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Entry Level Finance/Logistics Assistant NGO Jobs - Oxfam

 

Job Title:    Finance/Logistics Assistant

Organization: Oxfam

Duty Station: Uganda

Reports to: Finance Officer

 

About US:

Oxfam is a global movement of people working together to end the injustice of poverty. We are an international confederation of 19 organizations (affiliates) working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries. In Uganda, our program is anchored on three broad themes deliberately focused on Women's Rights: Governance and Accountability, Resilient Livelihoods and Humanitarian Preparedness and Response.

 

Job Summary:  The Finance/Logistics Assistant will manage finance and logistics/procurement functions at the field office to ensure proper utilization of organizational resources and timely financial reporting. The Finance/Logistics Assistant will be exemplary in his commitment to Oxfam Novib core values, upholding Oxfam principles and policies.

 

Key Duties and Responsibilities:

Financial management

·         Maintain the office petty cash and make approved payments

·         Preparation of monthly imprest reports for submission to the Finance Officer

·         Preparation of project financial reports in collaboration with the Finance Officer.

·         Support the partners to develop and maintain project financial reporting templates and based on monthly visits provide advice on the improvement of financial management systems of partners

·         Support budget preparation process and analysis as and when required

·         Support on the implementation of grant closure requirements as per policies

·         Participate in project and organizational audits

·         Ensure timely and eligible accountability of staff project/travel advances

Procurement and Fleet Management

·         Handle Local procurement activities of the office according to Oxfam Novib procurement regulations.

·         Ensure that there is an approved purchase request for all purchases with valid project/fund numbers dully filled out before any purchase is made

·         Study the approved purchase requests and raise any unclear issues with regards to specifications, delivery times with the respective requesting officers & partners.

·         Following receipt of goods, attach all procurement documentation and submit for preparation of payment request.

·         Process and forward field purchase requests which are beyond the field threshold to the Logistics Office in Kampala.

·         Support in the preparation of Fuel and Inventory reports for submission to the Logistics Officer

·         Monitor and manage fuel usage for the field and office generators. Make sure a detailed report to this effect is submitted to the Logistics officer monthly.

·         Support drivers in compilation of their monthly reports.

Asset and Stores Management

·         Regular monitoring of office equipments’ use such as printers, servers, office phones and desk top computers and conduct regular assets verification with support of finance officer.

·         Monitor field level distributions and ensure PHP and PHE teams comply to stores management procedures at settlements level.

·         Support in compilation of GRNs, delivery notes, Invoices and supplier payments.

·         Ensure that distribution lists are returned and well filed.

·         Ensure that an assets and inventory register is in place to record details of assets, inventory users, transfer, locations, donors, asset numbers and other details as required by the organization.

·         Maintaining regular supply of office supplies and inventories and where possible request for replenishments.

·         Support stores management, (office and field) receiving and dispatching of goods out of office premises/field for staff use, as well as maintaining bin cards.

·         Maintain proper records and submit accurate monthly stock reports

·         Ensure that all safety measures in terms of Fire extinguishers, lightening arrestors, sand buckets and fire blankets are readily available in the office premises.

Administration

·         Facilitate hotel and guesthouse bookings for OXFAM staff and visitors, follow-up the presentation of monthly bills and ensure that approved payment request is submitted in a timely manner.

·         Ensure Cleanliness of Oxfam Kyangwali office & Supervision of the guards & Cleaner while making sure their payment requests are processed promptly & accurately.

·         Monitor the Usage of Utilities to ensure cost effectiveness and efficiency.

·         coordinates and prepare staff work and leave schedules and support in documenting of absences including staff timesheets

·         Organize replies to correspondence (email and letters), maintaining a list of key dates (e.g. expiry of employment / service contracts, registration requirements, audits, public holidays, visits, etc.)

Other

·         Eager and required to adhere to Oxfam’s principles and values (click here) as well as the promotion of gender justice and women's rights (click here).

·         Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles.

 


Qualifications, Skills and Experience:

·         The ideal candidate for the Oxfam Finance/Logistics Assistant job placement job must hold a Bachelor’s degree in Business, Finance, Accounting or other related field;

·         Two to three years of handling Finance & Logistics roles in an INGO;

·         Excellent knowledge and experience in core financial management, donor-funded programmes, Local tax laws, International accounting standards practices

·         Integrity; honesty; interpersonal relations skills, Excellent communication skills (written and verbal), Planning, problem-solving and analytical skills

·         Computer skills, particularly with spreadsheets and accounting softwares

·         Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.

·         Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work.

·         Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible.

 

 

How to Apply:

All candidates should apply online at the link below.

 

Click Here

 

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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