The Ugandan Jobline

Job Title:     Finance and Administrative Officer

Organisation: National Environment Management Authority (NEMA)

Duty Station:  Kampala, Uganda

Funding Source: Global Environment Facility/United Nations Environment Programme

Project Name: Project on institutional capacity strengthening for implementation of the Nagoya protocol on access to genetic resources and benefit sharing in Uganda

Reports to: Project Manager

Job Ref: ABS/ADV/EXT/01/2023

About US:

The National Environment Management Authority (hereinafter called “NEMA”) was established under the National Environment Act, Cap.153 in May 1995 and continued under the National Environment Act No.5 of 2019 as the principal agency for environment management in Uganda charged with regulating, supervising and coordinating all activities relating to the environment.

About Project:

National Environment Management Authority (NEMA) on behalf of the Government of Uganda is executing a 4-year Global Environment Facility/United Nations Environment Programme supported Project on “Institutional Capacity Strengthening for Implementation of the Nagoya Protocol on Access to Genetic Resources and Benefit Sharing in Uganda”. The development goal of the project is to conserve Uganda’s genetic resources and associated traditional knowledge and access and share the benefits arising out of their utilization in an equitable and sustainable way while the project objective is to strengthen institutional capacity for effective implementation of the Nagoya Protocol and conduct effective awareness campaigns on Access to Genetic Resources and Benefit Sharing (ABS) in Uganda.

The project will have two site offices; one in Karamoja in north eastern Uganda targeting indigenous peoples and Local communities in the Karamoja region while the other will be in South Western Uganda targeting the Batwa community leaving around Bwindi Impenetrable Forest and Mgahinga Gorilla National Parks. The Karamoja field be hosted by Karamoja Women Cultural Group (KWCG) while the United Organization for Batwa Development in Uganda (UOBDU) will host the field office for South Western Uganda.

Job Summary:  The jobholder will prepare activity budgets, budget revisions, financial reports and provide administrative support to the project

The Finance and Administrative Assistant is responsible for the financial and administrative management of the project activities and assists in the preparation of quarterly and annual work plans and progress reports for review and monitoring by UNEP.

Key Duties and Responsibilities:

• Responsible for providing general financial and administrative support to the project;
• Take own initiative and perform daily work in compliance with annual work schedules;
• Support project management in performing budget cycle: planning, preparation, revisions, and budget execution;
• Provide assistance to partner agencies involved in project activities, performing and monitoring financial aspects to ensure compliance with budgeted costs in line with UNEP policies and procedures;
• Monitor project expenditures, ensuring that no expenditure is incurred before it has been authorized;
• Assist project team in drafting quarterly and yearly financial project progress reports;
• Ensure that NEMA procurement rules are followed during procurement activities that are carried out by the project and maintain responsibility for the inventory of the project assets;
• Perform preparatory work for mandatory and general budget revisions, annual physical inventory and auditing, and assist external evaluators in fulfilling their mission;
• Prepare all outputs in accordance with NEMA’s administrative and financial office guidance;
• Ensure the project utilizes the available financial resources in an efficient and transparent manner;
• Ensure that all project financial activities are carried out on schedule and within budget to achieve the project outputs;
• Perform all other financial related duties, upon request
• Assist the project manager in Preparation of sub-contracting agreements with partners and ensure their effective implementation and monitoring with regard to finances
• Assist the Project Manager in preparation of the project implementation review by providing financial data
• Mentor and train field staff in bookkeeping, and financial reporting
• Secure co-finance reports from partners and Prepare overall annual project co-finance reports
• Support UNEP and the consultants in conducting midterm evaluation and terminal evaluation exercises by providing financial data, required reports and organizing travel arrangements and consultation meetings.
• Maintain day-to-day management of financial operations of the project in accordance with established rules, regulations and relevant manuals
• In charge of the management and monitoring of the project budgets, maintaining all relevant records;
• Effect payments according to NEMA and UNEP/GEF guidelines and procedures
• Maintain project’s disbursement ledger and journal
• Prepare accurate financial reports, including monthly, quarterly and annual financial reports
• Presentation of information on the status of financial resources as required
• Maintain the project equipment inventory and submit equipment inventory reports to UNEP as per the UNEP/GEF template.
• Ensure project annual audit exercise are conducted and the support the auditing team with all the necessary information and data. Draft TORs of the audit exercise for the Project Manager. Review each annual audit reports to ensure it is in conformity with project finance expenditures before it is signed off. Submit approved annual audit reports to UNEP as per the UNEP/GEF requirements.
• Provide full support to project evaluation, reviews and audit missions
• Maintain project correspondence and lines of communication in accordance with established procedures
• Support the preparation of costed quarterly and annual work plans
• Provide logistical organization for field visits, workshops and meetings
• Maintain a proper filing system and office administration
• Provide assistance to project partner involved in project activities, performing and monitoring financial aspects to ensure compliance with UNEP policies and procedures;
• Monitor project expenditures, ensuring that no expenditure is incurred before it has been authorized
• Assist project team in drafting quarterly and yearly financial project progress reports
• Conduct procurement activities and Ensure that procurement rules are followed for procurement carried out by the project and maintain responsibility for the inventory of the project assets and according to NEMA procedures and UNEP/GEF requirements
• Perform all other financial related duties, upon request

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in finance, commerce, business administration.
• Finance and/or Accounting Certifications like CPA, ACCA is an added advantage.
• Post graduate training in Finance and Accounting is desirable.
• At least a minimum of five (05) years working experience in Finance and Administration of which at least 03 (three) years in management of project finances
• Working experience with donor supported projects
• Experience in accounting processes and procedures, and financial reporting;
• Experience in GEF and UNEP finance and administrative procedures
• Skills in maintenance of project’s disbursement ledger and journal;
• Skills in preparation of information on the status of financial resources as required;
• Ability to handle a large volume of work under time constraints;
• Ability to anticipates client needs and addresses them promptly;
• Proficient in software applications (Excel, Ms. Word among others).
• Ability to communicate effectively
• Demonstrates / Safeguards Ethics and Integrity
• Acts as a team player and facilitates team work
• Ability to work under the pressure with minimum supervision;
• Good interpersonal skills
• Excellent verbal and writing communication skills;

How to Apply:

All potential candidates should download an application form, Download Here, and fill the form and attach “O” and “A” level certificates, Bachelor’s and Postgraduate Degree Transcripts and Certificates, Professional certificates where applicable and Employment letters in one pdf file named: “Position-Name of Applicant”.

The one pdf file should be submitted to projects@nema.go.ug

Applications not in one pdf file and those arriving after closing time will not be considered.

Deadline: 12^th July 2023

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