JOB DETAILS:

Alight is recruiting Finance and Administration Assistant for our program in Uganda to. You’re interested in joining us? Welcome, we’re happy you’re here!

A team with deep experience in co-designing solutions that create new value around the world. We know we need to always be better, and we believe in the power and abundance of everyday people, everywhere, to change the world with us.

A culture of radical accountability to our customers –as we help build a meaningful life for and with the displaced, we ask them what they want and then deliver on it.

About the Position

Reporting to the Emergency Programme Coordinator, the Finance  and Administration Assistant will be responsible for proper recording, coding, and documentation to ensure value for money in all transactions.

Key Duties & Responsibilities

Finance:

• Verify all payments and PRFs for proper fund, donor and account coding, budget availability, accuracy and completeness. Expenses must be reasonable, allowable and allocable. Petty Cash to the maximum amount of 350,000 UGX (amount exceeding 350,000 UGX will be verified by Kampala finance).
• Petty cash management including preparation of cash vouchers for reimbursement of small payments, making payments to recipients, preparing summaries for replenishment of the petty cash fund assessing, verifying and processing payments
• Preparing check payment vouchers for all approved check payments to recipients.
• Record all payments and receipts into spreadsheet and verify its correctness against the hard copies before sending to Kampala office for processing
• Managing all aspects of day to day operations of Finance Office in the Field site
• Assist in the implementation of Finance policies, procedures and systems
• Ensure compliance with Alight and donors procedures and guidelines
• Submit expenditure worksheets together with the hard copies to the Country Finance Coordinator for replenishment whenever the petty cash balance reaches 1,000,000 UGX a minimum.
• Ensure all payment documents for proper and adequate back up based on the Alight Uganda minimum supporting documents requirement policy.
• Review expenditure worksheets for accuracy and completeness.
• Report to the supervisor all anomalies in implementing Alight internal control policies
• Facilitate and support all internal and external audits to be conducted in the Field Office.
• Ensures that all Field office finance records are filed and labeled in a logical, orderly and neat manner, so as to provide for security of documentation, ease of accessibility, and the preservation of records.
• Contributes significantly to the ongoing process of continuous improvement of the financial management system and the internal control.

Administration:

• Maintain an up-to-date leave register for Field office, while providing regular updates to staff about leave days and leave plans as per the HR leave policy.
• Prepare a monthly leave report and send it to the Senior HR Officer at the end of month for reconciliation.
• Receive, review and register all staff timesheets, ensuring they are correctly filled at the end of each month before sending to Kampala Office.
• With support from your supervisor, participate in the recruitment process of Grade A positions and Incentive workers at field level by posting adverts, shortlisting, scheduling interviews, inviting and interviewing candidates.
• Support in following up of onboarding process of new hires at field level.
• Support exiting staff in clearance at field level upon request and guidance from HR Office in Kampala.

Perform any other duties assigned to you.

Requirements

• A minimum of a bachelor’s degree in business administration, Accounting and Finance or any other related field.
• At least 2 years’ experience working in a finance department in a busy organization.
• Computer Skills in Microsoft office (Word, Excel)
• Proven organizational skills and multitask under tight deadlines.
• Strong analytical, written, and verbal skills.
• High level of integrity and good interpersonal skills
• Ability to maintain good ethical and confidentiality standards.