Finance and Administration Officer Non-profit Job Placements – African Field Epidemiology Network (AFENET)

Job Title:       Finance and Administration Officer
Organization:  African Field Epidemiology Network (AFENET)
Duty Station:
AFENET Secretariat-Kampala, Uganda
About US:
The African Field
Epidemiology Network (AFENET) is a not for profit, networking alliance and
service organization that brings together field epidemiology training programs
(FETPs) across Africa working side by side with Ministries of Health, regional
and international partners. AFENET works to strengthen epidemiology and disease
surveillance capabilities of African countries that are critical to meeting the
requirements of the Integrated Disease Surveillance and Response (IDSR)
strategy and the International Health Regulations (IHR).

Job Summary:  The Finance and Administration Officer will
provide AFENET DRC team with appropriate finance, human resource, procurement
and administrative support to effectively implement program activities. 
Key Duties and Responsibilities: 
·       Participate in
the Budget preparation and monitoring performance to ensure spending is within
the budget.
·       Check financial
documents to ensure accuracy of the information there in and compliance with
the organization’s financial policies and
·       Review payment
requests to ensure and establish accuracy in coding and compliance with the
project financial obligations.
·       Undertaking a
thorough review of accountabilities submitted by staff and sub recipients to
accuracy, reasonableness
and completeness.
·       Preparation of
timely and accurate financial reports, advance reports and their subm
ission to the Secretariat and other
hierarchical levels for financial decisions.
·       Maintain track
of all cash advances and other payments to ensure accuracy of the advance
balances and assist to reconcile them.
·       Prepare budget
versus actual reports monthl
and share with implementers in the field
·       Reconcile bank
accounts monthly and have them forwarded to Secretariat for onward approvals.
·       The Accountant
shall correspond with the Project’s bankers to follow up any issues of concern;
·       Ensure proper
g of all the expenditures
is done in line with the organization’s approved codes.
·       Update general
ledger for all transactions incurred during the month in accounting system
·       Respond to the
queries/clarifications on the financial reports
·       Ensure accuracy and timeliness of the financial reports that
are submitted to Development Partner in accordance with donor financial
policies and procedures;
·       Ensure adequate
preparations are done for the external audits and other reviews/audits as shall
determined by the
organization’s stakeholders such as donors, Board etc and provide the necessary
assistance to ensure proper conducting of such audits and reviews.
·       Charged with
ensuring confidentiality of accounting information
Procurement and Office Administration:
·       Develop and
maintain effective office systems (e.g., IT support, office maintenance, fixed
assets register, supplier contacts),
ensuring these are consistent with AFENET’s operating requirements.
·       Support the
ient running of AFENET’s
office daily operations.
·       Ensure all
procurement processes are in compliance with AFENET and donor policies and
procedures. Train and guide AFENET staff in
procurement guidelines and controls.
·       Oversee the
procurement of goods and services process from planning, solicitation of bids,
evaluation and selection, awarding and
contracting in accordance with the AFENET guidelines
·       Coordinate
pre-qualification of service providers and maintain list of suppliers,
management of
different services providers, suppliers in accordance with the guidelines;
·       Coordinate the issuance of Local Purchase Orders
(LPO’s) and maintenance of accurate procurement records, manage supplier
·       Oversee
management and control of inventory and AFENET assets
·       Prepare
quarterly procurement reports;
·       Support
logistics fo
programme activities including travel, conferences and meetings, field training
·       Manage staff
leave and attendance records including timely submission of timesheets
Human Resources
·       Advise on HR
policies when required to ensure these
comply with DRC statutory regulations.
·       Ensure
compliance with AFENET human resource policies and procedures
·       Maintain
personnel records
·       Coordinate
recruitment/induction in line with AFENET’s processes.
·       Coordinate
performance appraisals for DRC staff
·       Ensure AFENET
complies with all local labor laws. Registration of all staff members with
appropriate authorities as needed and ensure
statutory contributions are administered as per the prevailing laws
·       Oversee the payroll process and maintain
payroll master file and ensure that the recorded changes to the payroll master
files are input accurately

Qualifications, Skills and Experience:
·       The ideal
applicant must hold a Bachelor’s Degree in Commerce, Accounting or Business
stration with a bias in
·       Certification by
professional Accounting bodies; ACCA, CPA is an added advantage.
·       At least five years
of work experience in a similar position preferably in an international NGO
·       Knowledge and
experience of Accounts pa
and Ms. Office packages a must.
·       Excellent written
and spoken communication skills.
·       Must be
proficient in both English and French.
·       Experience in
procurement and HR policies and procedures and administration systems.
·       Experience of
setting-up a
nd managing office
·       Ability to work
under pressure, deal tactfully with sensitive issues. Good knowledge of
statutory requirements and local labour laws.
·       Good planning
and organisational skills and efficient work methods
How to apply:
All Interested
candidates should submit their Application Letters detailing their experiences
and skills, Curriculum Vitae, copies of relevant academic documents and 3
references to: The Human Resource Office, African Field Epidemiology Network
(AFENET). Email: by
Deadline:  Friday
10th April 2020 by 5:30 pm
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