Job Title: National Contract – Agency Management Officer M/F
Organisation: Agence Française de Développement Group (AFD Group)
Duty Station: Kampala, Uganda
About US:
The French Development Agency (Agence française de développement, AFD) is a public financial institution that implements the policy defined by the French Government. It works to fight poverty and promote sustainable development. This public institution is active in Africa, Asia, the Middle East, Latin America, the Caribbean and the French overseas territories, where it finances and supports projects that improve living conditions for populations, promote economic growth and protect the planet.
Key Duties and Responsibilities: Contribute to the smooth running of the agency by ensuring all or part of the administrative, financial, budgetary and/or logistical management , and in particular:
- In liaison and under the authority of the PGR in Nairobi, act as focal point for the Kampala agency on various subjects (compatibility, budget, real estate and HR administrative management)
- Ensure budget monitoring
- Ensure administrative management of HR issues
- CIL correspondent for the AFD agency in Kampala
Treasury:
- Bank account management:
- Prepare payments to suppliers, administrations, etc. by transfers, checks, direct debits, etc.
- Monitor and carry out supplies
- Send monthly bank statements to the PGR (Regional Management Platform/Center)
- Monitor bank authorizations during changes of management.
- Process VAT refunds to the tax authority (URA).
Expense tracking:
- Ensure payments and collect invoices in good and due form
- Keep a chrono file for tracking expenses, indicating the wording, the amount paid, the date, etc. And ensure validation of the extraction of the chrono file for the period concerned by the signature of the authorized person
- Prepare supporting documents for sending to the PGR
- Monitor paper archiving and the shared file in compliance with the defined nomenclature
Budget:
- Preparation of the initial budget and the HR budget file on BUDGEO
- Preparation of the R&O
- Preparation of the PDFA
- Preparation of the landing
- Monitoring and analysis of budget lines according to the need determined by the agency management
- Completing the various budget tables and providing response elements when justifying the various budgetary exercises in connection with the PGR
- Preparation of the end-of-year execution report
Customer Invoicing:
- Issuing customer invoices and monitoring payments (in conjunction with management support which handles supplier relations)
- Monitoring invoicing timelines
Fixed Asset Monitoring:
- Carrying out physical inventories and reporting them to the PGR
- Ensuring that the invoice and GLA journal are sent to the PGR for each asset acquisition, exit and site transfer in order to facilitate updating on FRP
HR Monitoring:
- Support the Agency Management in drafting/renewing agents’ employment contracts
- Establishing pay slips and carrying out the necessary procedures for declarations to social security and the tax authority
- Monitoring and justifying payroll variables
- Monitoring and justifying the financing facilities table
Local IT Correspondent
- Ensure that all office IT needs are met (including preparing workstations for new arrivals and departures),
- Maintaining an IT inventory, coordinating with suppliers on all IT aspects, including Internet, repairs and maintenance, new supplies, etc.
Interim Administrative Assistant
- Collecting quotes and invoices from suppliers while ensuring their compliance,
- Ensuring the processing and tracking of mail, including physical and electronic archiving of letters,
- Monitoring deadlines: Receiving due date notices, drafting the corresponding letters for validation by project managers, monitoring and following up on reimbursements by counterparties, feeding the due date tracking table in conjunction with Agency Management,
- Making hotel and flight reservations for missions and trips, and preparing mission orders,
- All other tasks assigned by Agency Management.
Qualifications, Skills and Experience:
- Knowledge implemented:
- Knowledge of AFD accounting procedures
- Knowledge of AFD budget cycle
- Professional skills and behaviors:
- Autonomy, organizational and responsiveness qualities.
- Adaptability and tenacity.
- Practices/methods/tools implemented:
- Mastery of Microsoft office tools ie Excel, Word and PowerPoint
- Use of CGL, Biapps, BUDGEO tools
- Use of MAP Agence, EASYVISTA, ROME tools
Desired profile
- Higher education in accounting or management
- Previous experience in accounting management desired
- Use of English both written and spoken. Mastery of French would be a plus
How to Apply:
All candidates should apply online at the link below.
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