The Ugandan Jobline

• Cash Management & Bank
• Responsible for finance at base
  level by ensuring the respect of ACF finance procedures related to cash
  management and bank transactions,
• Make payments, advances and
  transfers, ONLY if the payment /Cash request/Purchase Order has
  previously been duly approved by the Head of Base,
• Ensure that all advances are cleared
  within 48 hours and no advances are outstanding at the end of the month. ,
• Record all the transactions on SAGA.
  The cashbook should be updated on a daily basis to be able to deal with
  cash control at any time and bank reconciliation.
• Responsible for making follow-ups on
  advances and transfers & keep all bills in the folder relative to the
  specific month.
• Ensure each transaction is justified
  by an appropriate invoice/receipt, and to ensure the quality of receipts
  (name, patent number, stamp, description, date, amount etc) including the
  procurement file.
• Cash Projection:
• Support the Head of Base in
  preparation and compilation of the needs of each department,
• Control with the Head of Base and
  Base Logistician that the purchase order forms are properly filled in
  with correct budget codes, and are properly recorded and followed up until
  payment,
• SAGA:
• Ensure the good quality of SAGA:
  entries, budget, budget lines…
• Submit weekly monthly accountancy
  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,
• Send to Kampala Finance the monthly
  saga report: saga backup, the signed cash control, list of advances
  outstanding, originals of all receipts attached to the procurement file.
  In case some documents are missing, a short explanatory note should be
  joined,
• 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.

• Regulations and procedures: Ensure
  implementation and respect of ACF staff regulations at the Base level,
  make sure they are well understood plus ensuring that all grievances are
  first discussed with the Head of Base, staff’s direct supervisor and after
  reported to HR Coordinator
• Administrative follow up of the staff:
• Keep the database on staff updated:
  make sure all documents in the local employees’ individual files and check
  that all files are complete,
• Organize the process of recruitment
  with the Program Managers and participate in the interviews,
• Prepare employment contracts and
  send to Kampala all the documents for the employee’s personal file. Make
  sure no one takes a position before signing the contract. Request ID for
  new staff.
• Follow up of staff contract: keep a
  list of end-of-contract dates for the base’s employees, discuss with
  Program Managers about renewal or not
• Follow up of staff related to
  workmen’s compensation and NSSF, prepare and remit PAYE, NSSF & LST
  in the specified periods and preparing accident reports at work plus
  taking necessary steps in case of death or to end a contract.
• Follow up of rental contract: Ensure
  all rental vehicles and premises have a valid contract and that any
  changes in contract are notified in writing (including salary increments).
  Send to Kampala for signature by AFC,
• Staff Salary data:
• Ensure the coherence and respect of
  salary scale at base level,
• Prepare monthly salary database and
  forward to Kampala,
• Make sure all exceptional advances,
  loans to staff are reimbursed within the time frame,
• Annual leave:
• Update monthly follow-up of annual
  leave & sick leave,
• Submit annual leave requests (for
  the number of days accrued) to the Head of Base, if the Direct supervisor
  has signed it,
• Make sure supervisors fill annual
  leave planner.
• Supervision of office & guest house staff: As
  direct supervisor of Cleaner and guest house staff (cook, cleaners), make
  sure they have a Job Description, organize their work and annual leave,
  evaluate them and crosschecking their purchases.
• Filing: Maintain proper filing systems for
  all documents related to Administration in the base: staff, rental
  contracts, service contracts, correspondence

• The applicant should ideally hold a Bachelor’s
  degree in Human Resource Management, Accounting or Business
  Administration.
• Good time management skills
• Excellent communication skills (written and
  oral) in English
• Computer literacy i.e. working knowledge of
  word processor, Spreadsheet, SAGA etc
• Excellent knowledge in Human Resource
  Management
• Honesty and integrity
• Excellent organizational skills
• Proactive-demonstrates the ability to foresee
  problems and prevent them by taking action

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