Cluster Finance and Administration Officer NGO Jobs – ActionAid

Organisation: ActionAid
Duty Station: Uganda
Reports to: Cluster
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
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
  • 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
  • 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
  • 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
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
  • 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
  • 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 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.
All Applications sent by email should clearly indicate the position title in
the subject line.
Deadline:  14th December 2018
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