The Ugandan Jobline

Job Title:        Finance
and Admin Assistant

Organisation: Malteser
International

Duty Station: Uganda

About US:

Malteser
International, the worldwide relief agency of the Order of Malta for
humanitarian aid, works in more than 20 countries in Africa, Asia and the
Americas for people in need, regardless of their religion, origin or political
affiliation. Its mission is to provide emergency relief as well as to implement
rehabilitation measures and to facilitate the link between emergency relief and
sustainable development. Christian values and the humanitarian principles of
impartiality and independence form the basis of its work in the following
areas: Relief, Reconstruction & Rehabilitation; Health & Nutrition;
Water, Sanitation & Hygiene (WASH); Livelihood & Social Programs and
Disaster Risk Reduction.

Job Summary:  The incumbent is responsible for petty cash
Management, record Keeping of Financial Documents & Contracts and
preparation of Coding stamps and FTL entries for specific Cashbooks. Direct
reporting line to the Finance and Administration Officer (FAO).

Key Duties and Responsibilities:  

Finance

·       
Manage
the day-to-day financial and administrative operations and office support
systems,

·       
Responsible
for the petty cash Management and handle work advances at the field Office
including bookkeeping

·       
Post all
Petty Cash transactions into the MI Daily Expenses Log (Excel sheet) and then
imports all data to FTL at the Project Location

·       
Supports
in Preparing the coding stamps for all cash books in the Project Location for
review by the FAO

·       
Support
FAO in scanning all coding stamps on monthly basis at the project location

·       
Supports
program staff in payments in the field during activity implementation.

·       
Conduct
daily and weekly cash count protocols with the Finance and Admin Officer

·       
Support
the FAO in Ensuring that all documents are complete with the appropriate
supporting documents, reviewed and approved before processing for payment.

·       
Act as
Bank Agent for the deposits and withdraws for Malteser International Arua Bank
Accounts

·       
Ensure
that all Petty Cash payments are made on time

·       
Support
and contribute to Organizational Audits both Internal and External

·       
Maintains
the finance filing system electronically and hard copies.

Human Resource and
Administration

·       
Maintains
a good archiving system for HR files (soft and hard) as well as maintaining the
records of incentive workers.

·       
Ensures
and maintains up to date records of the staff leave

·       
Supports
the FAO in Ensuring that monthly cost allocation sheets are duly filled by
staff and filed.

·       
Supports
in Coordinating onboarding activities for new staff as well as exit for
departing staff at the Location.

·       
Supports
the FAO in Facilitating and advising staff on the medical insurance

·       
Support
in Office management and ensuring necessary supplies for the office and stock
keeping of the supplies and safe custody.

·       
Acts as
the focal point for receiving all visitors and guests, ensure they are briefed
and attended to in a professional manner.

·       
Act as
the focal point and arrange for maintenance for the office and the team houses
in Arua and supervise office support staffs (office assistant/compund cleaners)

·       
Support
in Tracking and monitoring completion and compliance of the performance
evaluation cycle

·       
Working
closely with the SFP and the FAO proactively ensure staff safety

·       
Prepare
ID cards and in charge of custody and issuance of MI visibility items to the
staffs.

·       
Take
minutes of the team meetings and keep records of the official communications

·       
Ensures
all expenses are authorized and approved in line with the signatory Regulations
at the Project Location.

·       
Any other
duties assigned by the supervisor from time to time

·       
Any
other duties as may be assigned

Qualifications, Skills and Experience:

·       
The
Finance Assistant should possess a university degree in Finance, Business
Administration, or related field.

·       
At least
two years of relevant experience with good understanding of donor and INGO
procedures,

·       
strong
organizational skills.

·       
computer
literate with hands on MS Office programs, especially in MS Excel.

·       
A
demonstrated ability to multi-task and process information into action as to
not delay program activities.

·       
Should
have a clear understanding of finance ethics and donor compliance

·       
Fluency
in English (written and spoken) Conditions:

How to Apply:

All candidates
should submit their applications (CV, letter of motivation and copies of
diplomas) preferably as one attachment to kampala.office@malteser-international.org.
The email subject should be the title of the position that you are applying
for.

Deadline: 23^rd June 2020 by Midnight EAT

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