Job Title: Senior Project Assistant – IBG Organisation: International Organization for…
No Experience Finance and Administration Assistant NGO Career Jobs – Danish Refugee Council (DRC)
Job Title: Finance and Administration Assistant
Organisation: Danish Refugee
Council (DRC)
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.
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.
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
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;
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.
indicating position title in the subject line.
Deadline: 18th July 2017
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