The Ugandan Jobline

 

Job Title:    Finance/Logistics Assistant

Organization:
Oxfam

Duty Station:
Uganda

Reports to: Finance Officer

 

About US:

Oxfam is a global
movement of people working together to end the injustice of poverty. We
are an international confederation of 19 organizations (affiliates) working
together with partners and local communities in the areas of humanitarian,
development and campaigning, in more than 90 countries. In Uganda, our program
is anchored on three broad themes deliberately focused on Women’s Rights:
Governance and Accountability, Resilient Livelihoods and Humanitarian
Preparedness and Response.

 

Job Summary:  The Finance/Logistics Assistant will manage
finance and logistics/procurement functions at the field office to ensure
proper utilization of organizational resources and timely financial reporting.
The Finance/Logistics Assistant will be exemplary in his commitment to Oxfam
Novib core values, upholding Oxfam principles and policies.

 

Key Duties and
Responsibilities:

Financial
management

·        
Maintain
the office petty cash and make approved payments

·        
Preparation
of monthly imprest reports for submission to the Finance Officer

·        
Preparation
of project financial reports in collaboration with the Finance Officer.

·        
Support
the partners to develop and maintain project financial reporting templates and
based on monthly visits provide advice on the improvement of financial
management systems of partners

·        
Support
budget preparation process and analysis as and when required

·        
Support
on the implementation of grant closure requirements as per policies

·        
Participate
in project and organizational audits

·        
Ensure
timely and eligible accountability of staff project/travel advances

Procurement and
Fleet Management

·        
Handle
Local procurement activities of the office according to Oxfam Novib procurement
regulations.

·        
Ensure
that there is an approved purchase request for all purchases with valid project/fund
numbers dully filled out before any purchase is made

·        
Study
the approved purchase requests and raise any unclear issues with regards to
specifications, delivery times with the respective requesting officers &
partners.

·        
Following
receipt of goods, attach all procurement documentation and submit for
preparation of payment request.

·        
Process
and forward field purchase requests which are beyond the field threshold to the
Logistics Office in Kampala.

·        
Support
in the preparation of Fuel and Inventory reports for submission to the
Logistics Officer

·        
Monitor
and manage fuel usage for the field and office generators. Make sure a detailed
report to this effect is submitted to the Logistics officer monthly.

·        
Support
drivers in compilation of their monthly reports.

Asset and Stores
Management

·        
Regular
monitoring of office equipments’ use such as printers, servers, office phones
and desk top computers and conduct regular assets verification with support of
finance officer.

·        
Monitor
field level distributions and ensure PHP and PHE teams comply to stores
management procedures at settlements level.

·        
Support
in compilation of GRNs, delivery notes, Invoices and supplier payments.

·        
Ensure
that distribution lists are returned and well filed.

·        
Ensure
that an assets and inventory register is in place to record details of assets,
inventory users, transfer, locations, donors, asset numbers and other details
as required by the organization.

·        
Maintaining
regular supply of office supplies and inventories and where possible request
for replenishments.

·        
Support
stores management, (office and field) receiving and dispatching of goods out of
office premises/field for staff use, as well as maintaining bin cards.

·        
Maintain
proper records and submit accurate monthly stock reports

·        
Ensure
that all safety measures in terms of Fire extinguishers, lightening arrestors,
sand buckets and fire blankets are readily available in the office premises.

Administration

·        
Facilitate
hotel and guesthouse bookings for OXFAM staff and visitors, follow-up the
presentation of monthly bills and ensure that approved payment request is
submitted in a timely manner.

·        
Ensure
Cleanliness of Oxfam Kyangwali office & Supervision of the guards &
Cleaner while making sure their payment requests are processed promptly &
accurately.

·        
Monitor
the Usage of Utilities to ensure cost effectiveness and efficiency.

·        
coordinates
and prepare staff work and leave schedules and support in documenting of
absences including staff timesheets

·        
Organize
replies to correspondence (email and letters), maintaining a list of key dates
(e.g. expiry of employment / service contracts, registration requirements,
audits, public holidays, visits, etc.)

Other

·        
Eager
and required to adhere to Oxfam’s principles and values (click here) as well as
the promotion of gender justice and women’s rights (click here).

·        
Understanding
of and commitment to adhere to equity, diversity, gender, child safety and
staff health and wellbeing principles.

 

Qualifications, Skills and Experience:

·        
The ideal
candidate for the Oxfam Finance/Logistics Assistant job placement job must hold
a Bachelor’s degree in Business, Finance, Accounting or other related field;

·        
Two to
three years of handling Finance & Logistics roles in an INGO;

·        
Excellent
knowledge and experience in core financial management, donor-funded programmes,
Local tax laws, International accounting standards practices

·        
Integrity;
honesty; interpersonal relations skills, Excellent communication skills
(written and verbal), Planning, problem-solving and analytical skills

·        
Computer
skills, particularly with spreadsheets and accounting softwares

·        
Ability
to demonstrate sensitivity to cultural differences and gender issues, as well
as the commitment to equal opportunities.

·        
Ability
to demonstrate an openness and willingness to learn about the application of
gender/gender mainstreaming, women’s rights, and diversity for all aspects of
development work.

·        
Commitment
to Oxfam’s safeguarding policies to ensure all people who come into contact
with Oxfam are as safe as possible.

 

 

How to Apply:

All candidates
should apply online at the link below.

 

Click
Here

 

For more of the
latest jobs, please visit https://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

 

 

 

 

Related Jobs