Job Title: Â Finance & Operations Assistant (2 Job Placements)
Organisation: Bantwana Initiative Uganda
Duty Station: Jinja and Lira, Uganda (indicate your preferred duty station)
Reports to: Regional Coordinator
About Organisation:
In 2005, Bantwana Initiative Uganda was founded to support the fourth wave of the HIV epidemic impact on communities that saw a massive increase in Orphans and Vulnerable Children (OVC) Since local registration, Bantwana has strengthened its collaboration with local leaders as well as focused community efforts which emphasizes holistic care for orphans and vulnerable children (OVC). Bantwana has addressed compounding vulnerabilities especially those affected by poverty, HIV, and gender-based violence, which are affecting adolescent girls and boys as well as younger children-through parenting programs.
Job Summary: Â Â The Finance & Operations Assistant will provide administrative and financial support to the Regional Office to enable the effective and efficient implementation of the project. S/he will coordination and control general administrative support and logistical activities of the Regional office, and manage petty cash, payments, office cleanliness, office security and staff welfare. In addition, s/he will demonstrate a client-oriented approach, high sense of responsibility, courtesy, and the ability to work with people of different backgrounds.
Key Duties and Responsibilities:
Receiving and welcoming visitors at the Office and attending to them appropriately; receives applications, invoices, and any other documents as may be delivered and distributing them to specific individual
Photocopying and ensuring a proper filing system at the office; Set up and update project and administrative files.
Supervise the proper maintenance of office premises and surrounding environment to ensure its cleanliness and good state of repair at all times.
Ensure office security and all staff safety procedures are in place, adhered to and report any deviations to your supervisor for corrective action.
Handle Regional Office imprest and ensure timely payments, reconciliation and replenishment
Ensure timely payment of all received utilities e.g. water, electricity place requests for payment
Manage and coordinate all events ensuring quality service levels for staff welfare such as break teas, staff parties and get-togethers.
Ensure the set-up of an accessible filling system for both administrative and program documentation and update project and administrative files.
Ensures timely and proper set-up of meeting/Boardroom venues for meetings
Assist in making follow-ups for staff medical cards and addition to other insurance schemes by providing updated staff information on a regular basis.
Identify, and manage the negotiation, execution, performance and termination of contracts for small vendors.
Ensure Value for Money for all goods and services procured locally and report deviations to Head Office for corrective action
Assemble documentation for all local procurement activity for Supervisory review and onward transmission to Head Office for execution/payment
Supervise regionally contracted service providers of security, courier, staff accommodation to ensure compliance to contract provisions
Lead BIU TLC project implementation, monitoring, reporting, developing and maintaining partnerships to meet TLC ECE objectives in the
Ensures that vehicle policy guidelines are effectively followed by both staff, internal and outsourced drivers.
Manage and coordinate all staff travel arrangement including booking for staff accommodation in the Region and in Kampala
Participate in the planning for regional program activities and advise on best practice for initiation of procurement requirements
Manage the periodic projection, requisitioning, delivery inventorying and issue of office stationery and kitchen supplies.
Maintain a stores ledger of all stock, carrying out periodic monthly stock-counts, reconciliations and filing reports with the Finance Officer.
Conduct periodic monthly-quarterly asset verifications, update Regional assets register and file a copy with the Finance Officer and Head Office in Kampala
Qualifications, Skills and Experience:
A bachelor’s degree/Diploma in Business Administration, Human Resource, Accounting, and Commerce or any other related finance and administration relevant studies.
At least 3 years of administrative/program support experience, particularly on donor-funded projects. Any experience with USAID funded projects is an added advantage.
Familiarity with organizational and donor project management policies, procedures and requirement is essential.
Specific Knowledge, Skills and abilities Require;
Strong ability to quickly assemble knowledge of program management.
Strong interpersonal skills and ability to work in teams.
Good computer literacy (Microsoft office package).
Experience in preparation and presentation of reports and meeting minutes.
How to Apply:
All interested applicants with the required Qualification, Knowledge, Skills, Attributes and Abilities should send their applications and CVs (detailing responsibilities carried out in previous positions) as one pdf to the HR and Admin Officer, Bantwana Initiative Uganda through the following email: info
bantwana.or.ug
Indicate clearly on the application subject line the position and region applied for easy reference.
Deadline: 27th September 2024
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NB: Only shortlisted candidates will be contacted.
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