurement of supplies;
  • Ensure office premises, accommodation are managed, maintained and
    meet assessed required security standards, including medical kit and fire
    extinguishers;
  • Ensure an updating listing of service providers for, IT service
    provider, taxi, car rental, fuel, internet service, and similar running
    costs;
  • Act as the safety and security focal point for the sub-office
  • Participate in the yearly review of the security SOPs
  • Ensure visitors are provided with welcome package and ensure the
    required forms are on file
  • Provide safety and security brief to new joiners and visitors and be
    the S&S focal point during their visit
  • Report and archive security incidents
  • Train drivers on emergency response
  • Send emergency texts and alerts of protests and road closures to
    staff, visitors, and partners
Fleet and
vehicles movement;
  • Organize and maintain the vehicle movements as per team needs.
  • Maintain WCH transportation procedures and vehicles maintenance.
  • Ensure that the administrative documents for all vehicles are
    available, filed, and monitored.
  • Monitor the use of vehicles and motorbikes (consumption and mileage,
    damages, administrative documents), consolidate, analyze and report the
    data for each vehicle/motorbike and submit monthly report to the county
    office.
  • Ensure the timely and accurate scheduling and maintenance of
    vehicles and motorbikes.
  • Ensure the proper ordering, dispatch, use and follow up of fuel
    cards and logbooks.
  • Verify that the rental vehicles and taxi companies comply with WCH
    regulations and needs.
  • Maintain proper rental records/agreements;
  • Report all cars incident to the line manager and prepare the
    relevant reports.;
  • Give initiatives and implement activities for the proper function of
    the fleet management
Assets Management
  • Manage WCH asset tracker and labelling as per WCH Asset Policy;
  • Ensure the security and the follow-up of the equipment used on the
    WCH Uganda (identification, asset tracking, maintenance, warranty);
  • Supervise the installation of equipment and ensures they run
    smoothly and are maintained and ensure any necessary repairs are duly
    carried out;
  • Ensure proper donation certificate/hand over sheets are issued,
    signed, and maintained on file;
  • Perform regular asset audit for the different items stored within
    the WCH sub-office;



Qualifications, Skills and Experience: 
  • The ideal candidate for the War Child Holland (WCH) Project Support
    Officer job must hold a Bachelor’s Degree in Accounting, Finance,
    Commerce, Administration or any related field from a recognised
    university.
  • Four years of accounting, admin and logistics experience in a large
    organization with at least three years in a managerial position.
  • Relevant professional qualifications and training in Finance, HR and
    procurement are added advantages
  • Excellent interpersonal skills
  • Excellent oral and written communication skills
  • Ability to identify critical financial issues with capacity to pay
    attention to details.
  • Capacity building skills
  • Proven ability to interpret financial procedures and standards, put
    them in practice and influence other in their implementation.
  • Strong analytical and planning skills
  • Ability to effectively present information and respond appropriately
    to questions from senior managers in the field, Country office and Local
    Authorities.
  • Good, proven experience of training and developing staff
  • Experience of a flexible approach to managing and prioritising a
    high workload and multiple tasks in a fast paced environment with tight
    deadlines.
  • Experience of proactively identifying and addressing issues
  • Ability to work with a high degree of professionalism.
How to Apply:
All suitably
qualified and interested candidates are invited to apply by uploading an
English CV consisting of maximum two pages, and answer our questionnaire
(please note that a cover letter is not requested) through the following
hyperlink:
Deadline: 17th March 2019
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latest jobs, please visit http://www.theugandanjobline.com or
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