The Ugandan Jobline

Job Title:        Finance
and Admin Officer

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 Finance and Admin Officer supports in the
implementation of the project activities in compliance with finance,
administration and human resource policies and procedures. Is responsible for
Direct reporting line to the Program Coordinator and has technical reporting
lines to the Finance Coordinator. Guides and monitors the work of the Finance
and Admin Assistant (FAA).

Key Duties and Responsibilities:  

Finance

·       
Prepare
and check procurement and service provider vouchers and bills for approval and
prepare payment documents for signing.

·       
Ensure
that all documents are complete with the appropriate supporting documents,
reviewed and approved before processing for payment.

·       
Ensure
that all Bank payments are made on time at the Project Location

·       
Receives
and compiles monthly approved time sheets of staff and sends for FC’s review
and onwards submission.

·       
Reviews
the coding stamps for all cash books in Location and make sure that they are
signed and scanned on time.

·       
Responsible
for budget follow up and the correct use of all the donor codes at the
Location.

·       
Support
and contribute to Organizational Audits both Internal and External

·       
Support
in the Preparation of monthly Cashbooks and cash counts for project location
and consolidates them for review by the FC/CAC

·       
Monitors
petty cash accounts including the spot checking of balances and payments.

·       
Post all
financial transactions into the MI Daily Expenses Log (Excel sheet) and then
imports all data to the Accounting management system.

·       
Responsible
for the scanning of all financial documents and entry into FTL at the project
location

·       
Administer
contract management and its filling relevant to the implementation of the
project/program and the office management such as construction contracts,
maintenance contracts, service contracts and telecommunication contracts at the
Project Location.

·       
Supports
the FC in the process of budget reviews, analysis and use of standardised
templates

·       
Supervises
the collection and recoverability of contractual, project partner activity
advances, staff activity and travel advances and other receivables.

Human Resources
Management:

·       
Act as
the focal person for all HR related matters in the field office and oversee the
implementation of HR standards and processes

·       
Support
senior HR officer in the administration of staff contracts and staff benefits

·       
Ensures
comprehensive and constructive performance reviews are completed on a timely
basis and facilitates discussion of performance and career options with all the
team under his/her direct supervision.

·       
Monitors
performance of direct reports, assess the performance gaps in his/her direct
reports and provide timely feedback, recommend to management/FC the ongoing
support and appropriate training a9nd development in order to close the gaps.

·       
Support
in the staff recruitment and quality assurance of the proCess at the Project
location

·       
Disseminates
all HR related information to all staff at the duty station

·       
Supports
in organizing different trainings including CoC, new policies etc

·       
Coordinate
onboarding activities for new staff as well as exit for departing staff

·       
Working
closely with the Senior Human Resource Officer, advice, and counsel both staff
and management on interpreting and applying the NSRRs and different work
issues.

Administration:

·       
Supervise
the maintenance of the office and the team houses in the Location and supervise
office support staffs (office assistant/compound cleaners)

·       
Prepare
official correspondences in coordination with the PM.

·       
Guide
the FAA in Taking minutes of the team meetings and keep records of the official
communications.

·       
In
consultation with the FC, ensures whether proper purchase related templates are
used, and all purchases are correctly analysed, and adequate supporting
documents are well maintained as per the checklist and aligned with Policies.

·       
Ensures
proper Travel related Templates are used and travel related data are properly
reviewed, analysed and adequate supporting documents are well maintained as per
the Policies at the project Location.

·       
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

Qualifications, Skills and Experience:

·       
The
applicant must hold a B. COM or BBA Accounting or equivalent degree and/or
professional certification in accounting strongly preferred or equivalent
experience.

·       
At least
three years of experience in a similar position

·       
Demonstrated
ability to assimilate to new policies and procedures effectively

·       
Extremely
detail oriented and organized

·       
Strong
written and verbal communication skills

·       
Proficiency
in Microsoft Office applications (word, excel, outlook and PowerPoint)

·       
Physical
and mental strength, readiness to live in a remote environment

·       
Fully
computer literate (Microsoft Office, accounting software),

·       
Fluency
in English (written and spoken)

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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