Job Title:   Office Manager

Organisation: Aldelia Uganda

Duty Station: Kampala, Uganda

About Organisation:

Aldelia is a global leading human resources company founded in 2005 and specialised in recruitment, outsourcing and payroll management services to blue-chip multinationals and fast-growing SMEs. The group operates in more than 30 countries across all industries and disciplines on four continents. Our mission is to create a better future for people by delivering compliant, world-class and innovative HR solutions to the companies and communities we serve.

Key Duties and Responsibilities:

Contribute to the smooth running of the agency by carrying out all or part of the administrative, financial, budgetary and/or logistical management, and in particular:

• In liaison with and under the authority of Administration and finance in Nairobi, act as the Kampala agency’s focal point on various issues (accounting, budget, real estate and HR administrative aspects).
• Handle budget construction, monitoring and evaluation
• Administrative management of HR issues
• Be the Local IT correspondent for the office

Tasks

Finance:

• Bank accounts management :
• Prepare payments to suppliers, local authorities etc by bank transfer, cheques, direct debit etc…
• Track and process replenishments
• Send monthly bank statements to the regional accounting platform
• Follow up on the change of account signatories whenever management changes.
• Prepare VAT reimbursement claims and follow up with URA
• Make payments and ensure invoices received are proper, with all the relevant elements
• Maintain an excel dashboard for tracking expenses, indicating the description, amount paid, the date…And ensure the printed version for the concerned period is signed by the authorized person.
• Prepare accounting pieces to be shared with the regional accounting platform
• Monitor paper and archiving and the shared folder in accordance with the defined nomenclature

Budget:

• Preparation of initial budget and the HR budget file on BUDGEO
• Preparation of risks and opportunities report
• Preparation of end of year forecasts and adjustments
• Preparing the turn over for the end of year
• Monitoring and analysis of different budget lines depending on the needs determined by the management of the office
• Filling in different budget dashboards and providing relevant responses at the time of justifying/analyzing the different budget years in liaison with the Regional platform.
• Preparing the end of year performance report

Clients billing:

• Invoice issuance to clients and payments follow up
• Maintain a dashboard for invoiced clients

Real estate management:

• Maintain inventories of assets and non-assets and report to the regional platform
• Ensure that the invoice as well as the accounting journal from GLA are sent to the regional platform at every acquisition of an asset, disposal or transfer to another site in order to facilitate updates in the FRP software (software for asset management)

HR management:

• Support the agency management in drafting of employment contracts at the time of recruitment or contract renewals.
• Establishing the payroll file and ensuring all statutory deductions are well catered for, in terms of deduction but also payment processing with the relevant authorities
• Monitoring and justification of payroll variables
• Monitoring and justification of credit facilities
• Local IT correspondent
• Ensure that all IT needs of the office are satisfied (including preparing workstations in case of new arrivals and departures)
• Maintain an IT inventory; coordinate with suppliers on all IT aspects, including internet, repairs and maintenance, new supplies etc.
• In interim of the administrative assistant,
• Mail processing and follow up including physical and electronic archiving of letters,
• Follow up of due payments on projects : Receiving of notices of amounts due, drafting the corresponding letters for validation by the concerned project officers, follow up of reimbursements by the counter parties, managing the dashboard of due payments in liaison with the agency director,
• Proceed to make hotel and air ticket bookings for missions and travels, and preparation of mission orders,
• Any other tasks as assigned by the agency director.

Qualifications, Skills and Experience:

• Higher education/qualification in accounting or management
• Previous experience in accounting management desirable
• Use of French and English both written and spoken. French would be an added advantage
• The job description is not exhaustive but highlights the main tasks and responsibilities entrusted to the employee. He or she may be called upon to take part in other activities within the office.

Skills and competencies:

• Knowledge of AFD accounting procedures
• Knowledge of AFD’s budget cycle
• Professional skills and behavior:
• Autonomy, organisational skills and proactiveness.
• Adaptability and tenacity
• Practices/methods/Tools used:
• Proficiency in Microsoft office i.e excel, word and powerpoint
• Use of CGL, Biapps and BUDGEO applications
• Use of the applications MAP agence, EASYVISTA & ROME