Summary
Date Posted: Tuesday, June 27 2023, Base Salary: Not Disclosed

JOB DETAILS:
General
• The Finance & Administration Officer (F&A O) is primarily responsible for the effective and efficient operations of the field office. The F&A O primary role is finance activity but also supports the team in areas of HR, Logistics, Procurement, Finance, Administration, and ICT to ensure smooth running of these functions in relation to the project activities and operations of the field location office.
• The role entails managing daily accounting and administration functions including, recruitment, leaving tracking & other HR related matters, procurement, booking of hotels, fuel/travel management, inventory management and leave tracking.
• The job demands careful attention to routine systems and procedures and complete integrity at all times.

The Finance & Admin Officer is based in the field location.

Objective of the job
The F &A O ensures that WCH’s financial, administrative, HR and logistical processes are adhered to and is able to work effectively and efficiently to enable project staff and other stakeholders carry out War Child Programs smoothly.

Key areas are outlined below.
1. Finance & accounting management
1. Logistics & fleet management
1. Procurement management
1. Human resource management
1. Documentation, Archiving and Reporting
1. Supervision of staff

Position in organisation and essential functional relations
The Finance & Administration Officer reports to the Team Leader/Project Coordinator with a dotted line to Finance in Kampala.

Other essential working relations at Kampala office include; Finance, Operations, Logistics, HR, and Programs with other field teams.

The F&A O shall supervise the Cleaner and Guard.

Roles and Responsibilities
1. Finance & Accounting
• • Daily accurate and complete recording of financial transactions (cash) in Unit4, which includes checking of accountabilities of PO’s and Team Leader, and ensuring adherence to authorization matrix.
• • Maintain an overview of advances paid and ensure timely redemption at least before month end.
• • Responsible for making payment and keeping proper books of accounts.
• • Manage the office petty cash fund and prepare monthly cash counts.
• • Responsible for proper archiving of all financial documents, and timely submission to Finance Manager.

1. Logistics & Fleet management.
• • Coordinates weekly transport schedule (car/flights) and booking of accommodation for visitors.
• • Responsible for office supplies and ensures basic distribution and stock controls are in place and effectively used.
• • Compile fleet reports for field office.
• • Support in organizing workshops and trainings.

1. Procurement management
• • Assist in procurement of goods/services following WCH and donor procedures.
• • Makes monthly reports on what has been procured, pending and forecasted.
• • Assists in bidding processes as per WCH guidelines and endure bidder/supplier is a member of the procurement committee.
• • Sources and liaises with suppliers to ensure effective and timely delivery of supplies.

1. Human Resource Management;
• • Coordinate the recruitment and selection of facilitators and other positions at field level.
• • Compile and keep proper track and record of approved leave requests of staff;
• • Interpret and ensure staff compliance with HR policy at field level, and report any HR irregularities to Team Leader and Sr. HR Officer;
• • Ensure all staff have a modest work environment.
• • Maintain duplicate copies of all HR documents, contracts at field level.
• • Support the Team Leader on overall human resource administration.

1. Documentation, Archiving, and Reporting
• • Support the field office to ensure proper documentation and archiving of logistics, HR, administrative, procurement activities, to keep clear audit trail.
• • Prepare and submit accurate and timely reports, in line with the reporting requirements and within operational deadlines.
• • Minimum report include:
- Finance:
Bookkeeping and supporting documents;
- HR:
Time sheets (Guards & Facilitators);
Leave updates;
Monthly staff/facilitator list

- Logistics:
Equipment List
Any other duties as assigned by the TL in fulfillment of the tasks

Other Areas
Qualifications, Skills and Competencies:
• A degree in Finance, BCOM, Business Administration or any other related area.
• At least 3 years of work experience, preferably with an (i)INGO in the areas of logistics, procurement, HR and administration.
• Knowledge in UNIT 4 is an added advantage.
• Ability to speak and write good English.
• Proven work experience in HR, logistics, procurement, finance and administration management.
• Good computer and report writing skills; proficient in Word, Excel and PowerPoint.
• Ability to organize, multitask and prioritize.
• Good communication, planning and organizational skills.
• Problem solving skills, able to deal independently with field work related issues
• Result oriented

“Commitment to the vision and goals of War Child Holland in Uganda, including adherence to the Child Safeguarding Policy, is essential”

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
• Interested and qualified? Click here to apply

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