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Job Title:     Finance
and Administrative Assistant

Organization: Heifer
International

Duty Station: 
Kampala, Uganda

About US:

Heifer
International, an international not-for-profit organization founded in 1944 in
the United States of America, works with resource constrained families in 125
countries worldwide to develop innovative solutions to the underlying causes of
hunger, poverty and environmental degradation.

Job Summary:  The Finance and Administrative Assistant is
the first contact point to visitors, consultants, and partners. S/he is
primarily responsible for the day to day financial and administrative
operations of the region cluster office by providing support to the Cluster
team. She/he will provide support to the project by maintaining systems of
accountability, establishing and maintaining communications between program
offices as well as partners and performing basic administrative tasks as
assigned. S/he will implement procedures that promote financial discipline to
meet organizational goals as well as maintaining an efficient document
retrieval system. S/he will also assist with financial and accounting aspects
of the Regional Cluster office and processing of routine financial transactions
in accordance with Heifer’s policies and procedures.

Key Duties and Responsibilities: 

Provision of
Administrative and logistical support. (35%).

• Ensure the safety and security of the office and equipment.
• Support to the maintenance of premises and common services,
• Responsible for project vehicle and motorcycle maintenance;
• Line management of the Driver and ensure adherence to traffic rules
  and Heifer Vehicle policy.
• Manage communications – act as the first point of call for all
  external communications including general email, and telephone inquiries
• Handling all incoming and outgoing correspondences .
• Ensure timely payment of utilities bills ie electricity water etc,
  security and rent.
• Compiling monthly regional cluster finance information for the EAYIP
  Country Office.
• Administrative support to conferences, workshops, retreats;
• Support for assets management and physical assets verification.
• Prepare & submit weekly vehicle logs.
• Update asset and inventory register as appropriate.
• Coordinate the procurement of the Cluster. (20%)
• Perform duties of logistician and storekeeper.
• Purchase and replenish office supplies as needed.
• In consultation with Procurement Admin, solicit for vendor
  quotations and follow up on LPO from Country Office
• Follow-up on delivery/GRN note for all deliveries to our
  beneficiaries.

Provision of
financial support to the cluster office (30%)

• Support the Cluster Coordinator and hub Managers in the
  development/Preparation of quarterly budgets and forecasts.
• Prepare a receipt of vendor invoices and fund payment requests.
• Enforce Petty cash management and accountability.
• Manage fuel requisitions.
• Scanning and archive documents and assit in loading documents into
  Agresso by the 10th of everything month.
• Prepare cluster payments including mobile money payments i.e.
  receive, check, update the mobile money template and upload to the
  platform.
• Timely review and submission of Cluster and hubs monthly expenditure
  report.
• Follow up on Cluster invoices and payments.
• Follow up on vendor receipts as appropriate.
• Provide financial training and mentorship to the hub management.
• Support country office in month-end closing.

Manage Finance and
Program filing system to ensure that the project documents and records are
appropriately filed and secured for easy retrieval. (10%)

• Financial files are created for the project.
• All relevant documentation for the project is filed immediately when
  received.
• Ensure that proper filing is according to HPI policies and procedures.
• Ensuring proper documentation of payment vouchers and all other
  supporting documents.
• Any other task as assigned by the supervisor. (5%)
• Performs other duties assigned by his/her supervisor or designee.

Qualifications, Skills and Experience: 

• The ideal candidate for the Heifer International Finance and
  Administrative Assistant job placement must hold a Bachelor’s degree in
  Accounting, Finance or Business Administration or related field equivalent
  
• At least three years of hands-on related experience.
• Practical experience in various aspects of accounting principles and
  practices with a good understanding of Generally Accepted Accounting
  Principles(GAAP) or International Financial Reporting Standards (IFRS).
• At least three (3) years of relevant work experience. Experience in
  a similar post in a multilateral organization will be considered an
  advantage.
• Knowledge and experience in administration, procurement, financial
  accounting and full range of office support work, with a high level of
  sustained performance
• Excellent organizational and time management skills.
• Knowledge of the non-profit sector and the context to which
  non-profit organizations operate.
• Exemplary customer care and administrative skills
• Strong problem-solving skills.
• Strong written and verbal communication skills in English.
• Thorough knowledge and use of all relevant computer software and the
  ability to help organize data and information retrieval systems.
• Proven ability to work effectively in a team-oriented, multicultural
  environment and to function effectively as a member of various groups
• Working with sensitive information and maintaining confidentiality.
• Ability to manage and execute multiple tasks with little supervision
  while meeting sometimes inflexible deadlines.
• May require constant sitting; working at a computer for extended
  periods of time.
• Excellent interpersonal skills with the ability to work
  cooperatively, tactfully and diplomatically with a culturally diverse
  group of people.
• Ability to produce accurate documents in a well-designed and
  attractive format with superior attention to detail.
• Ability to operate all standard office equipment including copiers,
  scanners, fax machines, and printers.
• Ability to establish priorities, achieve deadlines and make sound
  judgments.
• Ability to perform as an effective team member and work
  cooperatively with a diverse staff.
• Constant telephone, face-to-face and electronic communication with
  colleagues and the general public.
• Self-motivated, result-oriented, high integrity, accountable,
  reliable, values-based, detailed oriented, effective communicator and a
  team player.

How to Apply:

All candidates
should apply online at the link below.

Click Here

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