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• Ensure that all sub-office financial transactions are in accordance
  with War Child Holland’s policies and procedures and deliver timely,
  reliable and accurate high-quality accounting and reporting activities.
• Ensure the monitoring and collection of receivable and payable.
• Responsible for the cash management of the sub-office.
• Responsible for the operations support of the sub-office; administration,
  HR and logistics.
• Ensures compliance with local laws and statutory audit and financial
  reporting requirements as well as WCH and donors’ policies and procedures.

• Assist with projects forecast management and money request
  preparation in close cooperation with Team Leader/PC, submit monthly cash
  flow needs on or before the due date;
• Ensure timely and accurate data entries in cashbook, bankbook and
  UNIT4 on a daily basis and ensure that all financial data is properly
  entered and closely monitor to ensure that correct account codes and fund
  codes are entered for each transaction, following the standard
  descriptions defined in WCH’s Global Finance Manual and Uganda Finance
  SOP;
• Ensure purchases of goods greater than the petty cash threshold
  determine whether; Type and unit price of each item on the invoice matches
  the same information per the purchase order. And all documents have
  sufficient approval and signing authority;
• Ensure disbursement (cheque or cash) request form is adequately
  supported by documentation and has been properly approved, check the
  mathematical accuracy of the invoice;
• Communicate accounts on a monthly basis to the country office,
  respecting UNIT4 procedures and deadlines in line with the monthly
  accounting schedule as per Finance Procedures;
• Manage the presentation, circulation, filing of vouchers and
  archiving of accounting and financial documents in compliance with Finance
  procedures;
• Review all sub-ledger balances on a weekly basis and collect
  outstanding receivables;
• Ensure that reminders for all outstanding receivable are sent to
  staff responsible and make follow up on the collection;
• Ensure that all cash receipts are recorded and banked promptly and
  intact;
• Ensure that all deductions where applicable are done on a monthly
  basis;
• Ensure that the sub-office has cash at all times and maintaining
  minimum balances and respecting maximum limits in the accounts;
• Timely Booking of receipts;
• Ensure that all sub-office finance related issues that may arise out
  of the monthly financial review are followed up and addressed
  conclusively;
• On a monthly basis prepare and submit reconciliations;

• Ensure proper understanding and adherence to WCH rules and
  regulations and that all procurement documents are completed timely and
  have sufficient and accurate supporting documentation;
• Work closely with program staff to prepare and update on a weekly
  basis the procurement plan, provide guidance and input to program staff on
  the feasibility and allowability of procurement;
• Manage procurement requests from individuals and projects in a
  timely, expeditious and effective manner, ensuring that these are, duly
  approved, provided for in budgets, correctly described and coded and in
  compliance with WCH and donor policies and procedures;
• Maintain an updated and active vendor (approved) database at all
  times and periodically, through the tender committee, review the list and
  facilitate its approval;
• Ensure that each undertaken procurement is fully documented, in
  compliance with WCH/Donor requirements and documents are appropriately
  filed and safeguarded;
• Ensures timely and accurate procurement of all goods according to
  approved budget lines and donor guidelines;
• Review requests submitted by program staff and issue requests for
  payments from the country office upon mission, tasks, service
  accomplishments are received from service provider;
• Ensure the proper collection and archiving of new vendors files;
• Maintain procurement and logistics information management filing
  system for contracts and expenditures;
• Ensure appropriate, timely and documentation of distribution of good
  to beneficiaries as per project plans ensuring distribution lists, way bill
  and final receipt confirmations are in place for each delivery.

• Coordinate the logistics activities in close collaboration with the
  program and support staff this includes but not limited to; arranging for
  accommodation bookings and transportation of goods;
• Assess the needs and oversee the installation of office equipment,
  supplies, utilities (stationary, filing systems, photocopier, furniture,
  water, electricity, etc.);
• Ensure office supplies are always renewed when necessary and
  initiate the procurement of supplies;
• Ensure office premises, accommodation are managed, maintained and
  meet assessed required security standards, including medical kit and fire
  extinguishers;
• Ensure an updating listing of service providers for, IT service
  provider, taxi, car rental, fuel, internet service, and similar running
  costs;
• Act as the safety and security focal point for the sub-office
• Participate in the yearly review of the security SOPs
• Ensure visitors are provided with welcome package and ensure the
  required forms are on file
• Provide safety and security brief to new joiners and visitors and be
  the S&S focal point during their visit
• Report and archive security incidents
• Train drivers on emergency response
• Send emergency texts and alerts of protests and road closures to
  staff, visitors, and partners

• Organize and maintain the vehicle movements as per team needs.
• Maintain WCH transportation procedures and vehicles maintenance.
• Ensure that the administrative documents for all vehicles are
  available, filed, and monitored.
• Monitor the use of vehicles and motorbikes (consumption and mileage,
  damages, administrative documents), consolidate, analyze and report the
  data for each vehicle/motorbike and submit monthly report to the county
  office.
• Ensure the timely and accurate scheduling and maintenance of
  vehicles and motorbikes.
• Ensure the proper ordering, dispatch, use and follow up of fuel
  cards and logbooks.
• Verify that the rental vehicles and taxi companies comply with WCH
  regulations and needs.
• Maintain proper rental records/agreements;
• Report all cars incident to the line manager and prepare the
  relevant reports.;
• Give initiatives and implement activities for the proper function of
  the fleet management

• Manage WCH asset tracker and labelling as per WCH Asset Policy;
• Ensure the security and the follow-up of the equipment used on the
  WCH Uganda (identification, asset tracking, maintenance, warranty);
• Supervise the installation of equipment and ensures they run
  smoothly and are maintained and ensure any necessary repairs are duly
  carried out;
• Ensure proper donation certificate/hand over sheets are issued,
  signed, and maintained on file;
• Perform regular asset audit for the different items stored within
  the WCH sub-office;

• The ideal candidate for the War Child Holland (WCH) Project Support
  Officer job must hold a Bachelor’s Degree in Accounting, Finance,
  Commerce, Administration or any related field from a recognised
  university.
• Four years of accounting, admin and logistics experience in a large
  organization with at least three years in a managerial position.
• Relevant professional qualifications and training in Finance, HR and
  procurement are added advantages
• Excellent interpersonal skills
• Excellent oral and written communication skills
• Ability to identify critical financial issues with capacity to pay
  attention to details.
• Capacity building skills
• Proven ability to interpret financial procedures and standards, put
  them in practice and influence other in their implementation.
• Strong analytical and planning skills
• Ability to effectively present information and respond appropriately
  to questions from senior managers in the field, Country office and Local
  Authorities.
• Good, proven experience of training and developing staff
• Experience of a flexible approach to managing and prioritising a
  high workload and multiple tasks in a fast paced environment with tight
  deadlines.
• Experience of proactively identifying and addressing issues
• Ability to work with a high degree of professionalism.

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