Finance and Admin Officer job at Human Capital Business Solution (HCBS)

Description
Our client Integrated Seed and Sector Development Uganda (ISSD Uganda) is an independent local NGO in Uganda, which aims to be a leading agricultural development organization in fostering resilient seed and food systems for sustainable agricultural production. Currently, ISSD Uganda is implementing the Common Ground Project which is a is a 4-year project funded by the Embassy of the Kingdom of the Netherlands, Kampala. The project is a land restoration and farming systems project in the Western and South Western Highlands of Uganda, implemented in a collaborative partnership between Wageningen Environmental Research (WENR) as lead partner, and ISSD Uganda, as the local implementing partner.
ISSD Uganda is looking for a competent and experienced Finance and Admin Officer to be based in Fort Portal, Uganda

Reports To: Finance Manager and works closely with the Field Finance & Admin Assistants (FAAs), Regional Coordinators, and ISSD HQ admin team.
Duty Station: Fort Portal
Organizational Unit: Operations
Employment Type: Full Time
Employment Category: Fixed Term

Main Duties and Responsibilities
The Finance & Admin officer has the following specific duties and responsibilities;
Finance
• Keep up to date financial records for the project and support the Finance Manager to provide monthly overviews of expenditure against budget.
• Ensure all accounting records are duly verified, complete and posted into the accounting system as per the organization’s financial guidelines.
• Review expenditures relating to all accounting documents for accuracy and consistency with the organization’s financial guidelines. This includes travel to field offices to conduct periodic internal audits of expenditures by field offices and partners including verification of rates, recipients, etc.
• Provide technical support to FAAs in areas of compliance and financial accountabilities.
• Keep up to date records on balances and budget line expenditures for approved field activities and advise the FM accordingly in order to ensure efficiency in planning field activities.
• Liaison with bank officials for project related financial transactions; this includes acting as a bank agent for the project bank account to make payments, cash withdrawals, etc.
• Follow-up on queries with field offices to ensure timely response to all finance concerns raised.
• Participate in and assist with external project audits.
• Be available to cover the FAAs during absentia.
Office Administration
• Develop and maintain effective office systems (e.g., IT support, office maintenance, fixed assets, supplier contacts), ensuring they are consistent with ISSD Uganda operating requirements.
• Support the efficient running of the project HQ office daily operations.
• Provide administrative support to the project management team
• Liaise with FAAs to ensure field offices are adequately supported and fully functional.
• Supervise the acquisition and maintenance of project computer equipment and supplies in accordance with ISSD Uganda procurement policies and budget.
• Main focal person for outsourced ICT services including ICT consultant to ensure all end-user computer and related IT needs are addressed in a timely manner
• Manage logistical support for office operations, including work-related travel, meetings, workshops and office events
• Liaise with the ISSD HQ admin team for matters related to insurance services, claims, etc.
• Oversee various aspects of fleet management related to the project including travel plans and vehicle allocation, fuel consumption reports, vehicle/motorbike service, repairs and maintenance.

Human Resources
• Liaise with ISSD HQ admin team for project related HR matters such as recruitment (solicitation, shortlisting, and interviews); member care (staff welfare, benevolence, weddings, babies, team building activities, retreats); benefits management (leave, medical insurance); and grievances Maintain copies of personnel records for project staff in a secure cabinet including contracts, leave booking forms, appraisals, etc.
• Ensure project staff have timely access to benefits like airtime, internet bundles, medical insurance and attend to complaints on benefits, if any
• Coordinate project staff feedback on HR & Administration matters

Line management and reporting
• Supervise and support the project Drivers and office assistants in their day-to-day work
• Submit monthly report updates on finance and admin units to the Finance Manager.
• Prepare presentations for the project monthly and quarterly review meetings.

Qualifications, Experience, & Skills
1. Bachelor’s Degree in finance, or business administration, or related field.
2. At least 5 years’ experience in finance, HR, and office administration, ideally with an NGO.
3. Experience in setting up new accounting systems.
4. Experience in book-keeping and computerized accounting systems (Tally, QuickBooks, etc.).
5. Experience in making improvements to financial systems; an aptitude for this work is an advantage.
6. Experience in reporting to donors in an NGO environment.
7. Good understanding of the Ugandan laws related to tax, insurance, etc.
8. Experience in HR policies and procedures and administration systems.
9. Experience of setting-up and managing office systems.
10. Excellent IT skills, including Microsoft Office packages (Word, Excel, Outlook and PowerPoint).
11. Good planning and organizational skills and efficient work methods.
12. Ability to work well in a team, as well as independently.
13. Proficiency in English languages (both spoken and written) and ability to communicate in local languages is an added advantage.

Job application procedure
Candidates who meet the criteria outlined above should submit their applications, resume and academic documents in pdf format with “HCBSU-FAO-FINANCE AND ADMINISTRATION OFFICER” as the Email subject via recruitment@hcbsltd.com

Note:
• The deadline for applications is not later than 05:00 pm, Saturday 20th January 2024.
• Only shortlisted applicants will be contacted. Female Candidates are encouraged to apply.

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