Project Accountant & Administrator UK Aid Project Jobs – Farm Africa

Job Title:           Project
Accountant & Administrator
Organization: Farm
Africa
Funding Source: UK Aid
Duty Station: Uganda
Reports to: Project
Coordinator
About US:
Farm Africa is an international
non-governmental organization working to end hunger and bring prosperity to
rural Africa. We work to increase the incomes and improve food security of
smallholder farmers, pastoralists, agro-pastoralists, and forest dwellers in
East Africa. A core part of our strategy is to ensure that our interventions
are both economically sustainable and scalable. The systematic integration of
market linkages in implementing programmes is crucial to our ability to scale
our interventions cost-effectively.
About UK Aid Project:
Farm Africa was recently been
awarded a £5m grant for a Livestock for Livelihoods (L4L) programme operating
in Uganda’s Karamoja sub-region and Ethiopia’s South Omo zone funded by the UK
government (UK Aid). During this four year programme Farm Africa will work with
local civil society, SMEs, cooperatives and farmer organisations to develop
market systems that support livestock services and enterprises for 21,000
women, contributing to women’s economic empowerment, reduced poverty and
improved nutrition of women and children. The project will address market
failures in animal health and breeding services to improve livestock
productivity, build capacity and assets of herders, establish trade and
enterprise opportunities and improve household nutrition practices through behavioural
change. It will demonstrate how nutrition interventions can build on women’s
economic empowerment to contribute to both increased income and improved
household nutrition.
Job Summary: The Project
Accountant & Administrator will be tasked with establishing financial and
administrative systems in a new project office, maintaining accurate financial
records, budgeting, financial reporting, procurement, payment processing, audit
planning, managing personnel records, facilities management and line management
of three staff. A degree in accounting or finance degree essential, and CPA
(III) qualification, or equivalent, is desired. 
The post-holder will be based in Farm Africa’s Moroto office, and will
be reporting in to the Project Coordinator.
Key Duties and Responsibilities:
Accounting and Finance: Managing income and expenditure processing, and
maintaining accurate financial records – in particular:
  • Ensuring prompt and accurate accounting
    for all projectincome and expenditure using QuickBooks
  • Ensuring that proper accounting records
    are maintained across all field sites including debtor and creditor
    listings and staff working advance records, carrying out monthly
    reconciliations
  • Coding and gaining authorisation for all
    expenditure according to Farm Africa procedures
  • Ensuring timely payment of all invoices
    and expenditures
  • Preparation of monthly payroll payment
    requests and calculation of statutory contributions due
  • Ensuring enough cash available for smooth
    implementation of the project by preparing and submitting monthly cash
    forecast to the Uganda Country Office.
  • Ensuring Finance & Administration
    Assistants in field offices have sufficient cash available to meet project
    running costs
  • Undertaking regular banking duties
    including checking of balances, prompt cash and cheque deposits,
    collecting bank statements periodically as may be required. And acting as
    a bank agent for Farm Africa
  • Performing monthly general ledger
    accounting reconciliations and analysis ensuring accuracy of ledger and
    month end reporting in accordance with GAAP, organisational policy and
    donor regulations. This includes reconciliations of bank, cash, SWA,
    Prepayments and creditors/Inter-project accounts
Financial reporting including:
  • Supplying accurate and complete monthly
    project accounts to the Country Office team.
  • Producing financial reports in line with
    donor reporting requirements
  • Reviewing and feeding back on monthly
    Budget Monitoring Reports
Budgeting and budget management tasks including:
  • Assisting the Project Coordinator with preparing
    and checking of budgets during the annual planning process
  • Assisting the Project Coordinator with
    preparing and checking budget revisions during the year as required
  • Assisting the Country Office team with
    developing draft budgets for new programmes
Ensuring compliance with standards contained in the Farm Africa Finance
Procedures Manual, and in particular:
  • Advising the Project Coordinator and/or
    Country Representative on relevant budgetary control measures to address
    any identified weakness in policy and/or practice.
  • Feeding back any pertinent financial
    management issues to the Finance Administrative Manager and/or Country
    Representative
  • Ensuring annual project audit is carried
    out on time and conducted in an organized manner
  • Ensuring all procurement is carried out in
    adherence to Farm Africa’s procurement policies. 
  • Ensuring time sheets are completed where
    necessary (any staff member who is not 100% dedicated to the project)
  • Ensuring driver and vehicle log books in
    place, that fuel records for all vehicles are analyzed on a monthly basis,
    and that cars and motorcycles are comprehensively insured are being
    maintained and serviced according to supplier guidelines.
Line management 
  • Assisting the Driver (Moroto) and
    Finance& Admin Assistantswith managing their workload in accordance
    with the requirements of other project team members
  • Holding supervision sessions with the
    Driver (Moroto) at least once per quarter (to discuss progress against
    work plans and targets and resolve any outstanding issues)
  • Holding supervision sessions with the
    Finance& Admin Assistantsat least once per month (to discuss progress
    against work plans and targets and resolve any outstanding issues)
  • Ensuring all direct reports have
    objectives in place and their performance regularly appraised in line with
    Farm Africa’s systems and policies.
Playing a key role in delivering the wider objectives of Farm Africa’s
Livestock for Livelihoods project in Uganda including:
  • Facilities management for Moroto Office,
    and oversight of facilities management in satellite offices
  • Assisting with facilitating monitoring and
    communications visits from Donors and/or the wider Farm Africa team
  • Maintaining proper personnel files for the
    Livestock for Livelihoods project team such as leave records, annual
    appraisals and general personal records
  • Undertaking any other duties as reasonably
    requested by the project coordinator



Qualifications, Skills and Experience: 
  • The
    ideal candidate for the Farm Africa
    Project Accountant &
    Administrator job placement must
    hold a Bachelor’s
    Degree in Accounting or Finance         
  • At least three years’ experience working
    in an accounting position        
  • Good working knowledge of QuickBooks   
  • Demonstrable experience of producing
    project budgets and monitoring activities against the
  • Experience of producing content for donor
    reports          
  • Experience of managing procurement
    processes
  • Experience of managing other staff           
  • Experience of facilities and/or fleet
    management
  • Strong written and verbal communication
    skills, including the ability to communicate with people from a broad
    range of backgrounds.        
  • Good working knowledge of Microsoft Office
    programmes, in particular Word, Excel and PowerPoint           
  • Able to work under own initiative   
  • Flexible and ‘can do’ attitude          
  • Honesty and Integrity          
  • Team player  
Desirable:
  • CPA (III) Qualification
  • Working for an INGO
  • Experience of using SUN accounting systems
  • Excellent knowledge and understanding of
    URA requirements and processes
  • Demonstrable experience of administering
    payroll using an online system
  • Experience of managing non-finance staff
  • Previous experience of maintaining HR and
    personnel records
  • Experience of establishing financial
    processes and procedures on new programmes
  • Experience of managing project-level
    audits. 
How to Apply:
All suitably qualified and interested
candidates should send an updated CV, salary history, and a two-page supporting
statement detailing how you meet the person specification to
ugandarecruitment@farmafrica.org including ‘Project Accountant & Administrator’ in the subject line.
NB: Please DO NOT send additional
documents such as certificates and references with your application.
Shortlisted candidates ONLY will be required to provide these documents during
the interview process.  Interviews are expected to take place w/c 26th March
2018 at Farm Africa’s country office in Kampala. Only shortlisted candidates
will be contacted.
Deadline: 16th March 2018 by 5.00pm EAT
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