2 Project Support Officer Non-profit Career Jobs – War Child Holland (WCH)

Job
Title:            
 Project
Support Officer (2 Career Jobs)
Organisation: War
Child Holland (WCH)
Duty Station: 
Uganda
Reports to: Team
Leader
Salary Range:
UGX 1,541,054 to 2,391,453 /=
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.
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 subledger 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 suboffice has cash at
    all times and maintaining minimum balances and respecting maximum limits
    in the accounts;
  • Timely Booking of receipts;
  • Ensure that all suboffice 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
  • In close collaboration with the project
    teams;
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 suboffice
  • 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 followup 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 suboffice;



Qualifications, Skills and Experience: 
  • The War Child Holland (WCH) Project
    Support Officer job should hold a Bachelor’s degree in Accounting,
    Finance, Commerce, Administration or any related field from a recognised
    university.
  • Relevant professional qualifications and
    training in Finance, HR and procurement are added advantages
  • Four years of accounting, admin and
    logistics experience in a large organization with at least three years in
    a managerial position.
  • 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.
  • Show commitment to the vision and goals
    of War Child Holland in Uganda, including adherence to the Child
    Safeguarding Policy, is essential
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: 2nd August 2019
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latest jobs, please visit http://www.theugandanjobline.com or
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