Summary
Date Posted: Monday, October 17, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Job Summary:
To ensure that expenditure for activities is within allocated budget, reporting and general office and staff administration..

Key Duties & Responsibilities
Budget Control
• Ensure that before commitment for spending on a particular budget line; adequate funds and budget are available for spending.
• Work with the FAM to evaluate actual financial performance against the budgets.
• Liaise with AIRD sub-office managers to ensure proper utilization of its funders’ resources.
• Manage the process of financial planning and budgeting for the organization’s resources and advise the sub office or the FAM as the case may warrant.
• Prepare periodic budget requisitions based on the agreed work plans.
• Being the focal person for the cost center, facilitate and fully participate in verification and external audit exercises.

Reporting
• Keep the organization’s financial records up to date, prepare monthly, quarterly and annual financial reports and ensure compliance with the statutory and international financial reporting requirements.

Compliance
• Ensure monthly submission of statutory obligations i.e WHT, VAT, PAYE, NSSF, LST.
• Ensuring accountability of funds is done in time and in accordance with the organization’s financial policies, procedures and ensure implementation of internal controls and procedures.
• Ensuring the funds are spent on what they are meant for and the organization obtains value for money.
• Safe guard the organization’s finances and assets i.e non current assets, petty cash, travel advance within the context of AIRD standard operating procedures.
• Communicate and guide surbodinate financial staff members the procedures in the manual and any statutory regulations and ensure they are adhered to.

Human Resource Management
• Participate in local hiring activities by posting job opportunities authorized by the CPD to be sourced at the field level, scheduling interviews, screening applicant information to verify eligibility, checking references and doing background checks for all recruitments done at the Sub Office.
• Advice and prepare leave plans together with supervisors at the field level and track leave utilization for all staff at the Sub Office level.
• Conducting initial orientation to newly hired employees recruited through Kampala office ensuring that they have clear understanding and interpretation of the organization’s mission, SOPs, Codes of conduct, Job Objectives etc.
• Liaise between the Sub Office Management and the staff on staff welfare issues, document them and follow up for solutions for the issues to be addressed at the Sub Office level in line with the organizations SOPs.
• To communicate to the Kampala office any and all accidents involving staff.
• Handling all HR Administrative Procedures and ensuring that they are followed in line with the SOP i.e grievances, disciplinary actions, performance improvement, illness, etc and document all the processes.
• Take lead in all HR related investigations that are needed to facilitate administrative procedures and ensure that the investigation is done in a transparent, thorough way making sure all steps of the investigation are documented.
• Ensure that all staffs are aware and have copy of Job descriptions and clearly set objectives and ensuring that performance appraisals are done at the intervals set by the HR SOPs.
• Follow up on set objectives form the appraisal process and guide the Sub Office management in training planning.
• Continuously update any adjustments to staff CVs and take note of qualification and skills addition of staff for possible career development and training requirements within the organization.
• To keep all staff at the Sub Office up to date with any communications relevant to them, the SOPs and code of conduct and ensuring that they are well understood.
• Carry out quarterly SOP trainings and staff welfare meetings at the site level to keep staff constantly aware and in compliance with our SOPs and to ensure that through the staff welfare meetings, both management and employees have a feed back channel.
• Update the copies of staff records (hard and soft) periodically at the Sub Office level ensuring that all required documents in the files are in line with the SOPs.
• Track and document all deployments at the field level and ensure that all staff on deployment have signed deployment letters and have received all allowances entitled to them.
• Track and supervise attendance and time keeping activities and prepare weekly and monthly attendance reports.
• To ensure that all staff meetings scheduled for any particular running year are held and minutes taken for all HR related matters raised.

Administration
• Develop a filing System for organization’s files by collecting all relevant documents and properly file them for easy access
• In consultation with the FAM, establish methods and maintain the flow of information between departments and field offices
• Ensuring that all office equipment & other assets are kept in good working condition
• Organize annual physical count of fixed assets and other properties as per the PPA
• Ensure clean working environment at all project operations
• Maintain store control system and ensure the managers have timely & accurate information regarding the utilities/ stationeries balances
• Monitor and control stationery/ utilities utilization at all level and ensure that utilizations are at all times within allocated budgets
• Ensure utility companies provide timely bills and that payments are processed in accordance with consumptions and are within allocated budget
• To supervise the Admin support staff and security (Guards) staff.

Requirements
• Minimum bachelor’s degree in Business Administration, Finance and accounting or CPA/ACCA/CFA professional accounting certification.
• Minimum 3 years experience working in Finance and Accounting.

Others/Extra Details
• Excellent writing skills in English
• People oriented and results driven
• Demonstrated ability to prioritize tasks and work well under pressure
• Proficiency in the use QuickBooks Accounting Software is an added advantage.
• Experience working with nongovernmental organizations is an asset.


Work Hours: 8

Experience in Months: 36

Job application procedure
All persons interested in expressing interest in any of the listed positions can find details of required qualifications and summary of duties and apply on the link below:
https://aird.hrmagic.co/careers 
Through the link attach CV and cover letter addressed to:
The Human Resource Coordinator African Initiative for Relief and Development - Uganda Program
No hand delivered applications will be accepted.
Application Deadline: Thursday 27th October 2022 at 5:00 pm

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