Summary
Date Posted: Friday, June 30, 2023 , Base Salary: Not Disclosed

JOB DETAILS:

Position Summary
The Field Finance and Administrative Assistant is responsible for all field financial administrative and office support activities, implementing administrative systems, procedures, and policies, carrying out receptionist services and facilitating correspondence to ensure effective and efficient operations.

Key Performance Areas KPA 1: Administration
• The Administrative Assistant will produce and distribute correspondence memos, letters, faxes and forms as required;
• Develop and maintain the contact list for your respective Office(s);
• Maintain office supplies by regularly checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipts; stocking items; delivering supplies to workstations.
• Ensure that the office premises – inside and outside are always kept clean
• Ensure that RLP facilities, equipment and utensils are always safe, clean, and usable. Ensure security to the kitchen by ensuring that non-staff don’t access it without his/her permission.
• Assist in asset management by conducting quarterly Physical asset verification and preparing verification reports. Manage general Assets and ensure that Staff sign for them when going to the field and return them in the same condition.
• Ensure Office utility bills for Electricity and Water are picked and sent to Kampala for processing regularly
• Ensure that documentation for all bills, e.g. Security, Internet, etc., are regularly sent to Kampala for payment.
• Maintain a register for hired security companies and send it to Kampala on a monthly basis for reconciliation.
• Collect properly filled-in Timesheets for all staff, review and send them to the Human R for payroll processing.
• Supervise the Office cleaner and Security guards.

KPA 2: Reception
• Answer and direct phone calls to the concerned staff in and out of the office
• Receive, direct and provide general support to visitors, including responding to inquiries and ensuring that all incoming and outgoing mails/parcels/correspondences are registered;

KPA 3: Finance
• Generate and submit requisitions to finance for Office consumables and general office running.
• Disburse funds as approved and reconcile expense reports.
• Pick receipts from suppliers and send them to Kampala for all direct payments.
• Review all accountabilities to ensure accuracy and proper supporting documents.
• Regularly pick statements from suppliers of Refreshments and reconcile them with internal records before sending them to Kampala for payment processing.
• Support the FOC in reviewing all activity requisitions, ensuring that the funds requested are within budget, the requisition form is accurate and properly filled in, and the relevant support documents are attached.
• Scan and maintain soft copies of all accountabilities before sending the hard copies to Kampala.

KPA 4: Documentation and Archiving
• Maintain a filing system and securely archive all the administrative outputs in all forms and also assist other field staff with overflow work, including data entry and being a rapporteur as required
• Prepare and disseminate reports on Finance and Administrative issues periodically.
• Ensure all staff use the correct forms while implementing activities
• KPA 5: Procurement and Logistics
• Maintain equipment by conducting preventive maintenance and troubleshooting failures and coordinate repairs to office equipment as required;
• Manage the Fuel Voucher book, prepare vehicle/ Motorcycle Fuel log sheets, reconcile Mileage, and send them to Kampala with fuel statements every two weeks.
• Ensure there are running contracts with all service providers.
• Source quotations when procuring conference venues for all activities in consultation with FOCs and project staff.
• Oversee the fuelling and Servicing of Office Vehicles and Motorcycles.
• Generate and submit quarterly requisition notes for procurement of Office stationery and send them to the procurement unit for processing
• Procure office consumables/ other Items for field activities for the respective office and manage office running funds.
• Ensure that all approved suppliers are fully registered with valid Operating licences and are in a position to generate E- receipts / Invoices.
• In consultation with the FOC and project staff, prepare quarterly procurement plans and submit them to the procurement unit by the 5th of every Quarter.
• Organise and minute Field Office procurement meetings to procure goods and services of value under UGX 5m.

Job Requirements
• A Bachelors Degree in Commerce, Finance or Accounting
• Minimum of 3 years work experience in related duties.
• Flexible with good communication, feedback skills, assertive and able to question unclear transactions.
• Able to work under pressure with competing deadlines.
• Working knowledge of computerized accounting and other computer application packages is mandatory.
• Must be a person whose integrity is unquestionable.
• Sufficient knowledge in bookkeeping is mandatory.
• High level of integrity to be able to handle assets, cash, and cash related transactions.
• Good interpersonal skills to be able to relate to people of diverse backgrounds.
• Attention to detail,
• Good analytical and organizing skills.
• Effective communication both oral and written.
• Good knowledge of required safeguarding practices in an organization.
• Demonstrated knowledge of procurement processes and linkages with other operations (e.g., logistics)


Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure

For all positions listed, please submit a motivation letter, an up-to-date Curriculum Vitae and academic certificates relevant to the position applied for in one PDF Document not exceeding 8 pages. You can include links to your writings in your CV.

CLICK TO APPLY

All applicants must be submitted by 11.59pm (23:59) on Wednesday 5th July 2023. Applications received after this time and date will not be considered. Only shortlisted candidates will be contacted. Candidates must be in a position to cover their own travel expenses for interviews.

NOTE
Applications sent through any other channels will not be considered. For any challenges with the system, reach out to sakla@refugeeelawproject.org. 
Refugee Law Project is a human-rights based organization with strong Anti-Discrimination policies.

Women and Refugees are encouraged to apply


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