Project Accountant & Administrator (Coffee & CSOs) UK NGO Jobs – Farm Africa

Organization: Farm
Duty Station: Kanungu,
Reports to: Project
Coordinator – Coffee & CSOs
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. Farm Africa has the
ambition to be the leading European NGO specialising in Agriculture, Natural
Resource Management and Market Engagement.
About Projects:
Farm Africa is
currently implementing a three-year project supporting coffee farmers in
Western Uganda’s Kanungu district. The project comprises of two distinct parts.
The first part,
funded by the European Union, is already under way and focuses on building the
capacity of Civil Society Organisations (CSO) to create employment and
self-employment opportunities within the coffee value chain for 4,800 young
women and men Kanungu district. A broad range of CSOs are engaged ranging from
coffee growers cooperatives to national stakeholder platforms representing both
young farmers and coffee farmers. 
The second part,
funded by UK aid, will start later in 2019 and will focus on ensuring that
women are able to fully benefit from support given to coffee farmers in
Kanungu, as well as financially benefit from their contributions to the coffee
value chain.

Job Summary:  The Project Accountant & Administrator
(Coffee & CSOs) will ensure a high standard of financial and administrative
management for Farm Africa’s Coffee Project in Kanungu district.
Key Duties and Responsibilities: 
Accounting and
Finance – managing income and expenditure processing, and maintaining accurate
financial records – in particular:
  • Ensuring prompt and accurate accounting for all project income and
    expenditure using SUN templates
  • 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
  • Ensuring timely payment of all invoices and expenditures
  • Ensuring enough cash available for smooth implementation of the
    project by preparing and submitting monthly cash forecast to the Uganda
    Country Office.
  • Ensuring the field office has 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
  • 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
Financial reporting
  • Supplying accurate and complete monthly project accounts to the
    Country Office team.
  • Producing financial reports in line with donor reporting
  • Reviewing and feeding back on monthly Budget Monitoring Reports
  • Monthly submission of detailed transaction reports to Kampala as
    required for monthly donor reporting
  • Collating and submitting all accountabilities on a quarterly basis
    to the donor for physical verification
  • Working with the Finance & Administration Manager (based in
    Kampala) to ensure that all donor reporting requirements are met
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 budget
    revisions during the year as required
  • Weekly upload of all FA transactions to QuickBooks/SUN
  • Maintaining accurate and up to date expenditure records that allow
    real time monitoring of expenditure against budget for each and every
    budget line
Ensuring compliance
with standards contained in the Farm Africa Finance Procedures Manual, and in
  • Advising the Project Coordinator and/or Country Director 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 Director
  • 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 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.
Line management
  • Assisting the Driver & Assistant with managing his/her workload
    in accordance with the requirements of other project team members
  • Holding supervision sessions with the Driver & Assistant at
    least once per quarter (to discuss progress against work plans and targets
    and resolve any outstanding issues)
  • Ensuring the Drive & Assistant has objectives in place and that
    his/her performance is regularly appraised in line with Farm Africa’s
    systems and policies.
Playing a key role
in delivering the wider objectives of Farm Africa’s Coffee & CSOs project
  • Facilities management for Kanungu Office
  • Assisting with facilitating monitoring and communications visits
    from Donors and/or the wider Farm Africa team
  • Maintaining proper personnel files for the Coffee & CSOs project
    team such as leave records, annual appraisals and general personal records
  • Undertaking any other duties as reasonably requested by the project
  • Supporting the Business Development Officer to build the financial
    management capacity of producer organisations, SMEs and other CSOs engaged
    in the project.
Play an active role
as a member of the Farm Africa Country team:
  • Contribute to the development and implementation of Farm Africa’s strategy
  • Identify and explore opportunities to grow and expand the country
    project pipeline, both in relation to the current project or related to
    new project opportunities
  • Work with the PM, CD and the UK Programme Funding Unit to prepare
    funding proposals where requested, ensuring that any lessons learned
    during implementation are documented and built into future project design
  • Participate in country-level or Pan-Farm Africa programme meetings
    with other project coordinators, as reasonably requested
  • These essential functions are not to be interpreted as a complete
    statement of all duties performed. Employees will be required to perform
    other job related duties as required. All work responsibilities are
    subject to having performance goals and/or targets established.

Qualifications, Skills and Experience: 
  • The ideal candidate for the Farm Africa Project Accountant &
    Administrator (Coffee & CSOs) job should possess a Degree in Accounting
    or Finance
  • At least three years’ experience working in an accounting position
  • Demonstrable experience of producing project budgets and monitoring
    activities against them
  • Experience of producing content for donor reports
  • Experience of managing procurement processes
  • Experience of managing other staff
  • Experience of facilities and/or fleet management
  • Experience of ensuring compliance with financial and operational
    policies and procedures in field office.
  • Excellent 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           
  • Able to work under own initiative   
  • Flexible and ‘can do’ attitude          
  • Honest and Integrity
  • Team Player  
  • CPA (III) Qualification
  • Working for an INGO
  • Experience of using SUN accounting systems
  • Excellent knowledge and understanding of URA requirements and
  • Demonstrable experience of administering payroll using an online
  • Experience of maintaining HR and personnel records
  • Experience of establishing and embedding financial processes and
  • Experience of managing project-level audits
How to Apply:
Please submit your
CV, salary history and supporting statement to
NB: 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. 
Interviews are expected to take place w/c  1st April 2019 at either Kanungu or Kampala
office. Only shortlisted candidates will be contacted.
Deadline:  24th March 2019
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