No Experience Finance and Administration Assistant NGO Career Jobs – Danish Refugee Council (DRC)

Organisation: Danish Refugee
Council (DRC)
Duty Station: Uganda
Reports to: Head of Support.
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 facilitate the efficient and effective
financial/administrative operation of DRC operational office. She/he will
ensure compliance with all DRC Operations Handbook Manual (OHB) alongside donor
policies, procedures, guidelines and rules. The incumbent will seek and receive
policy guidance/ instructions and support from Head of Support, Finance and
administration Officer 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 Head of Support and filled in Kampala for review
    by Finance Officer 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 jobholder will also 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 Officer 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 Officer
    for verification before submission to the relevant authorities.
  • Provide support in the preparation of the
    monthly, quarterly and annual DRC and donor reports
  • Assist Finance and Head of Support 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 Officer/Head of support
    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:
  • In charge of the 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.
  • Guide and support 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.
  • 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 placement must hold relevant
qualifications, skills and experience to perform the aforementioned tasks
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 title in the subject line.
Deadline: 18th July 2017

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