Vacancy title:
Finance and Administrative Officer

Jobs at:
ERIKS Development Partners

Deadline of this Job:
no later than 15th January 2018

Duty Station:
Kampala, Uganda

JOB DETAILS:

A. Presentation ERIKS Development Partner
ERIKS Development Partner is a Swedish NGO promoting children's rights. ERIKS‘ vision is to change the world by giving children the opportunity to realize their ambitions and enjoy their rights. The NGO, founded in 1967, is based on Christian values. ERIKS carries out development projects by promoting the rights of the child to education, health and protection. ln addition, it responds to humanitarian crises. ERIKS works in partnership with national NGOs to build the capacity of civil society and for more relevant, effective and sustainable implementation of its actions. In East Africa, ERIKS operates in four countries; Uganda, Kenya, South Sudan and Tanzania. Much of the work is funded by the Swedish international Development Agency (Sida) through the Swedish Mission Council (SMC). Since 2010, ERIKS has a regional office for East Africa in Kampala, Uganda, with a Regional Representative (RR), a Program Monitoring Officer (PMO) and a Financial Monitoring Officer (FMO). The regional office provides close monitoring and support to partner NGOs in the region, in collaboration with the East Africa Program Coordinator (PC) based at ERlKS headquarters in Sweden. For more information about ERIKS,’ see https://erikshjalpen.se/eriks/about-us/

B. Position Summary
The Administration and Finance Officer is responsible for the effective and efficient management of the budget and assets, and will ensure the transparent organization of procurement of goods and services in order to support team members and partners in administrative and financial management. He/she must secure and presence organization assets, equipment, and programs through the application of policies and procedures. The work will be done in close collaboration with ERIKS regional staff and the PC at headquarters. The position will be based at the regional ERIKS office in Kampala, Uganda reporting to the Regional Representative. The position will be filled from February 2018.

C. Workbook
At Administration and Logistics level:

• Handle administrative function of ERIKS R0, responsible for providing support and accountability.
  
• Receiving RO guests and logistics preparations.
  
• Coordination of service providers and ensuring their timely payments
  
• Follow up administrative issues with relevant ministries! stakeholders to ensure that ERIKS as an organization, staff and assets are complying at all times with relevant local laws.
  
• Coordinate the procurement process tor goods and services
  
• Preparation of purchase orders for goods and services
  
• Prepare limited consultation files and bidding documents
  
• Provide consulting support for the development and monitoring of commitments (purchase orders and contracts with suppliers and service providers)
  
• Coordinate bid evaluation (technical, administrative, financial). Ensure that contractual documents relating to acquisitions and contracts are available and well archived.
  
• Ensure effective and efficient logistics management
  
• Assist in the planning and preparation of the missions of the ERIKS regional staff (ticket reservation, management of mission expenses, transports, etc.)
  
• Assist in the planning, implementation and follow-up of practical aspects related to workshops and trainings organized by ERIKS in the four countries of intervention (room rental, invitations and registration of participants, coordination of meals, etc.)
  
• Manage insurance cover for equipment, travel and vehicles it any and coordinate with SF regarding health and GPA insurance

Finance and Accounting:

• Manage the accounting of the operating expenses of the regional office and ensure the good archiving of the accounting documents
  
• Prepare financial reports on the operation of the regional office for the preparation of consolidated financial reports for dissemination and decision making.
  
• Prepare and submit quality financial management reports (monthly, quarterly and annual).
  
• Ensure timely liquidation of advances
  
• Submit timely bank reconciliation statements reports to FMO for consolidation
  
• Prepare and provide cash management to ensure the availability of funds for operations.
• Assist in budget monitoring and regular dispatch of administrative and financial documents to ERIKS headquarters for the provision of regional office accounts
  
• Assist in the annual budget of the ERIKS regional office
  
• Manage financial transactions to meet objectives and requirements for financial expenses and reporting.
  
• implement internal financial controls & payment processes to achieve value for money at all times. '
  
• Ensure proper documentation of all transactions, cross referencing, recording and filing.
  
• Will operate as authorised bank agent for the ERIKS office.
  
• Assist the Regional office team in the support of NGO
  
• Assist in the preparation and analysis of project budgets proposed by ERIKS partners ,
  
• Assist in the analysis of periodic financial reports and audit reports
  
• Assist in the selection of auditors
  
• Assist in organizational assessments
  
• Assist in visits to local partners and write follow-up reports
  
• Assist in drafting the financial part of donor reports and project proposals

Qualifications:

• Knowledge and experience required
  
• Undergraduate studies in finance, accounting, commerce.
  
• Post graduate qualifications and professional qualifications is an added advantage.
  
• Have at least Seven (7) years of experience in the areas of administrative (purchasing & logistics) and financial management of NGOs, including at least two (02) years of experience as a supervisor
  
• Ability to use a computer and knowledge of certain software and applications for accounting and Microsoft Excel, (Word,
  
• Spreadsheets, Power Point, Internet, etc.)
  
• Good knowledge of written and spoken English
  
• Proven ability to provide support, guidance and training to partners

Skills Required:

• Excellent problem-solving skills.
  
• Ability to deliver results on time
  
• Ability to work independently with minimal supervision
  
• Excellent negotiation and relationship management.
  
• Analytical and anticipating
  
• Ability to write clear, concise reports and budgets
  
• Communicate clearly and effectively.
  
• Demonstrate flexibility and understanding.
  
• A sense of fairness, transparency and rigor integrity
  
• Pro activity and able to take initiative
  
• Accept work under pressure.

Position Requirements

• Share the core values, vision and mission of ERIKS
  
• Have excellent morals and renounce all forms of corruption and embezzlement

Job application procedure
The application package, including a detailed Curriculum Vitae, a motivation letter and professional references (all in English) must be sent by e-mail no later than 15th January 2018 to the following address: application@eriksdeve|opment.org Please put the name of the candidate as the subject of the message.
Questions about the position can also be sent to: application@eriksdeve|opment.org

Recruitment will be as follows:
- A pre-selection on file
- One or two interviews with ERIKS managers.

Only short-listed candidates will be contacted for interviews.