Finance & Administration Coordinator Job Careers – Educate!
Job Title: Finance & Administration Coordinator – OosY
Organization: Educate!
Duty Station: Uganda
About US:
Educate! prepares youth in Africa with the skills to succeed in today’s economy. We tackle youth unemployment by reforming what schools teach and how they teach it, so that students in Africa have the skills to start businesses, get jobs and drive development in their communities. Our model is delivered through practically-trained teachers and youth mentors. Educate!’s goal is to make this practical, skills-based model part of national education systems.
Job Summary: The Finance & Administration Coordinator shall be responsible for smooth financial and administrative operations of the Bootcamp program, achieving four main objectives: Accounts and Budget Report: Observing and implementing all Educate! Bootcamp accounting systems, payments, book-keeping and statutory filing. Financial and operational reporting. Assisting Program Manager to better manage the program budget through BVA reports, training, and advocating Youth First. Procurement Coordination and Checks: Lead the procurement process, ensuring adherence to procurement best practices through peer review and checks of team submissions, enforcing compliance at all levels while securing value for E! Funds. Field Finance Support: Ensuring staff in the field have adequate training in finance systems and that they are adequately supported with timely payments and accountability systems. Administration Strategy, Resource Coordination and Logistics: In charge of admin budgets to -/+ 5% monthly budget variance. Responsible for goal alignment of administration’s key components: Logistics, Stores and Office Management in support of the implementation of program activities and timelines. In charge of custody and distribution of materials, space organization and allocation. The OosY Bootcamp Program’s focus is to serve the lowest income and most vulnerable segment of out-of-school youth by exploring creating an alternative learning experience to academic secondary. You’ll be joining a motivated, passionate, overachieving team that is positioning Educate! to be the leader in skills-based secondary education in Africa and intensively impact millions of youth each year.
Key Duties and Responsibilities:
Accounts & Budget Report (35%):
Payments and Supporting Documentation
- Ensure all payments are made in line with Educate! financial policies and procedures
- Ensure all payments are filed with adequate supporting documentation
- Ensure all payments are made in a timely, cost effective and transparent manner
- Ensure all payments are recorded immediately in the cashbooks
Budget Management
- Prepare Budget versus Actual analysis for Bootcamp Program operations.
- Advise Program Manager on budgetary implications of activities
- Support Program Manager and staff in ensuring cost effectiveness in all Bootcamp Program Educate! activities in Uganda
QuickBooks posting and reporting
- Post all transactions promptly into QuickBooks not to exceed the 3rd day of the following month
- Carry out monthly bank and other ledger reconciliations by 2nd day of the following month
- Provide program monthly financials and reports
Tax and other statutory filing
- Ensure full compliance with Revenue Authority tax payments and returns requirements
- Ensure full compliance with all other statutory returns and payments
Payroll and Pay slips
- Prepare accurate monthly payrolls, and ensure timely payments and provision of pay slips to staff
- Maintain an environment of confidentiality regarding payroll and other personnel records
Field Finance Support (10%):
- Finance Support for staff in the field; Ensure staff in the field have adequate training in finance systems and that they are adequately supported with timely payments and accountability systems.
Procurement Coordination and Checks (15%):
Procurement Planning:
- With the rest of the team, ensure annual and monthly plans are in place to manage effective procurement per approved budgets
- Prompt program team on requirements for upcoming procurement
Procurement Policies
- Uphold all procurement policies in each procurement transaction
- Provide advice to the Program Manager on policies that need review or better monitoring
- Advice staff on new or updated policies
Process Management
- Manage procurement process including quotations and proposals, committees and awarding and contracting
Vendor Management
- Manage all vendors to budgetary cost effectiveness, efficient turnaround time and great relationships through which E! is prioritized
Inventory Management
- Ensure availability of required inventory at all times
- Ensure accuracy and reconciliation of all inventory records including end of month inventory counts
Administration Strategy, Resource Coordination and Logistics (40%)
Administration Strategy
- Manage admin goals in line with the program strategy.
- Conduct regular risk assessment to create or quickly adjust plans due to anticipated problems.
- Put in place checks and balances to exceed program annual goals and work plan activities.
- Anticipate capacity gaps and create innovative solutions.
- Network and research to suggest new possibilities; try new ways of doing things using cutting-edge technology.
- Design admin tracking and information systems for scale.
- Guide management and employee actions by researching, developing, writing, and updating policies, procedures, methods, and guidelines; communicating and enforcing organization values.
Resource Management
- Manage admin budgets. In consultation with the Program Manager, reallocate funds and choose activities in line with approved budgets and strategy.
- Prepare budget proposals, create detailed budgets for come up projects, review BvA reports
- Enforce security protocol for office equipment & supplies, staff I.Ds, induction training logistics and orientation to safety procedures.
- Inventory, equipment and asset management – ensure availability of inventory at all times
Logistics Management
- Lead program-wide filing system in Google Drive, coordinated with segregation by department, controls on access, standard ordering of files.
- Ensure storage and distribution of E! materials is cost effective and timely, as well as compliant to E! procedures and the law.
- Ensure logistics for all program events (including research, prototypes, tests and pilots) are professionally organized, timely, all required materials made available and run smoothly
Qualifications, Skills and Experience:
- BSc degree in Finance, Accounting or Business administration with a minimum of 3 years of professional experience
- Proven ability to calculate, post and manage accounting figures and financial records
- Hands-on experience in operating spreadsheets and accounting software (Quickbooks and Excel)
- Experience in planning and logistics
- Systems oriented, high integrity, excellent customer service, general management and strong personality.
- Experience in multitasking in a fast-paced environment, set priorities, work independently as well as thrive in a team.
- Data entry skills along with a knack for numbers
- Proficiency in English and in MS Office as well as Customer service orientation and negotiation skills
- High degree of accuracy and attention to detail plus a Fast Learner with keen attention to detail.
- Great administrator who is passionate about the youth with integrity and trustworthiness coupled with strong interpersonal skills.
How to Apply:
All candidates should apply online at the link below.
Deadline: 24th January 2020