Job Title: Â Finance and Admin Officer Â
Organisation:Â PACHEDO FOUNDATION
Duty Station:Â Â Adjumani, Uganda
Position Type: Full Time National Staff
Reports to:Â Project Coordinator/Finance & Admin Manager
Contract Length: 12months (with possibility of extension up to 31 months)
Start Date: April 2024 to be hired on annual basis
About US:
PACHEDO FOUNDATION is a development organization duly registered as NGO with Uganda NGO bureau and has been working in Uganda since 2007. PACHEDO is operational in the Districts of Acholi, Lango and West Nile sub-regions implementing programs in four main sectors of Health/Nutrition, Protection; Food Security and Livelihoods; and climate change/Disaster Risk Reduction; with the Head office located in Kampala Capital City.
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About NILE Project:
Through one of her donors- JICA- Japan International Cooperation Agency and NAM -Network for Action against Malnutrition, PACHEDO Foundation already received funding for a 36 months’ Nutrition Improvement & Livelihood Empowerment – (NILE) Project to be implemented in Adjumani refugee settlements (Ayilo I & II) and surrounding sub-counties of Dzaipi and Pakele in Adjumani district west Nile sub-region. PACHEDO is therefore actively seeking to recruit dynamic, highly motivated, Qualified and Competent persons to fill the positions indicated below for the NILE Project.
Job Summary: Â The Finance and Admin Officer will manage finance and administrative functions of projects; including finance and accounting services, financial reporting, budgets performance, monitoring and utilization of funds to ensure compliance with organizational policies and procedures as well as donor requirements. This position maintains day-to-day contact with NAM assistant, with regards to the field based financial management of the project.
Key Duties and Responsibilities:
Maintaining project finances in an accurate and timely manner.
- Safe custody of money, vouchers, receipts and all financial documents
- Review documents to ensure that payments are in line with authorization levels
- Reconcile bank, supplier and service provider statements on a monthly basis
- Track and monitor all advances to ensure timely retirements
- Update cash books and ledgers daily to ensure that proper and accurate
Support the project team in budget management to avoid budget overruns.
- Orient project staff on the use of financial documents /tools and procedures
- Check and advise the project team on budget balance before expenditure is incurred
- Share and disseminate information on budget adjustments with the project team members
- Check for accuracy, completeness, and coding before transactions are posted.
- Post all paid transaction into the accounting system
- File all payment vouchers that have been posted into the accounting system according to their categories (cash, Bank, Journal Voucher’s etc)
- Ensure that all payment vouchers are appropriately approved and complete at any time transaction have been completed.
Preparation and submission of monthly financial reports
- Collect accountabilities from staff and ensure that they are following the organization’s financial policy and donor agreed standards.
- Prepare monthly donor expenditure reports for the project
- Prepare quarterly reports and report on variances
- Prepare monthly bank reconciliation statements for field bank accounts
- Prepare a monthly receipts reconciliation statement
- Review of all utilities expenditure (electricity, phone, water bills, etc)
Manage and control organization’s assets, stocks and inventory.
- Prepare and update the asset register
- Carryout stock-taking and preparation of stock records
- Oversee the maintenance of project assets and their safe custody
- Prepare asset usage reports of motor vehicles, motorbikes and generators
Provide efficient and effective office management
- Order office supplies and keep proper and up-to-date records
- Manage the filling, storage and security of documents
- Respond to audit queries and follow up
- Manage the repair and maintenance of office machines and equipment
- Provide supervision of the maintenance of general office and security.
Qualifications, Skills and Experience:
- Applicants for this position of FAO should be holders of Bachelor of Business Administration or Bachelor of commerce with a bias in Accounts or finance or any degree in Finance and accounting or related discipline from a recognized university or institution.
- Having completed ACCA/CPA level II is added advantage / pursuing professional qualifications.
- Application or experience of use of internationally recommended financial soft wares such as quick books are of added advantage.
- At least three years of extensive experience in financial management and co-ordination preferably within an international NGO environment.
- Compliance with statutory requirements such as timely filling of statutory obligations like staff Pay as you Earn (PAYE), National Social Security Fund (NSSF), Local Service Tax (LST)Â to Government of Uganda Agencies, etc.
How to Apply:
All suitably qualified candidates are encouraged to apply by submitting only electronic copies of not more than 2MB of a cover letter, a detailed CV (max 3 pages)containing contact details including active telephone numbers of three reference persons of which two must be professional referees, that includes your supervisor of the most recent/previous employer, and copies of relevant testimonials/certificates, by e-mail to pachedofoundation371
gmail.com Please Indicate clearly on the application subject line the position applied for not later than Tuesday 3rd April 2024 by 5:00pm.
Applications must be addressed to;
The Human Resource Manager,
PACHEDO FOUNDATION,
P.O Box 3072 Kampala, Uganda
Email to: pachedofoundation371gmail.com
NB: Only shortlisted candidates will be contacted. Consider your application unsuccessful in case you do not hear from PACHEDO Foundation in 14-days’ time after the deadline.
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Deadline: 3rd April 2024 by 5:00pm
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