Finance and Administration Officer NGO Jobs – Partners for Community Health and Development Organisation (PACHEDO
Job Title: Finance and Administration Officer
Organisation: Partners for Community Health and Development Organisation (PACHEDO)
Duty Station: Palabek, Lamwo Uganda
Reports to: Uganda Finance & Adm. Director
Remuneration: One-year renewable
About US:
Partners for Community Health and Development Organisation (PACHEDO) founded in 2007 is a registered NGO in Uganda and currently operational and implements projects in 5 main sectors (Agriculture and Livelihood, Health and Nutrition, WASH and Gender Based Violence and Emergency interventions) in Northern Uganda- Acholi sub-region (Amuru, Gulu and Lamwo districts), with the Head office located in Pece Laaro Division Gulu City.
Through one of her donor BMZ- Johanniter International Assistance PACHEDO, has received funding for a 36 months’ Nutrition and WASH project to be implemented in Palabek refugee settlement and surrounding sub-counties in Lamwo district Acholi sub-region. PACHEDO is therefore seeking to recruit dynamic, highly motivated, qualified and competent persons to fill the positions indicated below for the Promotion of Improved Nutrition Project.
Very attractive
Job Summary: The Finance and Administration Officer will mainly manage finance and administrative functions of projects; including: finance and accounting services, financial reporting, budgets performance, monitoring and utilization of funds to ensure compliance with organizational policies and procedures as well as donor requirements
Key Duties and Responsibilities:
Maintaining project finances in an accurate and timely manner.
- Receive and issue a receipt for any cash deposited /received
- All cash received within the week should be banked intact at least once a week
- Safe custody of money, vouchers, receipts and cheque leaves
- Review documents to ensure that payments are in line with authorization level and as per financial and donor guidelines.
- Reconcile bank, supplier and service provider statements on a monthly basis
- Track and monitor all advances to ensure timely retirements
- Update cash books and ledgers daily to ensure that proper and accurate
Support the project team in budget management to avoid budget overruns.
- Support the program team in the coding of expenditure prior to effecting any payment
- Check and advise the program team on budget balance before expenditure is incurred
- Participate in development and revisions of budget for the project.
- Share and disseminate information on budget adjustments with the project team members
- Check for accuracy, completeness, and coding before transactions are posted.
- Post all paid transaction into the accounting system according to the correct budget codes.
Preparation and submission of monthly financial reports
- Prepare monthly donor expenditure reports for the project
- Prepare quarterly reports and report on variances
- Prepare monthly bank reconciliation statements for field bank accounts
- Prepare a monthly receipts reconciliation statement
- Review of all utilities expenditure (electricity, phone, water bills)
- File all payment vouchers that have been posted into the accounting system according to their categories (cash, Bank, Journal
- Ensure that all payment vouchers are appropriately approved and have complete support documentation at any time transaction is completed.
Manage and control organization’s assets, stocks and inventory.
- Prepare and update the asset register
- Carryout stock-taking and preparation of stock records
- Oversee the maintenance of project assets and their safe custody
- Prepare asset usage reports of motor vehicles, motorbikes and generators
Provide efficient and effective office management
- Order office supplies and keep proper and up-to-date records
- Manage the filling, storage and security of documents
- Respond to audit queries and follow up
- Manage the repair and maintenance of office machines and equipment
Provide general administrative and logistical support to staff, and supervise the maintenance of general office security.
Qualifications, Skills and Experience:
- The applicant must hold a University Degree in a relevant subject such as Accounting, Finance or Business Administration, professional qualification will be an added advantage.
- Minimum of three (3) years’ experience working in a busy finance and/or administration team with and NGO and INGO
- Experience of processing financial transactions and maintaining financial records
- Experience of leading or supporting procurement processes
- Experience of maintaining records such as a fixed asset register or stock register, staff records
- Experience of setting up administrative systems or processes, office 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 organizational 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
- Team player with excellent communication, Organisation and planning skills and to communicate in time and work in a team
- Ability to exercise sound judgment and make decisions independently.
- Working experience in Emergency context and fluency in English is a MUST and Luo will be an added advantage.
- Good working knowledge of QuickBooks
- Experience of organizing travel within Uganda
- Excellent communications skills both oral and written
NB: PACHEDO is an equal opportunity employer, Gender sensitive and has policies including SHEA and a child protection policy that every staff is required to sign.
How to Apply:
All suitably qualified candidates are encouraged to apply by submitting only electronic copies of not more than 2MB of an application letter, a detailed CV (max 3 pages)containing contact details including active telephone numbers of three reference persons of which two must be professional referees, that includes your supervisor of the most recent/previous employer, and a one-page motivation letter, copies of relevant testimonials/certificates, to the following by e-mail to recruitment@pachedo.org and hrjohanniter@gmail.com please Indicate clearly on the application subject line the position applied for.
Applications must be addressed to;
The Human Resources Director,
PACHEDO P.O Box 692 Gulu. Uganda
NB: Only shortlisted candidates will be contacted. Consider your application unsuccessful in case you do not hear from PACHEDO in one-month time after the deadline.
Deadline: 17th December 2020 by 5:00pm