Jobs at:
AIDS Information Centre-Uganda (AIC)

Vacancy title:
Finance and Administration Officer

Deadline of this Job:
7^th November 2016

Duty Station:

 Uganda

Job details:
·         Monitor the utilization and accountability of funds by supervisors and officers in the region, and arrange for necessary follow-up actions

·         Monitor expenditure against budgets, assess adherence to set limits and to financial policies, and advise on necessary actions

·         Maintain the integrity, protection and effectiveness of the database on financial transactions, and ensure data protection compliance

·         Provide maximum cooperation with and support to AIC internal and external auditors when they are engaged in audit work in the region

·         Carry out or arrange for the implementation of action points arising from audit work done in the region

·         Provide financial support and advice to the region management team and officers as necessary

·         Prepare periodic reports on the financial performance of the region, and submit the reports to the Regional Manager and Finance Manager

Administration:

·         Prepare periodic plans and budgets for the provision of administrative services

·         Plan for the administrative resources required for implementation of AIC programs in the region, and organise for their availability as required

·         Arrange for the provision of the administrative support services required in the region

·         Organise for minor procurements at the regional level, in accordance with AIC policies and procedures

·         Ensure effective and efficient utilization of assets at the region

·         Ensure coordinated and cost-effective deployment of vehicles and equipment

·         Ensure proper keeping of vehicle maintenance records and those of other equipment

·         Organise for appropriate office accommodation for staff, with adequate provision of required equipment and other facilities

·         Ensure cleanliness of AIC office premises

·         Organise for the maintenance and repairs of vehicles, equipment and premises

·         Arrange for the security of AIC assets in the region

·         Arrange with headquarters for the insurance of AIC assets in accordance with established policies

·         Maintain up-to-date assets and inventory registers for the regional office

·         Ensure best practices in procurement at the regional level

·         Maintain cordial relationships with AIC bankers, suppliers and other service providers at the regional level

·         Prepare periodic reports on the provision of administrative services in the region, and submit the reports to the Regional Manager and Manager Human Resource and Administration

·         Human Resource Services

·         Prepare periodic plans and budgets for the provision of human resource services

·         Through the Regional Manager, advise the Human Resource and Administration Department at headquarters of any staffing gaps in the region

·         Participate in the recruitment of support staff for the region

·         Organize the induction of new staff to the region

·         Maintain an up-to-date human resource information system for the region

·         Monitor to see that the established system for tracking daily staff attendance is followed, and follow up of cases of absenteeism with the respective immediate supervisors

·         Keep salary information for the staff of the region up-to-date at all times, prepare periodic staff payrolls, and submit to the Finance Department

·         Organise for the provision of remuneration-related benefits such as medical

·         Organize the provision of welfare services to staff

·         Advise line managers on handling disciplinary and grievance cases

·         Prepare staff leave rosters

·         Support line managers and staff in the interpretation and administration of AIC human resource policies, procedures and terms and conditions of service

·         Provide technical support to Regional Manager and the supervisory staff of the region in identifying the training and development needs of the staff of the region

·         Liaise with headquarters to arrange training and development programs for the staff of the region

·         Coordinate and provide administrative support for the staff performance appraisal exercises conducted in the region

·         Prepare and submit reports on the human resource activities in the region

Key Performance Indicators: 

·         Work plans prepared for the provision of administrative and human resource services

·         Financial plans and budgets for the region prepared, in a participatory manner

·         Established internal controls implemented

·         Arrangements in place for availing required resources for program implementation

·         Properly reconciled books of Accounts maintained

·         Payroll information promptly provided to headquarters

·         Statutory payment obligations promptly complied with

·         Staff, suppliers and other beneficiaries paid and in time

·         Funds properly utilized and accounted for

·         Monthly, quarterly and annual financial statements prepared and submitted

·         Stores well maintained and managed

·         Physical assets within the region well documented and managed

·         Insurance on insurable asset kept up to date

·         AIC vehicles and other equipment effectively utilized

·         Well maintained AIC buildings, vehicles and equipment

·         Office premises kept clean and tidy at all times

·         Office services effectively provided

·         Security of AIC premises maintained

·         Headquarters promptly informed of staffing gaps in the region

·         New staff to the region appropriately inducted

·         Human resource database for the region kept up-to-date

·         Time sheets properly filled by regional staff

·         Payrolls for the region submitted on time

·         Support provided to the supervisory staff of the region on handling human resource issues

·         Performance appraisal of the regional staff well coordinated

·         Periodic reports financial, administrative and human resource services submitted to the Regional Manager and relevant headquarters managers

Qualifications, Skills and Experience: 

·         The ideal candidate for the Finance and Administration Officer (Region) should hold a BCom /BBA/BSc (Accounting or Finance Major), or their equivalent;

·         At least part 2 of an internationally recognized Professional Accounting Body (ACCA, CPA, CIMA, etc)

·         At least four years in middle management position with heavy administrative and accounting responsibilities in a reputable organization

·         Broad knowledge and understanding of programme planning and  budgeting, reporting and auditing

·         Knowledge of AIC policies, regulations instructions and rules

·         Highly skilled in the use of Microsoft O