Finance and Administration Officer

at African Field Epidemiology Network (AFENET)
Location Kampala, Uganda
Date Posted March 24, 2020
Category Accounting
Audit
Finance
Management
Job Type Full-time
Currency UGX

Description

Background:
The African Field Epidemiology Network (AFENET) is a not for profit, networking alliance and service organization that brings together field epidemiology training programs (FETPs) across Africa working side by side with Ministries of Health, regional and international partners. AFENET works to strengthen epidemiology and disease surveillance capabilities of African countries that are critical to meeting the requirements of the Integrated Disease Surveillance and Response (IDSR) strategy and the International Health Regulations (IHR). AFENET is seeking to recruit highly qualified & experienced persons to serve in the indicated positions below: -

In advancing the cause for a Healthier Africa, AFENET seeks to fill the position of Finance and Administration Officer available at the FELTP Offices in Kinshasa-DRC with a competent person to support the FELTP operations and other administration functions

Job Purpose
The Finance and Administration Officer will provide AFENET DRC team with appropriate finance, human resource, procurement and administrative support to effectively implement program activities, as outlined below: -

Duties and responsibilities:
Finance

  • Participate in the Budget preparation and monitoring performance to ensure spending is within the budget.
  • Check financial documents to ensure accuracy of the information there in and compliance with the organization’s financial policies and procedures.
  • Review payment requests to ensure and establish accuracy in coding and compliance with the project financial obligations.
  • Undertaking a thorough review of accountabilities submitted by staff and sub recipients to ensure accuracy, reasonableness and completeness.
  • Preparation of timely and accurate financial reports, advance reports and their submission to the Secretariat and other hierarchical levels for financial decisions.
  • Maintain track of all cash advances and other payments to ensure accuracy of the advance balances and assist to reconcile them.
  • Prepare budget versus actual reports monthly and share with implementers in the field
  • Reconcile bank accounts monthly and have them forwarded to Secretariat for onward approvals.
  • The Accountant shall correspond with the Project’s bankers to follow up any issues of concern;
  • Ensure proper coding of all the expenditures is done in line with the organization’s approved codes.
  •  Update general ledger for all transactions incurred during the month in accounting system
  • Respond to the queries/clarifications on the financial reports
  • Ensure accuracy and timeliness of the financial reports that are submitted to Development Partner in accordance with donor financial policies and procedures;
  • Ensure adequate preparations are done for the external audits and other reviews/audits as shall be determined by the organization’s stakeholders such as donors, Board etc and provide the necessary assistance to ensure proper conducting of such audits and reviews.
  • Charged with ensuring confidentiality of accounting information

Procurement and Office Administration:

  • Develop and maintain effective office systems (e.g., IT support, office maintenance, fixed assets register, supplier contacts), ensuring these are consistent with AFENET’s operating requirements.
  • Support the efficient running of AFENET’s office daily operations.
  • Ensure all procurement processes are in compliance with AFENET and donor policies and procedures. Train and guide AFENET staff in procurement guidelines and controls.
  • Oversee the procurement of goods and services process from planning, solicitation of bids, evaluation and selection, awarding and contracting in accordance with the AFENET guidelines
  • Coordinate pre-qualification of service providers and maintain list of suppliers, contracts management of different services providers, suppliers in accordance with the guidelines;
  • Coordinate the issuance of Local Purchase Orders (LPO’s) and maintenance of accurate procurement records, manage supplier relationships
  • Oversee management and control of inventory and AFENET assets
  • Prepare quarterly procurement reports;
  • Support logistics for AFENET’s DRC programme activities including travel, conferences and meetings, field training etc.
  • Manage staff leave and attendance records including timely submission of timesheets Human Resources
  • Advise on HR policies when required to ensure these comply with DRC statutory regulations.
  • Ensure compliance with AFENET human resource policies and procedures
  • Maintain personnel records
  • Coordinate recruitment/induction in line with AFENET’s processes.
  • Coordinate performance appraisals for DRC staff
  • Ensure AFENET complies with all local labor laws. Registration of all staff members with appropriate authorities as needed and ensure statutory contributions are administered as per the prevailing laws
  • Oversee the payroll process and maintain payroll master file and ensure that the recorded changes to the payroll master files are input accurately

Minimum/Preferred Qualifications and Skills:

  • A Bachelor’s Degree in Commerce, Accounting or Business Administration with a bias in Accounting.
  • Certification by professional Accounting bodies; ACCA, CPA is an added advantage.
  • At least 5 years of work experience in a similar position preferably in an international NGO
  • Knowledge and experience of Accounts packages and Ms. Office packages a must.
  • Excellent written and spoken communication skills.
  •  Must be proficient in both English and French.
  •  Experience in procurement and HR policies and procedures and administration systems.
  •  Experience of setting-up and managing office systems.
  • Ability to work under pressure, deal tactfully with sensitive issues. Good knowledge of statutory requirements and local labour laws.
  • Good planning and organisational skills and efficient work methods

Applying Instructions

Interested candidates should submit their Application Letters detailing their experiences and skills, Curriculum Vitae, copies of relevant academic documents and 3 references to:

The Human Resource Office,

African Field Epidemiology Network (AFENET).

Email: sec@afenet.net 

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