14 Dec 2016

Humanitarian Initiative Just Relief Aid Jobs : Senior Finance and Administration Officer

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The Senior Finance and Administration Officer establishes and maintains efficient administrative systems.

Job Details

Funding Source: UNHCR

Duty Station: Uganda

Reports to: Field Program Coordinator


About US:

Humanitarian Initiative Just Relief Aid (HIJRA) is an international African humanitarian and development organization that positively contributes towards improving the living standards and conditions of those adversely affected by disasters and conflict in the Horn, East & Central Africa by implementing WASH, Health, Education, Livelihoods, Community service & development and Protection programs in the region for a period of more than 20 years.


About UNHCR Project:

HIJRA with funding from the UNHCR in Uganda is implementing a multi-sectoral Program for refugees in Oruchinga settlement (Isingiro district), Nakivale settlement (Isingiro district) and Nyakabande Transit Center (Kisoro district).


Job Summary:  The Senior Finance and Administration Officer establishes and maintains efficient administrative systems and procedures as well as control mechanisms to support the smooth running of the operations and ensures compliance with HIJRA/UNHCR administrative and financial rules and procedures. The incumbent also oversees the day-to-day financial and administrative resources of the office; conducts regular checks of the internal controls, leads the preparation of the monthly accounts closure of the operation, proposes the administrative budgets of the office, ensuring that disbursements are in accordance with the administrative budget and HIJRA/UNHCRs Financial Rules.


Key Duties and Responsibilities:  

Partner/ Grant:

Maintain the accounts of the partners (Sub-grants) by keeping an updated file on the disbursements and the expenditures incurred and qualified by HIJRA at any given time and reviewing and filing the qualified expenditures from the partners.

Ensure that all the money received is accurately recorded in the source document in readiness to posting on a daily basis.

Maintain electronic and hard copy filing system and retrieve documents from filing system when required

Financial Management (Bank and Cash):

Post payments into the online banking and remit them to the Payee upon authorization

Receive documents from the field and confirm accuracy with the attached document checklist

The jobholder accurately and timely prepare the payment vouchers and attach the necessary documents before submitting them to the supervisor for review based on the lead time as agreed.

Update the cash book in the MS Excel and compare the balances on a weekly basis and ensure that there is a completed month end report submission with the accurate balances obtained in the system.

Carry out weekly comprehensive checks to ensure that the accountability documents from the various departments are received within seven days and the supporting documents are in line with the set policies and procedures ensuring these are attached to relevant off and online systems before submission for approval.

Preparation and submission of Bank reconciliation every 5th of the month for review of the Head of Finance and Administration as part of the month end submissions.

Ensure the payroll statutory payments have been made to the relevant authorities within the stipulated time.

Cash Flow Management:

Management of petty cash and reporting on balances on monthly basis. Ensure Monthly cash count and sign off is maintained.

Ensure top up is done according the work plan and scheduled as such with replenishment done timely.

Administration/ Logistics (Assets):

Coordinate maintenance of office equipment and security details within the office. In liaison with the Head of Finance and Administration and ensure maintenance of a schedule for approval for regular and routine maintenance, with timely requests made as per schedule.

Management of the inventory and asset register and submission of the related reports at the end of each month.

Perform any other duties assigned by the supervisor


Qualifications, Skills and Experience: 

The ideal candidate for the HIJRA Senior Finance and Administration Officer vacancy must hold a Bachelor of Commerce (BCOM) degree with a major in Accounting or Finance

Certified Public Accountant Part 2 (CPA 2) or its equivalent

Three years experience in Finance, Procurement and Logistics in a busy INGO

Wide experience in the use of computer applications; clear understanding on the usage of Navigation (ERP) Software, and other financial software systems

Previous exposure and experience in managing donor funds and ensuring compliance with donor requirements;

Broad knowledge and understanding of risks and related relevant controls primarily in the overall grant cycle including program, financial and procurement cycles

Supervisory skills.

Excellent communication skills

Ability to analyses, interpret and present monthly reports and maintain accurate records/ chronological filling for retrieval/ reference.

Ability to work as part of the team

Flexible and reliable with a sense of priority and self-awareness

High levels of confidentiality and accountability.



How to Apply

All suitably qualified and interested candidates should send an application letter and Curriculum Vitae including telephone and email contacts of three referees including your current/most recent employer. Application should be addressed to the: Country Program Manager, Humanitarian Initiative Just Relief Aid (HIJRA), P.O. Box 37703, Kampala, Uganda. Email to: [email protected] The subject line should read: Senior Finance and Administration Officer. Deadline: 20th December 2016

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