The Ugandan Jobline

Job
Title:     Finance & Administration
Coordinator – OosY

Organization: Educate!

Duty
Station: 
Uganda

About
US:

Educate!
prepares youth in Africa with the skills to succeed in today’s economy. We
tackle youth unemployment by reforming what schools teach and how they teach
it, so that students in Africa have the skills to start businesses, get jobs
and drive development in their communities. Our model is delivered through
practically-trained teachers and youth mentors. Educate!’s goal is to make this
practical, skills-based model part of national education systems.

Job Summary: The Finance &
Administration Coordinator shall be responsible for smooth financial and
administrative operations of the Bootcamp program, achieving four main
objectives: Accounts and Budget Report: Observing and implementing all Educate!
Bootcamp accounting systems, payments, book-keeping and statutory filing.
Financial and operational reporting. Assisting Program Manager to better manage
the program budget through BVA reports, training, and advocating Youth First.
Procurement Coordination and Checks: Lead the procurement process, ensuring
adherence to procurement best practices through peer review and checks of team
submissions, enforcing compliance at all levels while securing value for E!
Funds. Field Finance Support: Ensuring staff in the field have adequate
training in finance systems and that they are adequately supported with timely
payments and accountability systems. Administration Strategy, Resource
Coordination and Logistics: In charge of admin budgets to -/+ 5% monthly budget
variance. Responsible for goal alignment of administration’s key components:
Logistics, Stores and Office Management in support of the implementation of
program activities and timelines. In charge of custody and distribution of
materials, space organization and allocation. The OosY Bootcamp Program’s focus
is to serve the lowest income and most vulnerable segment of out-of-school
youth by exploring creating  an
alternative learning experience to academic secondary. You’ll be joining a
motivated, passionate, overachieving team that is positioning Educate! to be
the leader in skills-based secondary education in Africa and intensively impact
millions of youth each year.

Key Duties and Responsibilities: 

Accounts & Budget
Report (35%):   

Payments
and Supporting Documentation

·       Ensure all payments are
made in line with Educate! financial policies and procedures

·       Ensure all payments are
filed with adequate supporting documentation

·       Ensure all payments are
made in a timely, cost effective and transparent manner

·       Ensure all payments are
recorded immediately in the cashbooks

Budget
Management

·       Prepare Budget versus
Actual analysis for Bootcamp Program operations.

·       Advise Program Manager
on budgetary implications of activities

·       Support Program Manager
and staff in ensuring cost effectiveness in all Bootcamp Program Educate!
activities in Uganda

QuickBooks
posting and reporting

·       Post all transactions
promptly into QuickBooks not to exceed the 3rd day of the following month

·       Carry out monthly bank
and other ledger reconciliations by 2nd day of the following month

·       Provide program monthly
financials and reports

Tax
and other statutory filing

·       Ensure full compliance
with Revenue Authority tax payments and returns requirements

·       Ensure full compliance
with all other statutory returns and payments

Payroll
and Pay slips

·       Prepare accurate monthly
payrolls, and ensure timely payments and provision of pay slips to staff

·       Maintain an environment
of confidentiality regarding payroll and other personnel records

 Field
Finance Support (10%): 

·       Finance Support for
staff in the field; Ensure staff in the field have adequate training in finance
systems and that they are adequately supported with timely payments and
accountability systems.

Procurement Coordination
and Checks (15%): 

Procurement
Planning:

·       With the rest of the
team, ensure annual and monthly plans are in place to manage effective
procurement per approved budgets

·       Prompt program team on
requirements for upcoming procurement

Procurement
Policies

·       Uphold all procurement
policies in each procurement transaction

·       Provide advice to the
Program Manager on policies that need review or better monitoring

·       Advice staff on new or
updated policies

Process
Management

·       Manage procurement
process including quotations and proposals, committees and awarding and
contracting

Vendor
Management

·       Manage all vendors to
budgetary cost effectiveness, efficient turnaround time and great relationships
through which E! is prioritized

Inventory
Management

·       Ensure availability of
required inventory at all times

·       Ensure accuracy and
reconciliation of all inventory records including end of month inventory counts

·        

Administration Strategy,
Resource Coordination and Logistics (40%)

Administration
Strategy

·       Manage admin goals in
line with the program strategy.

·       Conduct regular risk
assessment to create or quickly adjust plans due to anticipated problems.

·       Put in place checks and
balances to exceed program annual goals and work plan activities.

·       Anticipate capacity gaps
and create innovative solutions.

·       Network and research to
suggest new possibilities; try new ways of doing things using cutting-edge
technology.

·       Design admin tracking
and information systems for scale.

·       Guide management and
employee actions by researching, developing, writing, and updating policies,
procedures, methods, and guidelines; communicating and enforcing organization
values.

Resource
Management

·       Manage admin budgets. In
consultation with the Program Manager, reallocate funds and choose activities
in line with approved budgets and strategy.

·       Prepare budget
proposals, create detailed budgets for come up projects, review BvA reports

·       Enforce security
protocol for office equipment & supplies, staff I.Ds, induction training
logistics and orientation to safety procedures.

·       Inventory, equipment and
asset management – ensure availability of inventory at all times

Logistics
Management

·       Lead program-wide filing
system in Google Drive, coordinated with segregation by department, controls on
access, standard ordering of files.

·       Ensure storage and
distribution of E! materials is cost effective and timely, as well as compliant
to E! procedures and the law.

·       Ensure logistics for all
program events (including research, prototypes, tests and pilots) are
professionally organized, timely, all required materials made available and run
smoothly

Qualifications, Skills and Experience:

·       BSc degree in Finance,
Accounting or Business administration with a minimum of 3 years of professional
experience

·       Proven ability to
calculate, post and manage accounting figures and financial records

·       Hands-on experience in
operating spreadsheets and accounting software (Quickbooks and Excel)

·       Experience in planning
and logistics

·       Systems oriented, high
integrity, excellent customer service, general management and strong
personality.

·       Experience in
multitasking in a fast-paced environment, set priorities, work independently as
well as thrive in a team.

·       Data entry skills along
with a knack for numbers

·       Proficiency in English
and in MS Office as well as Customer service orientation and negotiation skills

·       High degree of accuracy
and attention to detail plus a Fast Learner with keen attention to detail.

·       Great administrator who
is passionate about the youth with integrity and trustworthiness coupled with
strong interpersonal skills.

How to Apply:

All
candidates should apply online at the link below.

Click Here

Deadline: 24^th
January 2020

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