Job Title: Finance and Administration
Officer
Organisation: Partners
for Community Health and Development Organisation (PACHEDO)
Duty Station: Palabek,
Lamwo Uganda
Reports to: Uganda
Finance & Adm. Director
Remuneration: One-year
renewable
About US:
Partners for
Community Health and Development Organisation (PACHEDO) founded in 2007 is a
registered NGO in Uganda and currently operational and implements projects in 5
main sectors (Agriculture and Livelihood, Health and Nutrition, WASH and Gender
Based Violence and Emergency interventions) in Northern Uganda- Acholi
sub-region (Amuru, Gulu and Lamwo districts), with the Head office located in
Pece Laaro Division Gulu City.
Through one of her
donor BMZ- Johanniter International Assistance PACHEDO, has received funding
for a 36 months’ Nutrition and WASH project to be implemented in Palabek
refugee settlement and surrounding sub-counties in Lamwo district Acholi
sub-region. PACHEDO is therefore seeking to recruit dynamic, highly motivated,
qualified and competent persons to fill the positions indicated below for the
Promotion of Improved Nutrition Project.
Very attractive
Job Summary: The
Finance and Administration Officer will mainly manage finance and
administrative functions of projects; including: finance and accounting services,
financial reporting, budgets performance, monitoring and utilization of funds
to ensure compliance with organizational policies and procedures as well as
donor requirements
Key Duties and Responsibilities:
Maintaining project
finances in an accurate and timely manner.
·
Receive
and issue a receipt for any cash deposited /received
·
All cash
received within the week should be banked intact at least once a week
·
Safe
custody of money, vouchers, receipts and cheque leaves
·
Review
documents to ensure that payments are in line with authorization level and as
per financial and donor guidelines.
·
Reconcile
bank, supplier and service provider statements on a monthly basis
·
Track
and monitor all advances to ensure timely retirements
·
Update
cash books and ledgers daily to ensure that proper and accurate
Support the project
team in budget management to avoid budget overruns.
·
Support
the program team in the coding of expenditure prior to effecting any payment
·
Check
and advise the program team on budget balance before expenditure is incurred
·
Participate
in development and revisions of budget for the project.
·
Share
and disseminate information on budget adjustments with the project team members
·
Check
for accuracy, completeness, and coding before transactions are posted.
·
Post all
paid transaction into the accounting system according to the correct budget
codes.
Preparation and
submission of monthly financial reports
·
Prepare
monthly donor expenditure reports for the project
·
Prepare
quarterly reports and report on variances
·
Prepare
monthly bank reconciliation statements for field bank accounts
·
Prepare
a monthly receipts reconciliation statement
·
Review
of all utilities expenditure (electricity, phone, water bills)
·
File all
payment vouchers that have been posted into the accounting system according to
their categories (cash, Bank, Journal
·
Ensure
that all payment vouchers are appropriately approved and have complete support
documentation at any time transaction is completed.
Manage and control
organization’s assets, stocks and inventory.
·
Prepare
and update the asset register
·
Carryout
stock-taking and preparation of stock records
·
Oversee
the maintenance of project assets and their safe custody
·
Prepare
asset usage reports of motor vehicles, motorbikes and generators
Provide efficient
and effective office management
·
Order
office supplies and keep proper and up-to-date records
·
Manage
the filling, storage and security of documents
·
Respond
to audit queries and follow up
·
Manage
the repair and maintenance of office machines and equipment
Provide general
administrative and logistical support to staff, and supervise the maintenance
of general office security.
Qualifications, Skills and Experience:
·
The applicant
must hold a University Degree in a relevant subject such as Accounting, Finance
or Business Administration, professional qualification will be an added
advantage.
·
Minimum
of three (3) years’ experience working in a busy finance and/or administration
team with and NGO and INGO
·
Experience
of processing financial transactions and maintaining financial records
·
Experience
of leading or supporting procurement processes
·
Experience
of maintaining records such as a fixed asset register or stock register, staff
records
·
Experience
of setting up administrative systems or processes, office management
·
Experience
of managing casual staff such as cleaners or guards
·
Experience
of information management and using Microsoft Excel or Access to manage and
store data
·
Outstanding
organizational skills, and the ability to manage a busy and varied workload
·
Strong
written and verbal communication skills, including the ability to communicate
with people from a broad range of backgrounds.
·
Flexible
and ‘can do’ attitude, Honesty and Integrity
·
Team
player with excellent communication, Organisation and planning skills and to
communicate in time and work in a team
·
Ability
to exercise sound judgment and make decisions independently.
·
Working
experience in Emergency context and fluency in English is a MUST and Luo will
be an added advantage.
·
Good
working knowledge of QuickBooks
·
Experience
of organizing travel within Uganda
·
Excellent
communications skills both oral and written
NB: PACHEDO
is an equal opportunity employer, Gender sensitive and has policies including
SHEA and a child protection policy that every staff is required to sign.
How to Apply:
All suitably
qualified candidates are encouraged to apply by submitting only electronic
copies of not more than 2MB of an application letter, a detailed CV (max 3
pages)containing contact details including active telephone numbers of three
reference persons of which two must be professional referees, that includes
your supervisor of the most recent/previous employer, and a one-page motivation
letter, copies of relevant testimonials/certificates, to the following by
e-mail to [email protected] and [email protected] please Indicate clearly
on the application subject line the position applied for.
Applications must be
addressed to;
The Human Resources
Director,
PACHEDO P.O Box 692
Gulu. Uganda
NB: Only shortlisted candidates will be contacted.
Consider your application unsuccessful in case you do not hear from PACHEDO in
one-month time after the deadline.
Deadline: 17th December 2020 by 5:00pm
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