Finance and Administration Officer Jobs – Alliance for Election Campaign Finance Monitoring (ACFIM)
Job Title: Finance and Administration Officer
Organization: Alliance for Election Campaign Finance Monitoring (ACFIM)
Duty Station: Kampala, Uganda
Reports to: Finance and Administration Manager
About US:
Alliance for Election Campaign Finance Monitoring (ACFIM) is a Pan African coalition of civil society organizations founded in Uganda to contribute towards building electoral integrity through monitoring of election campaign finance; engaging the electorate on electoral accountability; and advocating for feasible legal/institutional framework for election campaign financing.
Key Duties and Responsibilities:
Accounts
- Post day to day financial transactions and JVs in the accounting system;
- Verify payments to suppliers and submit them to the supervisor for approval;
- Prepare payroll for the organization and ensure that staff advances are taken into account;
- Prepare and file returns for all statutory (PAYE, NSSF, LST & WHT) and ensure compliance with deadlines;
- Post general ledger transactions and reconcile cash receipt book, post internal revenue, donations and proceeds from fixed assets disposals;
- Perform monthly bank reconciliations of the organization’s bank accounts;
- Carry out proper and systematic filling of all payment vouchers relating to transactions and other sensitive records specifically PAYE and NSSF with their supporting documents.
- Ensure confidentiality is maintained;
- Support the budget process of the organization as well as budgets in support of the project proposals;
- Follow-up accountabilities on all funds disbursed to staff to ensure timely liquidation of cash advances and submit a monthly report on defaulting transactions;
- Prepare monthly, quarterly and annual financial reports and any other financial reports that may be required by management;
- Reconcile programme advances and raise necessary journal vouchers;
- Check petty cash payment vouchers and post them to the accounting system;
- Prepare cheque payment vouchers and write cheques for necessary approval and authorization;
- Carry out proper and systematic donor based filling of all payment vouchers with their supporting documents.
- Developing an in-depth knowledge of organisational process.
- Being a key point of contact for other departments on financial and accounting matters.
- Supporting the Finance Manager and Executives with projects and tasks when required.
- Prepare monthly, quarterly and annual financial management report for the various projects within the organization.
Human Resource
- In consultation with Executive Director maintain and coordinate an accurate and update personnel information system at the field office;
- Assist in briefing personnel and vendors on general administrative matters, provide advice and arrange administrative support as my be required;
- Provide general secretarial and administrative assistance to project team when requested.
Procurement
- Raise and receive purchase requisition forms from finance or programme department respectively and process it;
- Obtain quotations from approved list of suppliers for any goods or services, evaluate and forward it to the Supervisor/Procurement Committee for evaluation and recommendations;
Stores management
- Oversee that inventory cards are maintained and regularly updated with inventory inwards and outwards;
- Determine the appropriate quantity of inventory that should be held at any one time to avoid stock out;
- Monitor and assess the physical and operational state of property of the organization and identify those that require repair, maintenance or disposal and initiate disposal (s) to management in consultation with Executive Director;
- Perform any other duties as maybe assigned to you from time to time by your immediate supervisor.
General Rules
- Maintain archives of all administrative contracts and update the system in accordance to office practice;
- Support management and project officers in organizing events, meetings and programme activities;
- Manage administration budget including ensuring that bills for shared resources such as internet, telephone, water, electricity etc. are settled in timely manner;
- Oversee office maintenance to achieve a neat, clean and professional appearance;
- Maintain an accurate and update inventory of Alliance for Finance Monitoring (ACFIM) equipment and property as well as other facilities;
- Monitor implementation plans to ensure proper logistical support provisions;
- Ensure compliance with the policies and guidelines of the institution and development partners.
- Ensure quality delivery for products that are generated for approval by the line manager before sharing to internal and external stakeholders;
- Ensure all presentations generated are reviewed and approved by the line manager before being presented in meetings/events where RRA is invited;
- Support audit processes of the organization;
- Ensure effective representation of RRA when delegated to attend activities/events organized by key stakeholders and development partners;
- Perform any other duties as may be requested or assigned by the line manager
Qualifications, Skills and Experience:
- The applicant must hold a University Degree in Finance/Accounting
- At least five years’ experience in a comparable position preferably in a reputable NGO or Non-profit organisation.
- Office management experience, including responsibility for staffing, admin/finance issues and relationships with donors.
- Experience in Working with QuickBooks accounting package and good Excel skills.
- Articulate and confident communicator.
- Problem solving attitude.
- Respectful approach to human interactions with excellent interpersonal skills.
How to Apply:
All suitably qualified candidates are encouraged to apply and submit their cover letters, a detailed curriculum vitae and certified copies of relevant academic documents to:
acfim@politicalfinanceafrica.org Copy to: acfimuganda@gmail.com
Please write in the Subject Line: Application for Finance Officer
Deadline: 30th January 2020
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