Fresher Finance and Administration Assistant Jobs – Danish Refugee Council (DRC)

Job Title:         Finance and Administration Assistant
Organisation: Danish Refugee
Council (DRC)
Duty Station: Uganda
Reports to: Livelihood &
Gender Officer
About US:
The Danish Refugee Council (DRC) is a private, independent,
humanitarian organization working on all aspects of the refugee cause in more
than 36 countries throughout the world. The aim of DRC is to protect refugees and
internally displaced persons (IDPs) against persecution and to promote durable
solutions to the problems of forced migration, on the basis of humanitarian
principles and human rights. DRC works in accordance with the UN Conventions on
Refugees and the Code of Conduct for the ICRC and NGOs in Disaster Relief.
Job Summary: The Finance and
Administration Assistant will provide support to ensure the efficient and
effective financial/administrative operation of DRC operational office. The
incumbent will ensure compliance with all DRC Operations Handbook Manual (OHB)
alongside donor policies, procedures, guidelines and rules. She/he will seek
and receive policy guidance/ instructions and support from Project Manager,
Financial Manager on their respective areas of responsibilities.
Key Duties and
Responsibilities:  
Finance Roles:
  • Maintain financial files (physical and
    soft copies) and records according to DRC Operations handbook.
  • Provide support in the preparation of the
    budget.
  • Implement financial policies and
    procedures.
  • Establish the cash requirements, and
    maintain adequate cash levels and related cash controls, safe custody of
    safe keys.
  • Ensure weekly cash counts and
    reconciliations by DRC Operational office are conducted every Friday of
    the week, reviewed by the Project Manager and filled in Kampala for review
    by Finance Manager the following Monday.
  • Ensure month end cash counts are properly
    supervised and submitted to DRC Country office in Kampala by 1st of every
    month.
  • Confirm that full accountabilities
    (documentations) are obtained for all expenditures and validity of claims
    all financial claims.
  • Ensure weekly cashbooks’ preparation with
    complete documentations for all the projects for review by Project/Finance
    manager every Friday of the week.
  • The incumbent will ensure transactions are
    properly recorded and entered into the cash books on a daily basis.
  • Maintain and reconcile daily, weekly and
    monthly cash books and budget follow ups.
  • Prepare and reconcile bank statements.
  • Ensure that monthly cash books are
    submitted to Finance Manager 5th of every month.
  • Process approved payments of supplier /
    service provider invoices on the basis of complete documentation.
  • Prepare schedules for all taxes withheld
    or paid on a monthly basis where relevant and submit to Finance Manager
    for verification before submission to the relevant authorities.
  • Render support in the preparation of
    monthly, quarterly and annual DRC and donor reports
  • Supporting Finance and Project Managers to
    adequately prepare for both internal and independent audits.
  • Ensure copies of project files and related
    documents are submitted to DRC Country office, Kampala for back up storage
    in both hard and soft copies.
  • Keep copies of all documents submitted to
    DRC Country office in Kampala in file for reference.
  • Supervise scanning of vouchers and
    supporting documents and sees that proper filing is done in accordance
    with donor requirements and / or DRC OHB manual.
  • Inform the Finance Manager/Project Manager
    on all financial issues which can affect the execution of the DRC
    Programmes.
  • Ensure the safeguarding of all available
    funds.
  • Prepare Payment Vouchers and review Order
    Requests in accordance with the approved authority Matrix and running
    budgets.
  • Reconcile the accounts payables.
  • Accurately prepare the necessary
    documents, compile source documents and daily postings of all the paid
    transactions in the cash books.
  • Reconcile the accounts
    receivables/advances and Issue receipts for all the funds received.
  • Prepare and submit staff details including
    Timesheets to Human Resources Officer for verification and computations.
Administrative Tasks:
  • Responsible for efficient functioning of
    the field offices and Residence compounds in the field.
  • Responsible for the storage and restocking
    of office consumables (Stationery and Kitchen etc) for field offices.
  • Advise and assist the Program Manager or
    the designate on all administration and premises-related matters within
    the office.
  • Coordinate and forward to the
    Administrator all travel requirements local and international and procure
    travel tickets.
  • Keenly monitor all service contracts
    (compound, internet etc) and forward renewal contract needs to the
    Administrator. Ensure related contract payments are done before expiry of
    contract period.
  • Supervise the office attendant and Guards.
  • Responsible for update of all e files in
    the back-up hard drive on a weekly basis.
  • Responsible for timely scanning of all
    vouchers and timely submission to the Kampala office for onward dispatch
    to HQ on a monthly basis.
  • Support the Administrator in the creation
    of standard Contracts for Works, Goods and Services in line with local
    regulations.
  • Ensure a proper filing system is put in
    place at FO level for any Contracts in a separate file, using a
    chronological sequencing of contracts per project. This requires the
    release of Statements of Contracts for each Contract as per DRC template.
  • Ensure contracts are respected and paid
    for according to agreed terms of payments.
  • Manage any other relevant administrative
    management issues.
  • Uphold the DRC’s Code of Conduct.
  • Perform any other duties as may be
    assigned from time to time.
Qualifications, Skills and
Experience:
  • The ideal candidate for the Danish Refugee
    Council (DRC) Finance and Administration Assistant job opportunity should
    hold a University degree in a relevant field of study from a recognized
    university.
  • Experience in the area of Finance and
    Administration
How to Apply:
All suitably qualified and interested candidates should send their
applications including;
  • A cover letter (1 page) in which you explain
    why you are interested in the position and how you meet the qualities and
    qualifications criteria
  • Concise and accurate CV (maximum 3 pages).
    The CV should include information about your qualification, relevant
    training courses, Work experience, name and contact details of 3 relevant
    references.
  • All applications should be sent to
    administrator@drcuganda.org clearly indicating position name in the
    subject line.
Deadline: 3rd May 2017

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