Administrative and Finance Assistant Job at African Development Bank (AfDB)

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Organization: The African
Development Bank (AfDB)
Duty Station: Kampala, Uganda
Grade: GS8
About AFDB:
The African Development Bank office in Kampala (UGFO) has been
established to strengthen dialogue between the Bank and Government, development
partners, the private sector, and the civil society, in the design of its
development policy and programs, as well as on implementation, monitoring and
evaluation of the poverty reduction strategy. The office also seeks to assist
the operational functions of the Bank Group in launching and follow up of
projects and programs in Uganda. The major functions of the office fall under
the major areas of: country programming, project administration, promoting
participation, regional integration, and aid co-ordination, in line with the
partnership principles and with a view to increasing development effectiveness
and impact. UGFO invites applications from suitably qualified candidates to
fill the following vacant position.  This is a local position, and posting
will be in the Uganda Field Office (Kampala) of the African Development Bank
Group.
Job Summary: Under the
overall administrative authority of the Resident Representative, the Finance
and Administrative Assistant will undertake to implement the UGFO’s
administrative services including accounting and budgeting, human resources
activities and supervision of use of office facilities and resources. He/she
will carry out effective recording, control and management of Bank resources,
the Office’s operational activities in keeping with the Bank’s policies and
guidelines.
Key Duties and Responsibilities:
1. Budget preparation and implementation:
  • Participate in drawing up the
    administrative budget of the Bank’s Office following the schedule set by
    the Budget Department while taking  into account the particular
    investment needs of the Office;
  • Ensure recording, up-dating and monitoring
    expenditure in accordance with the Bank’s internal control rules and
    procedures
  • Report periodically on the status of
    budget implementation and propose possible revisions.
  • Establishing procedures and controls to improve
    efficiency of service and identify cost savings and promote efficient use
    of Bank resources.
  • Advise the management on methods to
    improve control environment in the Field Office
2. Finance and Accounting
  • Ensure timely payments of all bills for
    UGFO in line with established financial procedures and regulations.
  • Ensuring proper documentation of payment
    vouchers and all other supporting documents.
  • Process for payment and maintain
    individual staff mission expenditure; advances and balances.
  • Keep and maintain daily updates of all the
    required Field Office books of accounts, records, inventory and files in
    order, and all financial transactions captured and entered in SAP.
  • Produce for review and final approval of
    the Resident Representative, all the Office monthly financial and budget
    execution reports.
  • Undertake timely preparation and
    verification of reports, statements and schedules for auditing of the
    Country Office activities
3. Human Resources Management:
  • Keep all staff records/Files up-dated.
  • Up-date and submit monthly reports on
    personnel management.
  • Manage office staff benefits in accordance
    with the Human Resources policy and instructions in force.
4. General Administration: institutional procurement of goods
and services and Management of property and equipment
  • Undertake procurement of goods and
    services in keeping with the Bank’ rules and procedures.
  • Manage the preparation and monitoring of
    service providers’ contracts.
  • Keep stock of Office supplies and
    inventory of Bank property and equipment.
  • Management of office vehicles in
    accordance with the bank’s transport policy and instructions in force.
  • Ensure the quality of Bank facilities in
    Uganda, including workspaces, property and equipment as well as service
    provision relating to the upkeep, maintenance and security of facilities
    according to Bank standards.
  • Organize, supervise and monitor the
    activities of administrative staff and ensure appropriate training for the
    latter in order to obtain quality services;
  • Ensure all administrative documents
    necessary for the proper functioning of the office and staff are obtained
    from the relevant authorities.
  • Proper management and control of office
    stores and petty cash.
  • Ensure administrative support to all the
    Field Office staff and bank’s visiting mission as required.
  • Ensure that proper filing is undertaken in
    the Field Office;
  • Ensure that proper control mechanism and
    segregation of duties are in place, and that Bank procedures are fully
    implemented.
Qualifications, Skills and Experience:
  • The candidate should possess a Bachelor’s
    degree in Business Administration, Accounting, and/or Finance; combined
    with membership to an internationally recognized professional accounting
    body (e.g. CA, CPA, ACCA) with knowledge and experience in administrative;
    financial accounting and full range of office support work, with a high
    level of sustained performance.
  • At least six years of relevant work
    experience.
  • Experience in a similar post in a
    multilateral organization will be considered an advantage.
  • Thorough knowledge and use of all relevant
    computer software and the ability to help organize data and information
    retrieval systems.
  • Strong interpersonal and verbal
    communication skills.
  • Proven ability to work effectively in a team-oriented,
    multicultural environment and to function effectively as a member of
    various groups
  • Competence in the use of Bank standard
    software (SAP, Word, Excel, Access, MS Projects and PowerPoint).
  • Strong written and verbal communication
    skills in English.
  • Knowledge of French will be considered an
    advantage.
Terms of Employment:
Three years on a fixed-term contract with possibilities of renewal
based on performance. This position does not attract international terms and
conditions. The post holder will be considered as local staff and will
therefore not have international status.
How to Apply:
Please visit the web link below to express your interest in the above
vacancy. Only applicants who fully meet the Bank’s requirements and are being
considered for interview will be contacted. Applicants will only be considered
if they submit a fully  completed
Personal History Form (PHF), available online from the Bank’s web site, and attach
a comprehensive Curriculum Vitae (CV) indicating their date of birth and . The
President, ADB, reserves the right to appoint a candidate at a lower  level. The African Development Bank is an
equal opportunities employer and female candidates are strongly encouraged to
apply
Deadline: 25th October,
2013
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