Finance and Administration Officer USAID Project Jobs – Enabel

Job
Title:           
 Finance
and Administration Officer
Organization: Enabel 
Duty Station: Uganda
Salary Package: UGX 4,000,000 and UGX 4,500,000
Reports to: National
Technical Assistant
About US:
Enabel (Belgian
development agency, formerly BTC), together with different Government
Ministries, are implementing the bilateral co-operation between Uganda &
Belgium.
About the Project:
ENABEL, Belgian
development agency, together with the United States Agency for International 
Development (USAlD),
is implementing a new project in the Acholi sub region with details below. The
Project assists Ugandan authorities and civil society stakeholders to roll out
the National Result Based Financing (RBF) Policy in the Acholi Sub-region of
Uganda. The execution of the Project is planned to last 4 years with 3 years of
operational implementation of the core RBF mechanism and will work in synergy
with other implementers in the same region. The Objective of the Project is,
‘To reinforce the health systems in the Acholi sub region in order to provide
better health, financial protection and greater equity to the most vulnerable
populations.
Job Summary:  The Finance and Administration Officer will ensure
smooth day to day running of the project office, supporting both operational
and financial aspects of the Project.
Key Duties and Responsibilities:  
Financial Management
(30%)
  • Prepare, register and keep cheques:
  • Ensures ail invoices from external parties (contractors,
    suppliers…) are paid in time, by bank transfer, cheques, cash or mobile
    money and arrange those documents by date. it will be his/her task to
    prepare bank transfers and cheques documents, and to manage pipeline
    payment to external parties:
  • Attend to, and record, all bank and mobile money transactions,
    maintain bank and mobile money accounts, ensure monthly bank and mobile
    money statements and account overviews and initiate Cash Calls.
  • Take final responsibility for the cash management, and supervise the
    person allocated the role of petty cash management: this includes regular
    cash counts, verification of balance of cashbook and cash-on-hand every
    Friday, assisting the cashier in solving imbalances, establishing and
    signing of cash count statements:
  • Ensure liquidation of any internal advances and update advances
    outstanding by the end of each month and report accordingly to the Finance
    & Contracting Coordinator;
  • Be responsible for sound cash planning 8. cash withdrawals, to avoid
    cash shortages or large amounts of cash left in the safe security issue).
Accounting (30%)
  • Record all project expenses properly in the proper accounting
    system, following the set guidelines and within the required deadline to
    be able to have final closure before 13th of each month at the central
    level at Kampala;
  • Make all necessary preparations for the monthly closing of the
    accounting
  • Produce in the proper accounting system statements for control by
    his/her supervisor or management, make all necessary corrections and make
    all preparations for the monthly closing of the accounting;
  • Check and control to ensure quality and completeness of
    justification and supporting accounting documents of all expenses
    following the guidelines;
  • Ensure accounting coding and budgeting lines are correct: this
    includes verification of financial reports, expenses and supporting
    documents:
  • Ensure monthly balance from the accounting system with
    Cashbooks/Cashboxes/Mobile money statements and bank statements are the
    same, and take responsibility for completion and approval of
    reconciliation statements if any:
  • Keep track of accounting data by putting accounting references (GT
    and AT) on the specific documents monthly;
  • Be responsible for the transparent and consistent filing of all
    accounting, banking and cash management, in both ways hard and soft
    (electronical archiving by scanning and storing in server or hard drive)
  • Ensure that copies of all supporting Bank documents are taken, and
    check cash document copying by cashier, before these documents are sent to
    Financial Controller monthly.
Budget support
(10%)
  • Check to ensure correct application of allowances by verifying the
    calculations of cashier.
  • Assist management with a variety of tasks: e.g. cost calculations,
    filing finance—related documents, monthly and weekly financial planning,
    managing pipeline payments…etc.
  • Provides all necessary accounting data and information to the
    Managers and international and Contracting Coordinator, for him/her to be
    able to follow up on budget and planning.
  • Assist the international and Contracting Coordinator in the
    elaboration of reports. budgets and plans.
Logistics &
Administration Management (20%)
  • Assist in procurement of supplies (Obtaining quotation, analyzing
    the quotations, processing LPO and follow up on supply;
  • Update fixed assets register and the stationary stock at field
    office level on regular basis with accounting information;
  • Facilitating the administrative procedures for new staff
  • Supervise the project drivers:
Grants: Capacity
building Aspect and Financial controls (10%)
  • Assist in monitoring and coaching of partners who signed a grant
    agreement — including preparing and giving workshops, organize and
    participate in field visits, collaborate with the partner in budgeting and
    accounting reports.
  • Controlling the smooth management of grants to execute verification
    of financial reports, expenses and supporting documents.



Qualifications, Skills and Experience: 
  • The ideal candidate for the Enabel Finance and Administration
    Officer job must hold a Bachelor’s Degree in Business Administration,
    Accounting, Commerce;
  • Additional qualification in CPA and ACCA is of an added advantage:
  • At least five years of experience in accounting and project
    administration;
  • At least two years of experience of working for an international
    organization or recognized NGO;
  • Very good hands—on knowledge of Excel and Word are essential. Other
    programs (Database, accounting or ERP programs) will be considered a
    strong advantage;
  • Team player, yet able to work independent;
  • Able to work under stressful conditions and with no objections to
    undertaking missions.
How to Apply:
All suitably
qualified and interested applicants should submit their hard copy applications
including a cover letter, curriculum vitae (CV) of 4 pages maximum and copies
of relevant academic documents with names of at least 3 professional referees;
their emails and telephone contacts to:
Human Resource
Officer,
Enabel in Uganda
Plot 1B Lower Kololo
Terrace
P.O. Box 40131,
Kampala.
Deadline: 29th March 2019 by 5pm
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