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Cluster Finance and Administration Officer NGO Jobs - ActionAid


Organisation: ActionAid
Duty Station: Uganda
Reports to: Cluster Coordinator

About US:
ActionAid is an International Development Agency working in over 50 countries in Africa, Asia, Latin America and the Caribbean. ActionAid Uganda's mission is to achieve social Justice, gender equality, and poverty eradication by working with people living in extreme poverty and exclusion, their communities, people’s organisations, activists, social movements and their supporters.

Job Summary:  The Cluster Finance and Administration Officer will provide financial and administrative management support to cluster staff, partners and the LRP  and ensure compliance to the finance policy and administrative procedures in line with LFPPM, the national laws, donors  and other relevant Organisational policies.

Key Duties and Responsibilities: 
Financial Planning and Budgeting
  • Coordinate financial Planning and budgeting at cluster level including partners and LRP level, in line with AAU/AAI and
  • Donor requirements
  • Align partner plans and budgets into AAU budget guidelines and make sure that the required Programme support ratios are achieved
  • Explain and guide the stakeholders in the application of budget guidelines in their annual budgeting process
  • Consolidate LRP, project and partner plans and budgets as per the requirements of the LFPM
  • Support the process of financial costing and forecasting for projects
Liquidity and Treasury function of LRPs
  • Manage the liquidity position and treasury function of the LRP’s such that financial obligations are met as they fall due in accordance with the
AAI/AAU LFPM
  • Prepare and submit timely cash flows to finance manager for review & consideration
  • Monitor and make a record of the cash position of the LRP to ensure that it has enough money at all times
  • Record, reconcile and document all LRP accounts
  • Track and monitor funds availability in all bank accounts
  • Review Projects cash request from Partners & LRP’s
Expenditure and Payment Requests
  • Examine payments requests   and other Financial Transactions for approval and, ensure there are adequate supporting documentation in accordance with LFPM, donor guidelines and national laws
  • Review all cheque payments and respective journals
  • Review all staff accountabilities and claims or refunds
  • Verify and review invoices and other payment vouchers prior to submitting them for approval
  • File and keep proper record of all prepayments, accruals and related accounts
  • Execute LRP transactions /requisitions to ensure compliance and record the checking process
  • Support the audit process at LRP level
  • Maintain a stores management system in line with contemporary stores management practices / LFPM
Periodic Financial Reporting
  • Prepare and submit periodic financial reports, in line with LFPM and statutory requirement to the Finance Manager, Donors and as may be required from time to time
  • Input payments, receipts and staff accountabilities in the accounting system, stamp and file vouchers and maintain complete and up-to-date books of accounts
  • Prepare monthly variance reports for submission to the Cluster Coordinator for review before forwarding them to the Finance Manager
  • Remit to respective authorities withheld statutory deductions and generate tax report at the end of the month
  • Enforce and report on expenditure controls by making reference to the budget to ensure that expenditures are within approved budget for monitoring purposes in consultation with the Cluster Coordinator
Administrative and Logistical Support
  • Provide and account for general administrative and logistical support to staff and relevant stakeholders in accordance with Organisational policies, procedures and best practice
  • Manage and report on the use of the office telephone
  • Track and report on the use of all Organisation assets
  • Supervise the maintenance of general office security
  • Update Fixed Assets Register in SUN and ensuring appropriate accounting for fixed assets (including proper treatment of depreciation)
  • Verify all AAU assets are under insurance cover at all times and renewed whenever policies expire
  • Carry out any stock taking and fixed assets verification exercise
Internal and External Audits
  • Prepare and attend to the needs of internal and external auditors and implement recommendations in line with FPM
  • Prepare audit schedules as per checklist made available and any other pertinent supporting analysis
  • Participate in pre- and post (exit) audit meetings
  • Communicate and discuss in time and in desired format audit requirements to ensure that audit timetables and guidelines are adhered to
  • Follow –up responses and clear audit issues both internal and external
Financial Management Capacity Building of Staff and Partners
  • Assess financial management gaps and build capacity of partners and staff in financial management in accordance with GAAP and ensure that good accounting systems are established both at partner & LRP level
  • Review and report on partner transactions to ensure compliance to policy documents.
  • Represent and make presentations / document proceedings in events/ forums in line with instructions from the line manager
  • Monitor and review of partner finance documents including Treasury control and accounts verification, bank reconciliation statements, payroll, monthly finance reports, inventory of fixed assets and physical confirmation of assets
  • Support partners develop policy documents and reviews to guide transactions
  • Support partners by put in place good accounting systems to capture all transactions of the Organisation
  • Support partners on audit process both internally and externally


Qualifications, Skills and Experience:
  • The applicant for the ActionAid Cluster Finance and Administration Officer job placement must hold a Bachelor’s Degree in Commerce, Business Administration, Financial Management or Accounting from a recognised Institution
  • A relevant professional qualifications and training in donor regulations are added advantage
  • At least three years of relevant work experience in accounting and finance preferably in an NGO sector
  • Budgeting and budgetary control
  • Finance management skills
  • Communication skills
  • Analytical skills
  • Contract and Grants Management.
  • Leadership skills
  • Computerised Accounting Skills
  • procurement and stores management
  • Ability to establish critical working relationships
  • Ability to promote and safeguard AAU policies
  • Transformative feminist leadership skills
  • Ability to conduct power analysis

How to Apply:
All qualified and interested candidates should deliver their application letters, CVs and copies of Academic documents with details of at least three (3) referees one of which shall be from your most recent employer. The complete applications should be hand delivered or sent by email to Vacancies.Uganda@actionaid.org addressed to: The Director Human Resource and Organizational Effectiveness, ActionAid Uganda Plot 2514/2515 Ggaba Road, Opposite Kampala International University, P.O. Box 676 Kampala. Uganda.

NB:  All Applications sent by email should clearly indicate the position title in the subject line.

Deadline:  14th December 2018

For more of the latest jobs, please visit http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline




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