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Job
Title:           Finance
and Administration Assistant – Livestock for Livelihoods

Organization: Farm
Africa

Duty Station: Kotido,
Uganda

Reports to: Senior
Livestock Officer with technical support from Project Accountant and
Administrator based in (Kotido) -L4L

About US:

Farm Africa is an
international non-governmental organization working to end hunger and bring
prosperity to rural Africa. We work to increase the incomes and improve food
security of smallholder farmers, pastoralists, agro-pastoralists, and forest
dwellers in East Africa. A core part of our strategy is to ensure that our
interventions are both economically sustainable and scalable. The systematic
integration of market linkages in implementing programmes is crucial to our
ability to scale our interventions cost-effectively. Farm Africa has the ambition
to be the leading European NGO specialising in Agriculture, Natural Resource
Management and Market Engagement.

About L4L Project:

Farm Africa has the
ambition to be the leading European NGO specialising in Agriculture, Natural
Resource Management and Market Engagement. It is currently managing a £5m grant
for a Livestock for Livelihoods (L4L) programme operating in Uganda’s Karamoja sub-region
and Ethiopia’s South Omo zone funded by the UK government (UK Aid). The project
is being implemented across four districts of Karamoja sub-region (Moroto,
Napak, Kotido & Nakapiripirit). Under this programme, Farm Africa is
working with local civil society, SMEs, cooperatives and farmer organisations
to develop market systems that support livestock services and enterprises for
21,000 women, contributing to women’s economic empowerment, reduced poverty and
improved nutrition of women and children. The project will address market failures
in animal health and breeding services to improve livestock productivity, build
capacity and assets of herders, establish trade and enterprise opportunities
and improve household nutrition practices through behavioural change. It will
demonstrate how nutrition interventions can build on women’s economic
empowerment to contribute to both increased income and improved household
nutrition.

Job Summary:  The Finance and Administration Assistant will support
the Project Accountant and Administrator in ensuring a high standard of
financial management and reporting for Farm Africa’s £2.5m, four year,
Livestock for Livelihoods project. In particular, he/she will be responsible
for delivering a high level of financial and administrative support in the
Kotido sub-office, where a team of four staff are based. He/she will also
ensure the smooth running of the office and ensure that Farm Africa policies
and procedures are understood and adhered to.

Key Duties and Responsibilities: 

Financial
Administration for Kotido Office

·        
Ensuring
transactions are properly and promptly recorded in cashbook and SUN templates
with accurate codes.

·        
Ensuring
that proper accounting records are maintained including debtor and creditor
listings and staff working advance records, carrying out monthly
reconciliations

·        
Ensuring
timely payment of all invoices and expenditures

·        
Supporting
the Project Accountant and Administrator in preparation of monthly and
quarterly cash requests for the office.

·        
Working
with the Project Accountant & Administrator to ensure that sufficient cash
is available in the office to meet project and office running costs

·        
Processing
of SWA requests and ensuring they are retired in a timely manner with all
records correctly filed

·        
Ensuring
that all supporting documents are submitted and filed for every payment request
and purchase

·        
Updating
the petty cash book in a timely manner and ensuring that periodical cash counts
are conducted

·        
Ensure
that monthly cashbook is submitted to the Project Accountant and Administrator
for review and approval

·        
Supporting
the Project Accountant and Administrator with the month end reconciliation
process

·        
Maintain
financial files (both hard and soft copy) in an organised manner

·        
Ensuring
that contracts are respected and paid for according to agreed terms of payments

Procurement

·        
Supporting
the Project Accountant and Administrator in ensuring high level of compliance
of procurement policies and procedures for the Kotido office

·        
Requesting
for quotations from service providers and suppliers

·        
Reviewing
purchase requests and quote evaluations against approved budgets, and ensure
that the correct accounting codes are added

·        
Maintaining
an accurate and up-to-date list of pre-qualified suppliers, and working with
the Project Accountant & Administrator to pre-qualify new suppliers as
appropriate

·        
Monitoring
the service contracts and working with Project Accountant and Administrator to
ensure that renewals takes place on time.

Logistics

·        
Ensuring
that vehicle logbooks are completed by the driver & assistant after every
trip

·        
Maintaining
a record of insurance policies for vehicles and motorbikes, and ensuring that
policies don’t lapse

·        
Working
closely with the project driver and assistant in ensuring that all assets are
well maintained by ensuring timely servicing and repairs

·        
Making
arrangements for staff travel

·        
Working
closely with project driver and assistant to ensure that accommodation and
other logistical items for visitors are in place well in advance.

·        
Ensure
that project reports are frequently compiled and submitted in line with Farm
Africa guidelines and donor requirements

Human Resource
Administration

·        
Keeping
up to date physical and digital files for all members of the office

·        
Maintaining
annual leave, sickness and other absence records for the team members in Kotido

·        
Supporting
with recruitment, including calling candidates for interview

·        
Ensuring
that Health Insurance and Workers Compensation Insurance policies are in place
for all members of the team

Office
Administration

·        
Responsible
for efficient running of the office facilities, including managing the office
supplies

·        
Ensuring
that utility bills, including internet, are kept up to date

·        
Ensuring
that the office is kept in a good condition, organising repairs as required

·        
Ensuring
that the office compound is kept in a good condition

·        
Ensuring
that the security staff are reporting duty as contracted

·        
Ensuring
that a proper filling system is in place at the field office for all important
documents

·        
Maintaining
an accurate and up-to-date list of all office inventories

·        
Maintaining
an accurate and up-to-date record of project fixed assets

·        
Ensuring
that all Farm Africa assets are insured, and policies renewed as required

NB: These essential
functions are not to be interpreted as a complete statement of all duties
performed. Employees will be required to perform other job related duties as
required. All work responsibilities are subject to having performance goals
and/or targets established.

Qualifications, Skills and Experience: 

·        
The ideal
candidate for the Farm Africa job placement must hold a Degree in a relevant
subject such as Accounting, Finance or Business Administration         

·        
At least
two years’ experience working in a busy finance and/or administration team 

·        
Experience

·        
Experience
of processing financial transactions and maintaining financial records     

·        
Experience
of leading or supporting procurement processes      

·        
Experience
of maintaining a fixed asset register or stock register          

·        
Experience
of maintaining staff records    

·        
Experience
of office/facilities 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
organisational 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          

·        
Good team
player     

Desired

·        
Knowledge
of SUN system

·        
Previous
experience of setting up administrative systems or processes

·        
Experience
of organising travel within Uganda

·        
Working
for an INGO

How to Apply:

All candidates
should send their updated CVs, salary histories, and a two-page supporting
statement detailing how you meet the person specification to
ugandarecruitment@farmafrica.org including ‘Finance & Administrative
Assistant- L4L’ in the subject line.

Deadline:  26^th May 2019 by 5:00pm

NB: Please DO NOT
send additional documents such as certificates and references with your
application. Successful candidates ONLY will be required to provide these
documents during the referencing process. Interviews are expected to take place
w/c 10th June 2019 at Farm Africa’s country office in Moroto. Only shortlisted
candidates will be contacted.

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