Finance and Administration Officer Jobs – Alliance for Election Campaign Finance Monitoring (ACFIM)

 Finance and Administration
Organization: Alliance for Election Campaign
Finance Monitoring (ACFIM)
Duty Station: Kampala, Uganda
Reports to: Finance and Administration Manager
About US:
Alliance for Election Campaign Finance Monitoring (ACFIM) is a Pan African coalition of
civil society organizations founded in Uganda to contribute towards building
electoral integrity through monitoring of election campaign finance; engaging
the electorate on electoral accountability; and advocating for feasible
legal/institutional framework for election campaign financing.
Key Duties and Responsibilities:  
Post day to day financial transactions and JVs
in the accounting system;
Verify payments to suppliers and submit them to the
supervisor for approval;
Prepare payroll for the organization and ensure
that staff advances are taken into account;
Prepare and file returns for all statutory
(PAYE, NSSF, LST & WHT) and ensure compliance with deadlines;
Post general ledger transactions and reconcile
cash receipt book, post internal revenue, donations and proceeds from fixed
assets disposals;
Perform monthly bank reconciliations of the organization’s
bank accounts;
Carry out proper and systematic filling of all
payment vouchers relating to transactions and other sensitive records
specifically PAYE and NSSF with their supporting documents.
Ensure confidentiality is maintained;
Support the budget process of the organization
as well as budgets in support of the project proposals;
Follow-up accountabilities on all funds
disbursed to staff to ensure timely liquidation of cash advances and submit a
monthly report on defaulting transactions;
Prepare monthly, quarterly and annual financial
reports and any other financial reports that may be required by management;
Reconcile programme advances and raise necessary
journal vouchers;
Check petty cash payment vouchers and post them
to the accounting system;
Prepare cheque payment vouchers and write
cheques for necessary approval and authorization;
Carry out proper and systematic donor based
filling of all payment vouchers with their supporting documents.
Developing an in-depth knowledge of
organisational process.
Being a key point of contact for other
departments on financial and accounting matters.
Supporting the Finance Manager and Executives
with projects and tasks when required.
Prepare monthly, quarterly and annual financial
management report for the various projects within the organization.
Human Resource
In consultation with Executive Director maintain
and coordinate an accurate and update personnel information system at the field
Assist in briefing personnel and vendors on
general administrative matters, provide advice and arrange administrative
support as my be required;
Provide general secretarial and administrative
assistance to project team when requested.
Raise and receive purchase requisition forms
from finance or programme department respectively and process it;
Obtain quotations from approved list of
suppliers for any goods or services, evaluate and forward it to the
Supervisor/Procurement Committee for evaluation and recommendations;
Stores management
Oversee that inventory cards are maintained and
regularly updated with inventory inwards and outwards;
Determine the appropriate quantity of inventory
that should be held at any one time to avoid stock out;
Monitor and assess the physical and operational
state of property of the organization and identify those that require repair,
maintenance or disposal and initiate disposal (s) to management in consultation
with Executive Director;
Perform any other duties as maybe assigned to
you from time to time by your immediate supervisor.
General Rules
Maintain archives of all administrative
contracts and update the system in accordance to office practice;
Support management and project officers in
organizing events, meetings and programme activities;
Manage administration budget including ensuring
that bills for shared resources such as internet, telephone, water, electricity
etc. are settled in timely manner;
Oversee office maintenance to achieve a neat,
clean and professional appearance;
Maintain an accurate and update inventory of Alliance
for Finance Monitoring (ACFIM) equipment and property as well as other
Monitor implementation plans to ensure proper logistical
support provisions;
Ensure compliance with the policies and
guidelines of the institution and development partners.
Ensure quality delivery for products that are
generated for approval by the line manager before sharing to internal and
external stakeholders;
Ensure all presentations generated are reviewed
and approved by the line manager before being presented in meetings/events
where RRA is invited;
Support audit processes of the organization;
Ensure effective representation of RRA when
delegated to attend activities/events organized by key stakeholders and
development partners;
Perform any other duties as may be requested or
assigned by the line manager

Qualifications, Skills and Experience:
The applicant must hold a University Degree in
At least five years’ experience in a comparable
position preferably in a reputable NGO or Non-profit organisation.
Office management experience, including
responsibility for staffing, admin/finance issues and relationships with
Experience in Working with QuickBooks accounting
package and good Excel skills.
Articulate and confident communicator.
Problem solving attitude.
Respectful approach to human interactions with
excellent interpersonal skills.
How to Apply:
All suitably qualified candidates are encouraged to apply
and submit their cover letters, a detailed curriculum vitae and certified copies
of relevant academic documents to: Copy to:
Please write in the Subject Line: Application for Finance
Deadline:  30th January 2020
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