Fresher Finance & Administrative Assistant International NGO Careers – Oxfam

Organisation: Oxfam
Duty Station: Uganda
About US:
Oxfam is an
international confederation of 17 affiliates networked together in more than 90
countries committed to ridding the world of poverty and injustice. To achieve
this, we support local projects in developing countries, we lobby governments
and companies to take into account the interests of the poorest people and we
campaign to involve citizens in our work. We implement our programs by working
with local NGO partners and civil society organizations and engaging with
private sector and governments. Oxfam employs over 6,000 people worldwide in
more than 90 countries. In Uganda, our program is anchored on three broad
themes deliberately focused on Women’s Rights: Resilient Livelihoods,
Governance and Accountability and Humanitarian Preparedness and Response.
Job Summary:  The Finance
& Administrative Assistant will assist the response in managing petty cash
and field office transactions; support in the administration. The primary
responsibility of this position is to manage finances and Administration at the
field office to ensure proper utilization of organizational resources and
timely financial reporting. The FAO will be exemplary in his commitment to
Oxfam Novib core values, upholding principles and policies.
Key Duties and
Responsibilities: 
Financial Management
                    
Maintain
the office petty cash and make payments of casual staff and volunteers as
approved by the Response Manager.
                    
Preparation
of monthly imprest reports for submission to the FO.
                    
Preparation
of project financial reports in collaboration with the FO.
                    
Support
the partners to develop and maintain project financial reporting templates and
based on monthly visits provide advice on the improvement of financial
management systems of partners
                    
Budget
preparation and analysis as and when required
                    
Ensure
timely and eligible accountability of staff project/travel advances
                    
Create,
send, and follow up on invoices, payments and accountabilities
                    
Carry
out random verifications of completed works and assets together with Logistics
and Programme teams.
                    
Answer
questions and provide assistance to stakeholders, volunteers, suppliers and
contractors as needed
                    
Suggest
changes or improvements to increase accuracy, efficiency, and cost reductions.
                    
Adhere
to the company’s or organization’s financial policies and procedures
                    
Follow
up with various attendance sheets of casuals at various sites/locations for
payments
Admin & Management
                    
Facilitate
hotel and guesthouse bookings for OXFAM staff and visitors, follow-up the
presentation of monthly bills and ensure that approved payment request is
submitted in a timely manner.
                    
Ensure
Cleanliness of Oxfam Kyaka ll office & Supervision of the guards &
Cleaner while making sure their payment requests are processed promptly &
accurately.
                    
Monitor
the Usage of Utilities to ensure cost effectiveness and efficiency.
                    
Assist
with new hire selection process field level including providing orientation and
ensuring the provision of appropriate training
                    
coordinates
and prepare staff work and leave schedules and support in documenting of
absences including staff timesheets
                    
Managing
staff welfare issues such as Welcoming/ Sendoff parties, office snacks, and
office space allocation.
                    
Organize
replies to correspondence (email and letters), maintaining a list of key dates
(e.g. expiry of employment / service contracts, registration requirements,
audits, public holidays, visits, etc.)



Qualifications,
Skills and Experience: 
                    
The
ideal candidate for the Oxfam Finance & Administrative Assistant job should
preferably hold a Bachelor’s degree in business, finance, accounting, or a
related field;
                    
Two to
three years of experience in managing finance & administration in an INGO;
experience in managing UNHCR funding projects is an added advantage.
                    
Excellent
financial Understanding of data privacy standards;
                    
Integrity;
honesty; interpersonal relations skills;
                    
Excellent
communication skills (written and verbal)
                    
Planning,
problem-solving and analytical skills
                    
Computer
skills, particularly with spreadsheets and calculation software
                    
Key
Attributes
                    
Ability
to demonstrate sensitivity to cultural differences and gender issues, as well
as the commitment to equal opportunities.
                    
Ability
to demonstrate an openness and willingness to learn about the application of
gender/gender mainstreaming, women’s rights, and diversity for all aspects of
development work.
                    
Commitment
to Oxfam’s safeguarding policies to ensure all people who come into contact
with Oxfam are as safe as possible.
How to Apply:
All suitably qualified and interested candidates should send
their applications in writing, including a cover letter and curriculum vitae
(Not exceeding 2MB) to the HR and Admin Coordinator at oxfamuganda-jobs@oxfam.org
Deadline: 17th April
2019
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