02 November 2016

Finance and Administration Officer Jobs - AIDS Information Centre-Uganda (AIC)

Organisation: AIDS Information Centre-Uganda (AIC)
Duty Station: Uganda
Reports to: Regional Manager

About Us:
AIDS Information Centre-Uganda (AIC) works with other service providers to ensure access to high quality HIV Counseling and Testing (HCT) services and information. AIC offers HCT services, SMC, HIV Care & Support, Sexual Reproductive Health services, BCC, Capacity Building and Development through 9 main branches, selected hospitals, health centers and antenatal clinics.

Job Summary: The Finance and Administration Officer will be responsible for the effective running of all support areas, i.e. Finance, Human Resource and Administration; and ensuring that AIC meets all its financial and compliance obligations. As a member of the Senior Management team at the region, contributes to strategic and operational planning and oversight, and where required, leads project initiatives and teams at the region in Arua.

Key Duties and Responsibilities: 
·         Take lead in the development and review of regional financial plans and budgets
·         Make timely requisitions for funds required for implementing regional programs
·         Maintain up-to-date books of account as prescribed
·         Keep safe custody of cash and other financial instruments, in line with established procedures
·         Promptly bank all monies received
·         Prepare payrolls, pay staff, and remit statutory obligations related to staff remuneration promptly
·         Effect timely settlement of financial obligations, including statutory payments required from the regional office
·         Carry out bank reconciliations regularly
·         Monitor the utilization and accountability of funds by supervisors and officers in the region, and arrange for necessary follow-up actions
·         Monitor expenditure against budgets, assess adherence to set limits and to financial policies, and advise on necessary actions
·         Maintain the integrity, protection and effectiveness of the database on financial transactions, and ensure data protection compliance
·         Provide maximum cooperation with and support to AIC internal and external auditors when they are engaged in audit work in the region
·         Carry out or arrange for the implementation of action points arising from audit work done in the region
·         Provide financial support and advice to the region management team and officers as necessary
·         Prepare periodic reports on the financial performance of the region, and submit the reports to the Regional Manager and Finance Manager
·         Prepare periodic plans and budgets for the provision of administrative services
·         Plan for the administrative resources required for implementation of AIC programs in the region, and organise for their availability as required
·         Arrange for the provision of the administrative support services required in the region
·         Organise for minor procurements at the regional level, in accordance with AIC policies and procedures
·         Ensure effective and efficient utilization of assets at the region
·         Ensure coordinated and cost-effective deployment of vehicles and equipment
·         Ensure proper keeping of vehicle maintenance records and those of other equipment
·         Organise for appropriate office accommodation for staff, with adequate provision of required equipment and other facilities
·         Ensure cleanliness of AIC office premises
·         Organise for the maintenance and repairs of vehicles, equipment and premises
·         Arrange for the security of AIC assets in the region
·         Arrange with headquarters for the insurance of AIC assets in accordance with established policies
·         Maintain up-to-date assets and inventory registers for the regional office
·         Ensure best practices in procurement at the regional level
·         Maintain cordial relationships with AIC bankers, suppliers and other service providers at the regional level
·         Prepare periodic reports on the provision of administrative services in the region, and submit the reports to the Regional Manager and Manager Human Resource and Administration
·         Human Resource Services
·         Prepare periodic plans and budgets for the provision of human resource services
·         Through the Regional Manager, advise the Human Resource and Administration Department at headquarters of any staffing gaps in the region
·         Participate in the recruitment of support staff for the region
·         Organize the induction of new staff to the region
·         Maintain an up-to-date human resource information system for the region
·         Monitor to see that the established system for tracking daily staff attendance is followed, and follow up of cases of absenteeism with the respective immediate supervisors
·         Keep salary information for the staff of the region up-to-date at all times, prepare periodic staff payrolls, and submit to the Finance Department
·         Organise for the provision of remuneration-related benefits such as medical
·         Organize the provision of welfare services to staff
·         Advise line managers on handling disciplinary and grievance cases
·         Prepare staff leave rosters
·         Support line managers and staff in the interpretation and administration of AIC human resource policies, procedures and terms and conditions of service
·         Provide technical support to Regional Manager and the supervisory staff of the region in identifying the training and development needs of the staff of the region
·         Liaise with headquarters to arrange training and development programs for the staff of the region
·         Coordinate and provide administrative support for the staff performance appraisal exercises conducted in the region
·         Prepare and submit reports on the human resource activities in the region

Key Performance Indicators: 
·         Work plans prepared for the provision of administrative and human resource services
·         Financial plans and budgets for the region prepared, in a participatory manner
·         Established internal controls implemented
·         Arrangements in place for availing required resources for program implementation
·         Properly reconciled books of Accounts maintained
·         Payroll information promptly provided to headquarters
·         Statutory payment obligations promptly complied with
·         Staff, suppliers and other beneficiaries paid and in time
·         Funds properly utilized and accounted for
·         Monthly, quarterly and annual financial statements prepared and submitted
·         Stores well maintained and managed
·         Physical assets within the region well documented and managed
·         Insurance on insurable asset kept up to date
·         AIC vehicles and other equipment effectively utilized
·         Well maintained AIC buildings, vehicles and equipment
·         Office premises kept clean and tidy at all times
·         Office services effectively provided
·         Security of AIC premises maintained
·         Headquarters promptly informed of staffing gaps in the region
·         New staff to the region appropriately inducted
·         Human resource database for the region kept up-to-date
·         Time sheets properly filled by regional staff
·         Payrolls for the region submitted on time
·         Support provided to the supervisory staff of the region on handling human resource issues
·         Performance appraisal of the regional staff well coordinated
·         Periodic reports financial, administrative and human resource services submitted to the Regional Manager and relevant headquarters managers

Qualifications, Skills and Experience: 
·         The ideal candidate for the Finance and Administration Officer (Region) should hold a BCom /BBA/BSc (Accounting or Finance Major), or their equivalent;
·         At least part 2 of an internationally recognized Professional Accounting Body (ACCA, CPA, CIMA, etc)
·         At least four years in middle management position with heavy administrative and accounting responsibilities in a reputable organization
·         Broad knowledge and understanding of programme planning and  budgeting, reporting and auditing
·         Knowledge of AIC policies, regulations instructions and rules
·         Highly skilled in the use of Microsoft Office Applications
·         Excellent written and verbal communication skills
·         Good administrative, supervisory and negotiation skills

How to Apply:
All suitably qualified and interested candidates are encouraged to send their applications and updated CVs to the

Human Resource Department,
AIDS Information Centre – Uganda,
Plot. No. 1321. Block 12 Mengo - Kisenyi                
P.O. Box 10446 Kampala. Uganda

E-mail to: sam.mukulu@aicug.org
Deadline: 7th November 2016

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