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Job Title:    Finance and Administration
Officer

Organisation: Partners
for Community Health and Development Organisation (PACHEDO)

Duty Station: Palabek,
Lamwo Uganda

Reports to: Uganda
Finance & Adm. Director

Remuneration: One-year
renewable

 

About US:

Partners for
Community Health and Development Organisation (PACHEDO) founded in 2007 is a
registered NGO in Uganda and currently operational and implements projects in 5
main sectors (Agriculture and Livelihood, Health and Nutrition, WASH and Gender
Based Violence and Emergency interventions) in Northern Uganda- Acholi
sub-region (Amuru, Gulu and Lamwo districts), with the Head office located in
Pece Laaro Division Gulu City.

 

Through one of her
donor BMZ- Johanniter International Assistance PACHEDO, has received funding
for a 36 months’ Nutrition and WASH project to be implemented in Palabek
refugee settlement and surrounding sub-counties in Lamwo district Acholi
sub-region. PACHEDO is therefore seeking to recruit dynamic, highly motivated,
qualified and competent persons to fill the positions indicated below for the
Promotion of Improved Nutrition Project.

Very attractive

 

Job Summary: The
Finance and Administration Officer will mainly manage finance and
administrative functions of projects; including: finance and accounting services,
financial reporting, budgets performance, monitoring and utilization of funds
to ensure compliance with organizational policies and procedures as well as
donor requirements

 

Key Duties and Responsibilities:  

Maintaining project
finances in an accurate and timely manner.

·       
Receive
and issue a receipt for any cash deposited /received

·       
All cash
received within the week should be banked intact at least once a week

·       
Safe
custody of money, vouchers, receipts and cheque leaves

·       
Review
documents to ensure that payments are in line with authorization level and as
per financial and donor guidelines.

·       
Reconcile
bank, supplier and service provider statements on a monthly basis

·       
Track
and monitor all advances to ensure timely retirements

·       
Update
cash books and ledgers daily to ensure that proper and accurate

Support the project
team in budget management to avoid budget overruns.

·       
Support
the program team in the coding of expenditure prior to effecting any payment

·       
Check
and advise the program team on budget balance before expenditure is incurred

·       
Participate
in development and revisions of budget for the project.

·       
Share
and disseminate information on budget adjustments with the project team members

·       
Check
for accuracy, completeness, and coding before transactions are posted.

·       
Post all
paid transaction into the accounting system according to the correct budget
codes.

Preparation and
submission of monthly financial reports

·       
Prepare
monthly donor expenditure reports for the project

·       
Prepare
quarterly reports and report on variances

·       
Prepare
monthly bank reconciliation statements for field bank accounts

·       
Prepare
a monthly receipts reconciliation statement

·       
Review
of all utilities expenditure (electricity, phone, water bills)

·       
File all
payment vouchers that have been posted into the accounting system according to
their categories (cash, Bank, Journal

·       
Ensure
that all payment vouchers are appropriately approved and have complete support
documentation at any time transaction is completed.

Manage and control
organization’s assets, stocks and inventory.

·       
Prepare
and update the asset register

·       
Carryout
stock-taking and preparation of stock records

·       
Oversee
the maintenance of project assets and their safe custody

·       
Prepare
asset usage reports of motor vehicles, motorbikes and generators

Provide efficient
and effective office management

·       
Order
office supplies and keep proper and up-to-date records

·       
Manage
the filling, storage and security of documents

·       
Respond
to audit queries and follow up

·       
Manage
the repair and maintenance of office machines and equipment

Provide general
administrative and logistical support to staff, and supervise the maintenance
of general office security.

 

Qualifications, Skills and Experience:

·       
The applicant
must hold a University Degree in a relevant subject such as Accounting, Finance
or Business Administration, professional qualification will be an added
advantage.

·       
Minimum
of three (3) years’ experience working in a busy finance and/or administration
team with and NGO and INGO

·       
Experience
of processing financial transactions and maintaining financial records

·       
Experience
of leading or supporting procurement processes

·       
Experience
of maintaining records such as a fixed asset register or stock register, staff
records

·       
Experience
of setting up administrative systems or processes, office management

·       
Experience
of managing casual staff such as cleaners or guards

·       
Experience
of information management and using Microsoft Excel or Access to manage and
store data

·       
Outstanding
organizational skills, and the ability to manage a busy and varied workload

·       
Strong
written and verbal communication skills, including the ability to communicate
with people from a broad range of backgrounds.

·       
Flexible
and ‘can do’ attitude, Honesty and Integrity

·       
Team
player with excellent communication, Organisation and planning skills and to
communicate in time and work in a team

·       
Ability
to exercise sound judgment and make decisions independently.

·       
Working
experience in Emergency context and fluency in English is a MUST and Luo will
be an added advantage.

·       
Good
working knowledge of QuickBooks

·       
Experience
of organizing travel within Uganda

·       
Excellent
communications skills both oral and written

 

NB: PACHEDO
is an equal opportunity employer, Gender sensitive and has policies including
SHEA and a child protection policy that every staff is required to sign.

 

How to Apply:

All suitably
qualified candidates are encouraged to apply by submitting only electronic
copies of not more than 2MB of an application letter, a detailed CV (max 3
pages)containing contact details including active telephone numbers of three
reference persons of which two must be professional referees, that includes
your supervisor of the most recent/previous employer, and a one-page motivation
letter, copies of relevant testimonials/certificates, to the following by
e-mail to recruitment@pachedo.org and hrjohanniter@gmail.com please Indicate clearly
on the application subject line the position applied for.

 

Applications must be
addressed to;

The Human Resources
Director,

PACHEDO P.O Box 692
Gulu. Uganda

 

NB: Only shortlisted candidates will be contacted.
Consider your application unsuccessful in case you do not hear from PACHEDO in
one-month time after the deadline.

 

Deadline: 17^th December 2020 by 5:00pm

 

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