The Ugandan Jobline

Job Title:        Project Support Officer

Organization: War
Child Holland (WCH)

Duty Station: Kampala, Uganda

Reports to:
Team Leader

Salary Range: UGX
Gross 1,541,054 – 2,391,453

About US:

War Child Holland
(WCH) is an independent and impartial international non-governmental
organization, investing in a peaceful future for children and young people
affected by armed conflict. We strive to empower children and young people
while enabling adults to bring about positive and lasting change in the lives
of conflict affected children and young people.

Job Summary:  The Project Support Officer will provide
support to War Child Holland in Uganda to ensure  quality programe operations in the field
locations. S/He will proactively provide risk-avert, cost effective,
business-focused and result-oriented quality professional and technical
operations services to the country program. The role entails managing all
financial, HR, administrative and logistics support activities for the Imvepi
and Palorinya Office/ field location.

Key Duties and Responsibilities:  

Financial
Accounting, Management and Reporting

·       
Assist
with projects forecast management and money request preparation in close
cooperation with Team Leader/PC, submit monthly cash flow needs on or before
the due date;

·       
Ensure
timely and accurate data entries in cashbook, bankbook and UNIT4 on a daily
basis and ensure that all financial data is properly entered and closely
monitor to ensure that correct account codes and fund codes are entered for
each transaction, following the standard descriptions defined in WCH’s Global
Finance Manual and Uganda Finance SOP;

·       
Ensure
purchases of goods greater than the petty cash threshold determine whether;
Type and unit price of each item on the invoice matches the same information
per the purchase order. And all documents have sufficient approval and signing
authority;

·       
Ensure
disbursement (cheque or cash) request form is adequately supported by
documentation and has been properly approved, check the mathematical accuracy
of the invoice;

·       
Communicate
accounts on a monthly basis to the country office, respecting UNIT4 procedures
and deadlines in line with the monthly accounting schedule as per Finance
Procedures;

·       
Manage
the presentation, circulation, filing of vouchers and archiving of accounting
and financial documents in compliance with Finance procedures;

·       
Review
all sub-ledger balances on a weekly basis and collect outstanding receivables;

·       
Ensure
that reminders for all outstanding receivable are sent to staff responsible and
make follow up on the collection;

·       
Ensure
that all cash receipts are recorded and banked promptly and intact;

·       
Ensure
that all deductions where applicable are done on a monthly basis;

·       
Ensure
that the sub-office has cash at all times and maintaining minimum balances and
respecting maximum limits in the accounts;

·       
Timely
Booking of receipts;

·       
Ensure
that all sub-office finance related issues that may arise out of the monthly
financial review are followed up and addressed conclusively;

·       
On a
monthly basis prepare and submit reconciliations;

Logistics &
Administration

Procurement

·       
Ensure
proper understanding and adherence to WCH rules and regulations and that all
procurement documents are completed timely and have sufficient and accurate
supporting documentation;

·       
Work
closely with program staff to prepare and update on a weekly basis the
procurement plan, provide guidance and input to program staff on the
feasibility and allowability of procurement;

·       
Manage
procurement requests from individuals and projects in a timely, expeditious and
effective manner, ensuring that these are, duly approved, provided for in
budgets, correctly described and coded and in compliance with WCH and donor
policies and procedures;

·       
Maintain
an updated and active vendor (approved) database at all times and periodically,
through the tender committee, review the list and facilitate its approval;

·       
Ensure
that each undertaken procurement is fully documented, in compliance with
WCH/Donor requirements and documents are appropriately filed and safeguarded;

·       
Ensures
timely and accurate procurement of all goods according to approved budget lines
and donor guidelines;

·       
Review
requests submitted by program staff and issue requests for payments from the
country office upon mission tasks service accomplishments are received from
service provider;

·       
Ensure
the proper collection and archiving of new vendors files;

·       
Maintain
procurement and logistics information management filing system for contracts
and expenditures;

·       
Ensure
appropriate, timely and documentation of distribution of good to beneficiaries
as per project plans ensuring distribution lists, way bill and final receipt
confirmations are in place for each delivery.

Office
Administration, Safety & Security;

·       
Coordinate
the logistics activities in close collaboration with the program and support
staff this includes but not limited to; arranging for accommodation bookings
and transportation of goods;

·       
Assess
the needs and oversee the installation of office equipment, supplies, utilities
(stationary, filing systems, photocopier, furniture, water, electricity, etc.);

·       
Ensure
office supplies are always renewed when necessary and initiate the procurement
of supplies;

·       
Ensure
office premises, accommodation are managed, maintained and meet assessed
required security standards, including medical kit and fire extinguishers;

·       
Ensure
an updating listing of service providers for, IT service provider, taxi, car
rental, fuel, internet service, and similar running costs;

·       
Act as
the safety and security focal point for the sub-office

·       
Participate
in the yearly review of the security SOPs

·       
Ensure
visitors are provided with welcome package and ensure the required forms are on
file

·       
Provide
safety and security brief to new joiners and visitors and be the S&S focal
point during their visit

·       
Report
and archive security incidents

·       
Train
drivers on emergency response

·       
Send
emergency texts and alerts of protests and road closures to staff, visitors,
and partners

Fleet and
vehicles movement;

·       
Organize
and maintain the vehicle movements as per team needs.

·       
Maintain
WCH transportation procedures and vehicles maintenance.

·       
Ensure
that the administrative documents for all vehicles are available, filed, and
monitored.

·       
Monitor
the use of vehicles and motorbikes (consumption and mileage, damages,
administrative documents), consolidate, analyze and report the data for each
vehicle/motorbike and submit monthly report to the county office.

·       
Ensure
the timely and accurate scheduling and maintenance of vehicles and motorbikes.

·       
Ensure
the proper ordering, dispatch, use and follow up of fuel cards and logbooks.

·       
Verify
that the rental vehicles and taxi companies comply with WCH regulations and
needs.

·       
Maintain
proper rental records/agreements;

·       
Report
all cars incident to the line manager and prepare the relevant reports.;

·       
Give
initiatives and implement activities for the proper function of the fleet
management

Assets
Management

·       
Manage
WCH asset tracker and labelling as per WCH Asset Policy;

·       
Ensure
the security and the follow-up of the equipment used on the WCH Uganda
(identification, asset tracking, maintenance, warranty);

·       
Supervise
the installation of equipment and ensures they run smoothly and are maintained
and ensure any necessary repairs are duly carried out;

·       
Ensure
proper donation certificate/hand over sheets are issued, signed, and maintained
on file;

·       
Perform
regular asset audit for the different items stored within the WCH sub-office;

Qualifications, Skills and Experience:

·       
The
ideal candidate for the War Child Holland Project Support Officer job must hold
a Bachelor’s Degree in Accounting, Finance, Commerce, Administration or any
related field from a recognised university.

·       
At least four years of accounting, admin and logistics experience in a large organization with
at least three years in a managerial position.

·       
Relevant
professional qualifications and training in Finance, HR and procurement are
added advantages

·       
Excellent
interpersonal skills

·       
Excellent
oral and written communication skills

·       
Ability
to identify critical financial issues with capacity to pay attention to
details.

·       
Capacity
building skills

·       
Proven
ability to interpret financial procedures and standards, put them in practice
and influence other in their implementation.

·       
Strong
analytical and planning skills

·       
Ability
to effectively present information and respond appropriately to questions from
senior managers in the field, Country office and Local Authorities.

·       
Good,
proven experience of training and developing staff

·       
Experience
of a flexible approach to managing and prioritising a high workload and
multiple tasks in a fast paced environment with tight deadlines.

·       
Experience
of proactively identifying and addressing issues

·       
Ability
to work with a high degree of professionalism.

How to Apply:

All interested
applicants should apply online at the link below

Click Here

NB:

·       
Your
Application should not exceed 4 pages.

·       
While we
thank all applicants for their interest to work for WCH, only shortlisted
applicants will be contacted.

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