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Job Title:  Finance and Administration Officer

Organisation: Vijana Corps

Duty Station: Mukono, Uganda

About Vijana Corps:

Vijana Corps is a Uganda-based organization championing youth engagement through technology, media, and social innovations. Vijana Corps believes that achieving socio-economic justice and equitable development can and should be facilitated by a process that gives youth access to accurate, timely and relevant information; opportunities for skills and stable resources; platforms that allow thoughts and alternative voices to thrive; and spaces where individuals or groups, can mobilize, organize, and influence change.

Job Summary:   We are looking for a suitable candidate to join our dedicated corps as Finance Officer. The Finance Officer will support the Finance and Administration Manager in the areas of Budget formulation, financial planning, reporting and monitoring, internal controls management, and accounting/Budgeting execution within the different Hubs. You will provide Financial advisory services to the programs team. You are responsible for using adequate and appropriate internal controls to meet generally recognized accounting standards.

Key Duties and Responsibilities:

Financial Management (50% of the Time)

• Support in the preparation/ development of Monthly Financial reports which includes Business Central Dynamics postings, journal entries preparations, personal advances reports, Donor balance reports, Expenditure reports, payment vouchers; and ensure all expenses are in accordance with the donor regulations and guidelines (ensuring that expenses are allowable and reasonable by the Donor and NGO regulations)
• Complete allocated Bank reconciliations by the end of the following month.
• Maintain up-to-date fixed assets register including monthly data entry, running depreciation reports, and monthly and annual reporting of expenditure by category.
• Ensure that all project-related transactions are conducted, processed, and recorded as per the Vijana Corps system Chart of Accounts.
• Following up on staff advances and ensuring that all support documentation for advances is approved.
• Timely preparation and processing of payments by ensuring that all payments are reasonable, allowable and allocable to the donor Budget lines.
• Support the Finance Manager with the procurement of goods and services for Vijana Corps, ensuring value for Money, and all procurement payments are adequately supported.
• Ensure that internal controls pertaining to Online banking and mobile money transactions are tightened to mitigate risks.
• Manage petty cash fund by reviewing petty cash books for allowability and accuracy of financial transactions.
• Perform monthly staff accounts, accounts payable, and accounts receivables reconciliations and generate monthly financial reports.
• Ensure preparation of monthly cash projections and cashflow statements for submission to the Finance Manager and Biweekly cash projections to facilitate funds transfers. Review accountabilities from the users of funds advanced.
• Timely payroll processing and payment of statutory deductions.
• Review payments, purchase orders, contracts and financial transactions for accuracy and integrity before approval by the Finance Manager.
• Advise the programs team on the expenditure level of their respective projects.
• Prepare donor reports for review by the Finance and Administration manager and follow ups.
• Supporting internal and external Audits and implementation of recommendations.
• Provide general and efficient administrative support to other staff and departments.

Budget Formulation and Forecasting (30% of the Time)

• Work with the Finance and Administration Manager in delivering advice on complex, financial and budget issues, and developments.
• Development, compilation, and analysis of long- and short-term financial plans, strategies, and related financial indicators.
• Develop, implement, and coordinate administrative processes and procedures to support the efficient operation of the office.
• Monitor Budget performance with emphasis on revenue collections and donor income receipts. Provide timely and accurate Budget reports to the Finance and Administration Manager, including
• Revenue collections and Donor receipts.
• Monitor expenditure against cash flow availability as per revenues and income receipts.

Administration (20% of the Time)

• Assist in the Administrative Coordination of all the different Hubs.
• Supervision of the Administrative Assistants.
• Assist in handling the procurement processes.

Qualifications, Skills and Experience:

• The applicant must hold a bachelor’s degree in business, Accounting, Management, or another relevant field. With additional minimum Level 2 ACCA or CPA qualification.
• At least two (2) years of experience in financial management.
• Experience working with Donor funded projects, Microsoft teams and Dynamics Business central is a strong advantage.
• Excellent writing, computer, management, and organizational skills.
• Ability to independently plan and execute complex tasks while addressing daily management details and remaining organized and focused on long-term deadlines and strategy.
• Ability to work with Microsoft 365 suite.
• High level of integrity
• Excellent Teamwork and interpersonal skills

How to Apply:

All interested and qualified candidates should submit their Cover letter, a detailed CV and copies of their academic documents as a single PDF file of not more than 5mb to apply@vijanacorps.org. Please state your salary expectation in your cover letter.

Deadline: 20^th December 2023

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