Job Title: Administrative & Finance Officer
Organisation: American International Health Alliance (AIHA)
Duty Station: Kampala, Uganda
Reports to: Program Manager, HIV/AIDS Twinning Center Program
The American International Health Alliance (AIHA) is a non-profit organization with more than 24 years of experience implementing health systems strengthening and human resources for health (HSS/HRH) interventions in low‐ and middle‐income countries around the globe. Using twinning — our highly collaborative, inclusive, holistic, and cost‐effective programming model — we work to empower our partners to build a strong, sustainable foundation for locally driven, locally sustainable programs that greatly improve health service delivery and access to quality care.
Job Summary: The Administrative & Finance Officer will work closely with the Kampala-based Program Coordinator and other members of AIHA’s team to provide administrative and financial support to the AIHA/Uganda Staff and partners with the overall aim of ensuring smooth functioning of operations and project activities.
Key Duties and Responsibilities:
- Offer logistical support for partnership and staff travel to/from/through Uganda and for AIHA activities held in Uganda (tasks include arranging hotels, meals, books printing; supplies purchases, transport; arrivals/departures coordination).
- Offer support in monitoring and analysis of financial control procedures.
- Verify payment documentation for accuracy and completeness before posting to QBs.
- Manage petty cash accounts, including ensuring the maintenance of an appropriate level of petty cash in safe deposit.
- Prepare monthly and annual budgets and financial reports. Ensure accurate keeping of all accounting records for the office and programs – e.g. bank accounts; furniture and equipment inventory, and supply register.
- The incumbent will calculate salaries including income tax, pension fund, medical care, and other taxable income for all employees and contractors.
- Work closely with the HQ finance team, ensure that all costs in the project adhere to AIHA and USG regulations, and are allowable, reasonable and allocable.
- Assist the HQ Finance Manager in addressing all monthly field report review comments from home office including providing feedback for missing vouchers and outstanding information following review of payment documentation.
- Ensure reimbursement of travel and hotel invoices from the Program department and ensure completeness and timely reconciliation of the same with their respective accountabilities before payment is affected.
- Work in liaison with the program team to ensure that all the necessary support documentation and information is obtained for direct payment of partners we work with in the field.
- Work closely with the Program department to ensure timely receipt, reconciliation and payment of office expenses.
- Prepare and submit required reports to Ugandan tax authorities regarding VAT, employee/contractor income taxes, pension fund contributions and other applicable declarations.
- Support staff and partners with the development, editing, finalization, and packaging of program curricula, materials, and reports.
- In charge of the preparation and continuously update the vendor tracker as per guidelines/ requirements by Contracts department.
- Serve as an information source on program policies, procedures, and administration guidelines.
- Perform any other duties as assigned.
Qualifications, Skills and Experience:
- The ideal candidate must hold a Bachelor’s degree required from a credited university with an Accounting or Finance degree.
- At least five years’ experience with an NGO in Accountancy & Financial Management
- Broad knowledge and understanding of Accounts/Finance and donor requirements
- Computer literacy i.e. Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Access) and the Internet
- Working knowledge of Quick Books is essential
- Experience with U.S. Government donor compliance and reporting
- Ability to work effectively with diverse coworkers and project participants
- Self-starter with strong multi-tasking and problem solving skills
- Ability to handle multiple tasks simultaneously in a fast-paced environment, set priorities, and work independently and in a team environment
- Must be very dependable and detail-oriented
- Effective and diplomatic communicator at all levels
- Personal and professional maturity and judgment Impeccable level of integrity
- Willingness to work additional hours to meet tight deadlines as needed
- English fluency is essential
- Must be willing to travel in-country
How to Apply:
All applicants are encouraged to send their updated CVs and cover letters to HRUganda@aiha.com
Deadline: Friday, 7th October, 2016
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