Job Description

The Finance & Administration Officer will be based in the IRC Kampala Urban Office and he/she will be responsible for ensuring that the day-to-day accounting operations and financial management functions are performed in accordance with IRC’s policies and procedures, and in accordance with the Generally Accepted Accounting Principles (GAAP).He/She is will also responsible for providing support for day-to-day administrative requirements. The position will report to the Senior Field and Consortium Manager.

Duties and Responsibilities

• Acting at all times in accordance with the country law and standards of accounting practices
• Contribute to the overall objective of the Finance department of providing quality support service to all sectors.
• Manage all aspects of day to day operations of the accounting department
• Assist in implementation of finance policies, procedures and systems at the field office
• Provide training to program staff on IRC finance matters
• Review payment vouchers, ensuring completeness of the documentation and consistency with IRC policies and procedures.
• Monthly compilation of WHT and submit to Naguru Office with supporting Docs by the 3rd of the following month.
• Liaison with the bank on all banking issues and carrying out monthly bank reconciliation.
• Complete end-of-month tasks in a timely manner, with minimal to no errors.
• Consolidate monthly cash projections in a timely manner for Senior Filed and Consortium, Finance Manager to review.
• Carry out monthly reconciliation of program advances and charges related to staff personal accounts (T7) and advise the supervisor on course taken to settle outstanding balances.
• Participate as gatekeeper in ensuring that all transactions are in accordance with IRC financial policies and grant agreements.
• Provide support to both external and internal audit processes that are undertake at the field office
• Participate and provide technical support in grant opening and closing meetings

Budgets

• Review monthly Budget vs Actual (BvAs) and prepare any adjustments required for Senior Field/ Consortium and Program Mangers to review
• Provide insight of projected Budget vs Actual report based on field office generated information and provide the same to the Senior Field/Consortium manager ensuring timeliness and accuracy.
• Working with Program, Senior field/Consortium managers to assist program staff to prepare grant budgets to support new proposals or realignments also ensuring adequate coverage of field operating cost
• Attend Grant Opening, BvA review and Closing Meetings.
• Prepare monthly BvA minutes for review by program/senior field/Consortium Managers.
• Assist Senior Field/Consortium Manager and program managers to ensure that all accruals at grant closure are accurate, valid and are promptly liquidated
• Review payment vouchers, ensuring completeness of the documentation and consistency with IRC policies and procedures.

Cash/Bank – Management

• Support in processing of bank, Mobile Money and cash transactions.
• Review payment vouchers to ensure completeness and accuracy of documentation.
• Prepare weekly cash count and ensure that documentary evidence is duly signed by yourself and senior Field/ Consortium Manager.
• Preparation of cash forecasts for submission to Country Office for release of funds every 25th
• Monitoring cash usage and requirements and inform the Senior Field/ Consortium Manager of possible unusual activity or requirements
• Working with program staff to help them develop more accurate cash forecasts.
• Support the process of preparation of the cash and bank accounting worksheet.

Administration

• Attend to the office telephone, e-mail in a professional manner and ensure timely distribution of mail/messages.
• Ensure mail pouches to other IRC Offices are dispatched in a timely manner.
• Prepare invoices and payment request vouchers for all utilities (electricity bills, water bills, newspapers etc.) including telephone bills.
• Ensure proper office management through proactive engagement with office cleaner.
• Ensures OADM forms/Templates are replenished and updated. 
• Assist to monitor staff movement to/from the field, to trainings, etc. and provide weekly updates (Travel calendars) to relevant staffs
• Ensure proper inventory system is in place at the Urban office
• Monitor the stock flow and distribution plans and provide periodic reports
• Perform any other duties assigned.

Qualifications

• Bachelor’s Degree in Accounting, Commerce or Finance, or full qualification in a recognized Accounting professional body.
• Minimum of three years of accounting experience preferably in an international NGO.
• At least a minimum of 1 year hands-on experience working with SUN, VISION and EXCEL
• Excellent interpersonal, supervisory and organizational skills;  
• Experience handling BPRM, ECHO, UNHCR grants is a plus.
• Ability to work with computers, effective communication, problem solving and decision making.
• The ability to work under pressure.

Please note:

• This position is open only to Ugandan nationals.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct.  These are Integrity, Service, and Accountability.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.