The Ugandan Jobline

Job Title:   Administrative, Finance and Logistics Assistant 

Organisation: Avocats Sans Frontières (ASF)

Duty Station:  Kampala, Uganda

Reports to: AFL Coordinator

About US:

Avocats Sans Frontières (ASF) is a development aid non-governmental organization whose work focuses on giving access to justice and protecting the fundamental rights of all people with a focus on most marginalized groups.

Job Summary:   Under the supervision of the AFL Coordinator, the Administrative, Finance and Logistics Assistant is tasked with the control and implementation of all administrative, financial and logistics policies and procedures for ASF in East Africa.

ASF is looking nationally for a suitably qualified candidate to fill in the position of an Assistant within the Administrative, Finance and Logistics Department (AFL) to be based in the Kampala office.

Key Duties and Responsibilities:

Accountancy management

• Initiating payment requisition for operational costs items.
• Timely processing of duly approved cash payments.
• Responsible for managing petty cash book including preparing memo for replenishing cash, cash planning for office, data capture of cash transactions in the excel daybook and later uploading on the accounting system upon review by the AFL Coordinator.
• Scanning all documents relating to accounting, finance and logistical roles and properly archiving these folders on their respective folders on server.
• Ensure proper maintenance of the cash safe with its contents. This includes physical cash in the safe, administrative and legal documents of ASF that are kept in the safe like the certificates of registration with NGO Bureau, PPDO, FIA, etc.
• Responsible for preparing weekly cash count with the AFLC and monthly cash counts with the Regional Director.
• Responsible for chronological filing of ASF transaction documents both hard and scanned copies according to AFL procedures manual.
• Responsible for proper storage of used cheque books and cheque leaves.
• Timely and accurate recording and tracking of operational advances to staff. These advances include those operational advances issued to staff for missions and any other form of cash advances that might be requested for.
• Liaise with the AFLC in ensuring efficient closure of operational advances.
• Routine management of cash movements and cash balances thresholds as required by AFL procedures manual.
• Prepare accounting files to be shipped to Brussels office upon completion of audit.

Administration

• Work together with the logistics assistant in ensuring proper planning for office recurrent expenditures like electricity, water, consumables, generator fuel, etc. so that the office does not run short of the supplies.
• Manage all outgoing and incoming mails.
• Delivers outgoing mail in case the logistics assistant is out of office.
• Maintain the record of all incoming mails in case the logistics assistant is out of office.

Support to field missions

• Implement field missions planning of the different projects as per approved purchase requisition.
• Assist ASF programs officers in the implementation of administrative and financial procedures.
• Collect all necessary documents for accountancy and management follow-up of the missions

Logistical and inventory management

• Work together with the Logistics Assistant to ensure timely update of the inventory and assets register.
• Maintain an organized filing system on all logistical and procurements processes.

Others responsibilities

• Any other duties that will be assigned by supervisor from time to time.

Qualifications, Skills and Experience:

• The applicant must hold a Degree: BA in Accounting/Financial Management, Business Administration, Bachelor of Commerce, or any related course.
• At least three years of experience in accounting and financial management;
• At least 1 year in a similar role preferably with an NGO;
• Experience in Logistics and administration is an asset.
• Financial/Accountancy management is key;
• IT: High level of computer literacy (knowledge of well-known NGO accounting software, advanced Excel, Word);
• High ethical values;
• Excellent interpersonal skills and multitasking capacity; Language: English required, working knowledge of French is an advantage;
• Driver’s license;
• Desire to take on new challenges;
• Motivation to integrate a multicultural and international organization.

How to Apply:

All interested applicants should send a cover letter, detailed Curriculum Vitae, copies of academic transcripts; three reachable referees, and salary expectations.

Applications must be addressed to oug-job@asf.be with the reference “AFL Assistant” in the email subject

Applications will be processed as they are received. Because of limited human resources, only pre-selected candidates will be contacted by ASF. Thank you for your understanding.

Deadline: 15th January 2024.

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