The Ugandan Jobline

Job Title:    Finance & Admin Assistant

Organisation: CBM

Duty Station: Kampala,
Uganda

About US:

CBM is an
international Christian development organisation, committed to improving the
quality of life of people with disabilities in the poorest communities of the
world. The world is making progress in tackling poverty. However,
persons with disabilities are left behind. One in seven of us has a
disability. That is more than one billion people around the
world! 80 per cent of whom live in low middle income countries.

Job Summary:  The Finance & Admin Assistant is
responsible for supporting the Finance and Operations Officer in implementing
the overall accounting and financial control, administrative and procurement
systems for the smooth and effective functioning of Uganda Country Office. The
incumbent will also be responsible for the reception services desk;
coordination of all travel and logistics; office event and meeting management
as in compliance with CBM rules and procedures.

Key Duties and Responsibilities: 

Finance

·        
Process
all payments (cash and bank) ensuring that proper support document is included,
and it is properly approved internally before payment.

·        
Ensure
transactions and data are properly recorded and entered into the accounting
system

·        
Ensure
that all expense transactions are reasonable, valid, adequately supported by
receipts and within the Country Office’s budget.

·        
Assist
with the maintenance of the filing system of all financial reports, fund
requests and other finance documentation

·        
Review
timekeeping and leave records submitted by Administration Department

·        
Assist
in year-end closing of accounting books

·        
Grant
and receive advances to staff, and ensure reimbursement and trip reports
received from staff at surrender are well prepared and supported before
clearing them off.

General
administrative support

·        
Coordinate
logistics and organization for conferences, workshops, hotel, airport transfers
and other local travel arrangements, and itineraries as required with local
staff and with representatives from the wider CBM community visiting the
country.

·        
Meet and
assist guests at the reception in a professional and polite manner, and ensure
that the front office is manned at all times.

·        
Coordinate
the distribution of outgoing and incoming mail and phone calls routed through
the reception.

·        
Coordinating
general office correspondence through operating the general office email and
telephone communication, requests & enquiries and other communications
systems, and processes to appropriate parties as required.

·        
Coordinate
team meetings, including Monday Morning prayer sessions.

·        
Provide
monthly reports on printing, office supplies, telephone usage and stationery

·        
Provide
assistance in obtaining visa forms and forwarding visa packages for further
processing.

·        
Maintain
an up at date record of staff movement for travel tracking for security
management, including updating the information on google calendar.

Procurement and
asset management

·        
Receive
procurement requests, confirm budget approval, send out for quotations,
organize the Procurement Committee’s meetings, draft the minutes of the
meetings, deliver purchase orders and receive the goods timely, and in
consistency with the procurement process.

·        
Receive
procured goods as per acceptable quality, specification and quantity, and
finalize all related documents as guided by CBM procurement guidelines, within
agreed timelines.

·        
Custodian
of the office store including managing stock levels for office supplies,
stationery, communication merchandise provide reconciliation and raise purchase
requests. Ensure that the filling system of records of all stock movements are
documented

·        
Reports
any damages or loss of equipment or assets in a timely manner.

·        
Control
and maintain a CBM country asset register and inventory, in line with CBM or
donor requirements, as applicable. Ensure all assets are tagged accordingly.

Additional Duties

·        
Perform
ad hoc activities which are either by their nature related to his/her normal
duties or evolve from operational requirements.

·        
Upon
instruction by the Finance and Operations Officer and/or Country Director
perform ad hoc activities which are either by their nature related to their
normal duties or evolve from operational requirements.

Qualifications, Skills and Experience: 

·        
The
applicant must hold a Diploma in a relevant field, such as Business
Administration, Secretarial Work.

·        
A
minimum of two years of experience in accounting and finance, preferably in a
development organization

·        
Ability
to work with minimum supervision

·        
Effectiveness
at team work and interpersonal relationships

·        
Keen
analytical skills

·        
Excellent
organizational skills, and ability to deal with stress or pressure

·        
High
degree of accountability and integrity

·        
Well
spoken, with ability to communicate clearly and concisely.

·        
Ability
to efficiently handle a range of tasks concurrently to meet different needs

·        
Ability
to integrate into a multi-cultural environment.

·        
Reflects
CBM values in daily work.

How to Apply:

All candidates with
the required profile and proven experiences, who meet these qualifications, are
invited to submit via e-mail, a meaningful letter of motivation, stating why
he/she wishes to work for CBM, CV, three professional references and salary
expectations to Info.Uganda@cbm.org

NB:
This is a local position and CBM encourages persons with disabilities who qualify
to apply for this position. Only short-listed candidates will be contacted

Deadline: 4^th October 2019

For more of the
latest jobs, please visit https://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline

Related Jobs