Base Administrator NGO Careers – Action Against Hunger (ACF)

Job Title:   Base Administrator
Organisation: Action Against Hunger (ACF)
Duty Station: Uganda
About US:
Action
Against Hunger (ACF) is an International Humanitarian NGO which has been in
existence for over thirty years. ACF has been implementing Food Security and Livelihoods,
Nutrition, Water, Sanitation and Hygiene programs in the Lango, Acholi, West
Nile and Karamoja regions of Northern Uganda.
Job Summary: The Base Administrator will handle all
responsibilities related to finance and Human Resources in accordance with the
ACF standards at Adjumani Base.
Key Duties and Responsibilities: 
Finance Duties:
  • Cash Management & Bank
    • Responsible for finance at base
      level by ensuring the respect of ACF finance procedures related to cash
      management and bank transactions,
    • Make payments, advances and
      transfers, ONLY if the payment /Cash request/Purchase Order has
      previously been duly approved by the Head of Base,
    • Ensure that all advances are cleared
      within 48 hours and no advances are outstanding at the end of the month. ,
    • Record all the transactions on SAGA.
      The cashbook should be updated on a daily basis to be able to deal with
      cash control at any time and bank reconciliation.
    • Responsible for making follow-ups on
      advances and transfers & keep all bills in the folder relative to the
      specific month.
    • Ensure each transaction is justified
      by an appropriate invoice/receipt, and to ensure the quality of receipts
      (name, patent number, stamp, description, date, amount etc) including the
      procurement file.
  • Cash Projection:
    • Support the Head of Base in
      preparation and compilation of the needs of each department,
    • Control with the Head of Base and
      Base Logistician that the purchase order forms are properly filled in
      with correct budget codes, and are properly recorded and followed up until
      payment,
  • SAGA:
    • Ensure the good quality of SAGA:
      entries, budget, budget lines…
    • Submit weekly monthly accountancy
      every Friday and monthly closure to Kampala Assistant Finance Coordinator
      at the end of the month,
    • Organize a checkup session of budget
      lines with the Program Managers,
    • Send to Kampala Finance the monthly
      saga report: saga backup, the signed cash control, list of advances
      outstanding, originals of all receipts attached to the procurement file.
      In case some documents are missing, a short explanatory note should be
      joined,
  • Check compliance with purchasing procedures: Comply
    with purchasing procedures upon remitting advances and inform the
    logistics department of purchasing procedures and of data required on the
    invoices.
2. HR Duties:
  • Regulations and procedures: Ensure
    implementation and respect of ACF staff regulations at the Base level,
    make sure they are well understood plus ensuring that all grievances are
    first discussed with the Head of Base, staff’s direct supervisor and after
    reported to HR Coordinator
  • Administrative follow up of the staff:
    • Keep the database on staff updated:
      make sure all documents in the local employees’ individual files and check
      that all files are complete,
    • Organize the process of recruitment
      with the Program Managers and participate in the interviews,
    • Prepare employment contracts and
      send to Kampala all the documents for the employee’s personal file. Make
      sure no one takes a position before signing the contract. Request ID for
      new staff.
    • Follow up of staff contract: keep a
      list of end-of-contract dates for the base’s employees, discuss with
      Program Managers about renewal or not
    • Follow up of staff related to
      workmen’s compensation and NSSF, prepare and remit PAYE, NSSF & LST
      in the specified periods and preparing accident reports at work plus
      taking necessary steps in case of death or to end a contract.
  • Follow up of rental contract: Ensure
    all rental vehicles and premises have a valid contract and that any
    changes in contract are notified in writing (including salary increments).
    Send to Kampala for signature by AFC,
  • Staff Salary data:
    • Ensure the coherence and respect of
      salary scale at base level,
    • Prepare monthly salary database and
      forward to Kampala,
    • Make sure all exceptional advances,
      loans to staff are reimbursed within the time frame,
  • Annual leave:
    • Update monthly follow-up of annual
      leave & sick leave,
    • Submit annual leave requests (for
      the number of days accrued) to the Head of Base, if the Direct supervisor
      has signed it,
    • Make sure supervisors fill annual
      leave planner.
  • Supervision of office & guest house staff: As
    direct supervisor of Cleaner and guest house staff (cook, cleaners), make
    sure they have a Job Description, organize their work and annual leave,
    evaluate them and crosschecking their purchases.
  • Filing: Maintain proper filing systems for
    all documents related to Administration in the base: staff, rental
    contracts, service contracts, correspondence
Qualifications, Skills and Experience: 
  • The applicant should ideally hold a Bachelor’s
    degree in Human Resource Management, Accounting or Business
    Administration.
  • Good time management skills
  • Excellent communication skills (written and
    oral) in English
  • Computer literacy i.e. working knowledge of
    word processor, Spreadsheet, SAGA etc
  • Excellent knowledge in Human Resource
    Management
  • Honesty and integrity
  • Excellent organizational skills
  • Proactive-demonstrates the ability to foresee
    problems and prevent them by taking action
How to Apply: 
All
suitably qualified and interested candidates should send their applications
which should include ONLY a cover letter, CV (not more than 4 pages) with at
least three referees and a daytime telephone contract. For email applications
please note that attached documents should not be larger than 2MBs. All
documents should be zipped in one folder. Any email larger than 2MBS will not
be considered. Please send your email application to:
recruitment.ug@acf-international.org mentioning Base Administrator in the
subject line.
Deadline: 6th May 2016 by 5:00 pm
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