Technical Volunteer Finance job at Participatory Ecological Land Use Management ( PELUM ) Uganda

PELUM Uganda is seeking to fill the position of Technical Volunteer Finance at the Country Secretariat Office in Kampala – Uganda. Since 1995, PELUM Uganda has been sharing skills and knowledge about ecological Land use practices and techniques working with a broad network of likeminded organizations; undertaking research and demonstration projects, and advocating for policies that better support smallholder farmers with a vision of empowering communities in Uganda to sustainably utilize their natural resources. As part of a strong regional network of over 220 civil Society organizations spread out in 14 countries in East, Central and Southern Africa. PELUM Uganda works to improve the livelihoods of small holder farmers and the sustainability of farming communities by fostering ecological land use management. Suitable Candidates who possess the credentials below are therefore encouraged to apply.

Job purpose

This job exists in PELUM to support the proper financial management and accounting function for PELUM resources including providing relevant financial information to the users.

Job summary

The job holder will support proper management and accountability for PELUM financial resources. S/he will be responsible for the basic bookkeeping, ensuring timely payments of goods, works and services provided, capturing data in accounting system, receives accountabilities for filing and filing of tax returns. This post belongs to the Finance and Administration Department.

Duties and responsibilities

1. Ensure proper management of PELUM’s financial resources

• Ensure safe custody of PELUM’s funds.
• Guide PELUM staff to adhere to financial management policies and procedures.
• Ensure that resources under your care are properly deployed and utilised.

2. Undertake financial transactions

• Receive revenue and issue receipts and intact immediate banking of revenue.
• Regular update of the Cashbook.
• Prepare payment vouchers and capture to system ledgers
• Ensure that payments are within the approved budgets, right codes, donors and fully authorised.
• Ensure that the fully processed payment documents are “STAMPED & FILED” to the respective files.
• Generating the payments (automated or manually).
• Provide support to procurement activities.
• Manage cash at PELUM events.
• Support Finance Assistant in management of petty cash and its timely replenishment
• Receive all payment requisitions (physical & Online).
• Capture all financial transactions in the accounting system.
• Support in preparing financial reports for donors.

4. Logistics/Procurement and asset management

• Support in raising Local Purchase Orders (LPOs).
• Participate in the development and update procurement policies and procedures.
• Work closely with the procurement committee to support the procurement function.
• Support logistics, procurement and security of PELUM’s assets for safety (safe keeping, storage etc.)
• Ensuring timely payment of office supplies and utilities.
• Make fuel orders, payments and update of fuel bin card.

5. Stores Management

• Ensure proper receipt, storage and issue of materials.
• Produce regular monthly stores reports and distribute.

6.0 General Duties

• Attend regular departmental meetings and provide feedback especially from other meetings and other key PELUMs issues and events that impact on the work of the departmental staff.
• Actively participate in planning, budgeting, M&E and reporting on PELUM Uganda activities.
• Advising staff, board, PELUM members on any financial related issues.
• Support fundraising activities (preparation of project budgets & monitoring).

In addition to individual respective tasks, all PELUM employees are expected:

• To adhere to our organizational values and to actively promote their application amongst colleagues.
• To undertake tasks in a creative, self-driven and innovative fashion.
• Participate in relevant organisational, meetings and fora.
• Participate in raising resources for building PELUM’s reserves.
• Ensure that all activities are implemented in a gender sensitive manner.
• Adhere to PELUM's policies, procedures, and performance expectations in all functions.
• To identify and implement additional tasks/ ideas of benefit to the organization (whether directly linked to one’s job or not).
• Any other duty as may be assigned by the supervisor.

The attainment of the above will be reflected in the employee’s appraisal, as well as the achievement of outputs, as described in above key responsibilities.

Person Specifications

Education

Minimum of Bachelor’s degree in Commerce, Finance or Accounting or a diploma in accounting. Professional course is an added advantage

Technical Skills

Knowledge of accounting and standards, previous experience in using Finance software packages. Demonstrated ability to effectively use Microsoft office programs and specific finance software applications. Current on the statutory obligations and taxes. Competency with financial data systems and spreadsheet processes.

Industry experience

Minimum of 3 years’ experience in finance roles within CSOs with complex multiple reporting requirement, and multiple donor reporting progressively.

Management skills

None

Personal qualities

Proactive. Continuous improvement mindset. Keen sense of ethics, integrity and commitment to PELUM's mandate. Attention to details and work under pressure.

Communication and Interpersonal skills

Comfortable working in multi-cultural settings. Effective interpersonal skills to work with colleagues, stake holders and donors.

• Ensure proper management of PELUM’s financial resources
• Ensure safe custody of PELUM’s funds.
• Guide PELUM staff to adhere to financial management policies and procedures.
• Ensure that resources under your care are properly deployed and utilised.
• Undertake financial transactions
• Receive revenue and issue receipts and intact immediate banking of revenue.
• Regular update of the Cashbook.
• Prepare payment vouchers and capture to system ledgers
• Ensure that payments are within the approved budgets, right codes, donors and fully authorised.
• Ensure that the fully processed payment documents are “STAMPED & FILED” to the respective files.
• Generating the payments (automated or manually).
• Provide support to procurement activities.
• Manage cash at PELUM events.
• Support Finance Assistant in management of petty cash and its timely replenishment
• Receive all payment requisitions (physical & Online).
• Capture all financial transactions in the accounting system.
• Support in preparing financial reports for donors.
• Support in raising Local Purchase Orders (LPOs).
• Participate in the development and update procurement policies and procedures.
• Work closely with the procurement committee to support the procurement function.
• Support logistics, procurement and security of PELUM’s assets for safety (safe keeping, storage etc.)
• Ensuring timely payment of office supplies and utilities.
• Make fuel orders, payments and update of fuel bin card.
• Ensure proper receipt, storage and issue of materials.
• Produce regular monthly stores reports and distribute.
• Attend regular departmental meetings and provide feedback especially from other meetings and other key PELUMs issues and events that impact on the work of the departmental staff.
• Actively participate in planning, budgeting, M&E and reporting on PELUM Uganda activities.
• Advising staff, board, PELUM members on any financial related issues.
• Support fundraising activities (preparation of project budgets & monitoring).
• To adhere to our organizational values and to actively promote their application amongst colleagues.
• To undertake tasks in a creative, self-driven and innovative fashion.
• Participate in relevant organisational, meetings and fora.
• Participate in raising resources for building PELUM’s reserves.
• Ensure that all activities are implemented in a gender sensitive manner.
• Adhere to PELUM's policies, procedures, and performance expectations in all functions.
• To identify and implement additional tasks/ ideas of benefit to the organization (whether directly linked to one’s job or not).
• Any other duty as may be assigned by the supervisor.

• Knowledge of accounting and standards
• Previous experience in using Finance software packages
• Demonstrated ability to effectively use Microsoft office programs and specific finance software applications
• Current on the statutory obligations and taxes
• Competency with financial data systems and spreadsheet processes
• Effective interpersonal skills to work with colleagues, stake holders and donors

• Minimum of Bachelor’s degree in Commerce, Finance or Accounting or a diploma in accounting.
• Professional course is an added advantage