Job Title: Base Administrator
Organisation: Action Against
Hunger (ACF)
Hunger (ACF)
Duty Station: Uganda
About US:
Action Against Hunger (ACF) is an International Humanitarian NGO which
has been in existence for over thirty years. ACF has been implementing Food
Security and Livelihoods, Nutrition, Water, Sanitation and Hygiene programs in
the Lango, Acholi, West Nile and Karamoja regions of Northern Uganda.
has been in existence for over thirty years. ACF has been implementing Food
Security and Livelihoods, Nutrition, Water, Sanitation and Hygiene programs in
the Lango, Acholi, West Nile and Karamoja regions of Northern Uganda.
Key Duties and
Responsibilities:
Responsibilities:
Cash and Bank Management:
·
Responsible
for finance at base level by ensuring the respect of Action Against Hunger
financial procedures related to cash management and bank transactions;
Responsible
for finance at base level by ensuring the respect of Action Against Hunger
financial procedures related to cash management and bank transactions;
·
Ensure
that payments, advances and transfers, are in line with the Procurement process
and has been duly approved by the Field Coordinator;
Ensure
that payments, advances and transfers, are in line with the Procurement process
and has been duly approved by the Field Coordinator;
·
Make
sure advances are cleared within 48 hours and no advances are outstanding
at the end of the month.
Make
sure advances are cleared within 48 hours and no advances are outstanding
at the end of the month.
·
Ensure
that the cashier records all the transactions in the accounting book. The
ledgers should be updated on a daily basis to be able to deal with cash control
at any time and bank reconciliation;
Ensure
that the cashier records all the transactions in the accounting book. The
ledgers should be updated on a daily basis to be able to deal with cash control
at any time and bank reconciliation;
·
The
jobholder will also follow-up on advances and transfers & keep all
Receipts in the file folder relative to the specific month.
The
jobholder will also follow-up on advances and transfers & keep all
Receipts in the file folder relative to the specific month.
·
Ensure
that all supporting documentation for each transaction are justified by an
appropriate invoice/receipt, and ensure the quality of receipts (name, patent number,
stamp, description, date, amount etc) included the procurement file;
Ensure
that all supporting documentation for each transaction are justified by an
appropriate invoice/receipt, and ensure the quality of receipts (name, patent number,
stamp, description, date, amount etc) included the procurement file;
·
Comply
with purchasing procedures upon remitting advances and inform the logistics
department of purchasing procedures and of data required on the invoices.
Comply
with purchasing procedures upon remitting advances and inform the logistics
department of purchasing procedures and of data required on the invoices.
Cash projection:
·
Review
and confirm budget availability for items requested for before making any
expenses or processing payments.
Review
and confirm budget availability for items requested for before making any
expenses or processing payments.
·
Ensure
that only expenses included in the cash forecast and Budget follow-up are being
processed for payments.
Ensure
that only expenses included in the cash forecast and Budget follow-up are being
processed for payments.
·
Control
with the Field Coordinator and Base Logistician that the PRs are properly
filled in with correct budget codes, and are properly recorded and followed up
until payment.
Control
with the Field Coordinator and Base Logistician that the PRs are properly
filled in with correct budget codes, and are properly recorded and followed up
until payment.
·
Prepares
monthly cash-flow forecasts and submits them to Finance Coordinator
through the Field Coordinator by the agreed deadline dates and follows them up
to obtain timely feedback.
Prepares
monthly cash-flow forecasts and submits them to Finance Coordinator
through the Field Coordinator by the agreed deadline dates and follows them up
to obtain timely feedback.
·
Keenly
monitors the cash-flow by ensuring that the Base bank account is not overdrawn
and adequate funding for all program activities is maintained.
Keenly
monitors the cash-flow by ensuring that the Base bank account is not overdrawn
and adequate funding for all program activities is maintained.
Management of the cash:
·
Post
entries, budget, budget lines and ensure they are of good quality
Post
entries, budget, budget lines and ensure they are of good quality
·
Submit
weekly cash controls every Friday and monthly closure to Kampala Assistant
Finance Coordinator at the end of the month,
Submit
weekly cash controls every Friday and monthly closure to Kampala Assistant
Finance Coordinator at the end of the month,
·
Organize
a checkup session of budget lines with the Program Managers,
Organize
a checkup session of budget lines with the Program Managers,
·
Submit
monthly accountancy report to the Assistant Finance Coordinator, the signed
cash control, list of advances outstanding, originals of all receipts attached
to the procurement file.
Submit
monthly accountancy report to the Assistant Finance Coordinator, the signed
cash control, list of advances outstanding, originals of all receipts attached
to the procurement file.
Check compliance with purchasing procedures: Comply
with purchasing procedures upon remitting advances and inform the logistics
department of purchasing procedures and of data required on the invoices.
with purchasing procedures upon remitting advances and inform the logistics
department of purchasing procedures and of data required on the invoices.
Supervision of Cashier
·
Manage
performance of the Cashier ensuring that HR performance processes are
well adhered to
Manage
performance of the Cashier ensuring that HR performance processes are
well adhered to
·
Review
entries posted by the Cashier and confirm that budgets, budget lines and codes
and are charged to the respective grants.
Review
entries posted by the Cashier and confirm that budgets, budget lines and codes
and are charged to the respective grants.
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate for the Action Against
Hunger (ACF) Base Administrator job opportunity should hold a Bachelor’s degree
in Business Administration,
Accounting or Business Studies, Administration.
The ideal candidate for the Action Against
Hunger (ACF) Base Administrator job opportunity should hold a Bachelor’s degree
in Business Administration,
Accounting or Business Studies, Administration.
·
Computer
literacy i.e. proficiency in word processor, Spreadsheet ,SAGA is a MUST etc
Computer
literacy i.e. proficiency in word processor, Spreadsheet ,SAGA is a MUST etc
·
Excellent
advanced knowledge in the use of excel spreadsheet
Excellent
advanced knowledge in the use of excel spreadsheet
·
Good
time management skills
Good
time management skills
·
Excellent
communication skills (written and oral) in English
Excellent
communication skills (written and oral) in English
·
Honesty
and integrity
Honesty
and integrity
·
Good
organizational skills
Good
organizational skills
·
Proactive-demonstrates
the ability to foresee problems and prevent them by taking action
Proactive-demonstrates
the ability to foresee problems and prevent them by taking action
How to Apply:
All suitably qualified and interested candidates should send their
handwritten applications which should include ONLY a cover letter, CV (not more
than 4 pages) with at least three referees and a daytime telephone contract.
For email applications please note that attached documents should not be larger
than 2MBs. All documents should be zipped in one folder. Any email larger than
2MBs will not be considered. Please send your email application to:
[email protected] mentioning “Base Administrator” in the
subject line.
handwritten applications which should include ONLY a cover letter, CV (not more
than 4 pages) with at least three referees and a daytime telephone contract.
For email applications please note that attached documents should not be larger
than 2MBs. All documents should be zipped in one folder. Any email larger than
2MBs will not be considered. Please send your email application to:
[email protected] mentioning “Base Administrator” in the
subject line.
Deadline: 30th October 2017 by 5:00 PM
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