Purpose

The Project Support Officer  will provide support to  War Child Holland in Uganda to ensure  quality programe operations in the field locations. S/He will  proactively provide risk-avert, cost effective, business-focused and result-oriented quality professional and technical operations services to the country program.

The role entails managing all financial, HR, administrative and logistics support activities for the Imvepi and Palorinya Office/ field location.

The Project Support Officer  is based in South West/ West Nile Region field location.

Objectives of the job

• Ensure that all sub-office financial transactions are in accordance with War Child Holland’s policies and procedures and deliver timely, reliable and accurate high-quality accounting and reporting activities.

• Ensure the monitoring and collection of receivable and payable.

• Responsible for the cash management of the sub-office.

• Responsible for the operations support of the sub-office; administration, HR and logistics.

• Ensures compliance with local laws and statutory audit and financial reporting requirements as well as WCH and donors’ policies and procedures. 

  Essential functional relations

   

  The Project Support Officer reports to the Team Leader/Project Coordinator.

   

  Essential other functional relations include:

  Program Manager, Log/HR manager, Finance team Kampala, Team leader, Project Officer/Coordinator, Facilitators.

   

  Roles and Responsibilities

   

   

1. Financial Accounting, Management and Reporting

• Assist with projects forecast management and money request preparation in close cooperation with Team Leader/PC, submit monthly cash flow needs on or before the due date;

• Ensure timely and accurate data entries in cashbook, bankbook and UNIT4 on a daily basis and ensure that all financial data is properly entered and closely monitor to ensure that correct account codes and fund codes are entered for each transaction, following the standard descriptions defined in WCH’s Global Finance Manual and Uganda Finance SOP;

• Ensure purchases of goods greater than the petty cash threshold determine whether; Type and unit price of each item on the invoice matches the same information per the purchase order. And all documents have sufficient approval and signing authority;

• Ensure disbursement (cheque or cash) request form is adequately supported by documentation and has been properly approved, check the mathematical accuracy of the invoice;

• Communicate accounts on a monthly basis to the country office, respecting UNIT4 procedures and deadlines in line with the monthly accounting schedule as per Finance Procedures;

• Manage the presentation, circulation, filing of vouchers and archiving of accounting and financial documents in compliance with Finance procedures;

• Review all sub-ledger balances on a weekly basis and collect outstanding receivables;

• Ensure that reminders for all outstanding receivable are sent to staff responsible and make follow up on the collection;

• Ensure that all cash receipts are recorded and banked promptly and intact;

• Ensure that all deductions where applicable are done on a monthly basis;

• Ensure that the sub-office has cash at all times and maintaining minimum balances and respecting maximum limits in the accounts;

• Timely Booking of receipts;

• Ensure that all sub-office finance related issues that may arise out of the monthly financial review are followed up and addressed conclusively;

• On a monthly basis prepare and submit reconciliations; 

1. Logistics & AdministrationIn close collaboration with the project teams;

   2.1 Procurement

• Ensure proper understanding and adherence to WCH rules and regulations and that all procurement documents are completed timely and have sufficient and accurate supporting documentation;

• Work closely with program staff to prepare and update on a weekly basis the procurement plan, provide guidance and input to program staff on the feasibility and allowability of procurement;

• Manage procurement requests from individuals and projects in a timely, expeditious and effective manner, ensuring that these are, duly approved, provided for in budgets, correctly described and coded and in compliance with WCH and donor policies and procedures;

• Maintain an updated and active vendor (approved) database at all times and periodically, through the tender committee, review the list and facilitate its approval;

• Ensure that each undertaken procurement is fully documented, in compliance with WCH/Donor requirements and documents are appropriately filed and safeguarded;

• Ensures timely and accurate procurement of all goods according to approved budget lines and donor guidelines;

• Review requests submitted by program staff and issue requests for payments from the country office upon mission \tasks\ service accomplishments are received from service provider;

• Ensure the proper collection and archiving of new vendors files;

• Maintain procurement and logistics information management filing system for contracts and expenditures;

• Ensure appropriate, timely and documentation of distribution of good to beneficiaries as per project plans ensuring distribution lists, way bill and final receipt confirmations are in place for each delivery. 

  2.2 Office Administration, Safety & Security;

• Coordinate the logistics activities in close collaboration with the program and support staff this includes but not limited to; arranging for accommodation bookings and transportation of goods;

• Assess the needs and oversee the installation of office equipment, supplies, utilities (stationary, filing systems, photocopier, furniture, water, electricity, etc.);

• Ensure office supplies are always renewed when necessary and initiate the procurement of supplies;

• Ensure office premises, accommodation are managed, maintained and meet assessed required security standards, including medical kit and fire extinguishers;

• Ensure an updating listing of service providers for, IT service provider, taxi, car rental, fuel, internet service, and similar running costs;

• Act as the safety and security focal point for the sub-office

• Participate in the yearly review of the security SOPs

• Ensure visitors are provided with welcome package and ensure the required forms are on file

• Provide safety and security brief to new joiners and visitors and be the S&S focal point during their visit

• Report and archive security incidents

• Train drivers on emergency response

• Send emergency texts and alerts of protests and road closures to staff, visitors, and partners 

  2.3 Fleet and vehicles movement;

• Organize and maintain the vehicle movements as per team needs.

• Maintain WCH transportation procedures and vehicles maintenance.

• Ensure that the administrative documents for all vehicles are available, filed, and monitored.

• Monitor the use of vehicles and motorbikes (consumption and mileage, damages, administrative documents), consolidate, analyze and report the data for each vehicle/motorbike and submit monthly report to the county office.

• Ensure the timely and accurate scheduling and maintenance of vehicles and motorbikes.

• Ensure the proper ordering, dispatch, use and follow up of fuel cards and logbooks.

• Verify that the rental vehicles and taxi companies comply with WCH regulations and needs.

• Maintain proper rental records/agreements;

• Report all cars incident to the line manager and prepare the relevant reports.;

• Give initiatives and implement activities for the proper function of the fleet management 

  2.4 Assets Management

• Manage WCH asset tracker and labelling as per WCH Asset Policy;

• Ensure the security and the follow-up of the equipment used on the WCH Uganda (identification, asset tracking, maintenance, warranty);

• Supervise the installation of equipment and ensures they run smoothly and are maintained and ensure any necessary repairs are duly carried out;

• Ensure proper donation certificate/hand over sheets are issued, signed, and maintained on file;

• Perform regular asset audit for the different items stored within the WCH sub-office; 

  NON-SPECIFIC RESPONSIBILITY

  Perform any other assignments reasonably associated with but not listed in this Job Description as and when assigned by the Log & HR Manager, RFA or Country Director.

   

  Internal contacts

• Participates and contributes to the country finance, administration and HR teams

• Participates and contributes to the day to day running of the Finance Unit.

• Collaborates per need with other senior staff in WCH Uganda.External contacts

• Within delegated authority and as necessary maintain contact with the local government offices, other INGOs, tax advisor, legal advisor and banks. 

  Requirements

• At least 4 years accounting, admin and logistics experience in a large organization with at least three years in a managerial position.

• Should hold a Bachelor’s Degree in Accounting, Finance, Commerce, Administration or any related field from a recognised university.

• Relevant professional qualifications and training in Finance, HR and procurement are added advantages

• Excellent interpersonal skills

• Excellent oral and written communication skills

• Ability to identify critical financial issues with capacity to pay attention to details.

• Capacity building skills

• Proven ability to interpret financial procedures and standards, put them in practice and influence other in their implementation.

• Strong analytical and planning skills

• Ability to effectively present information and respond appropriately to questions from senior managers in the field, Country office and Local Authorities. 

   

  Required attitudes

• Good, proven experience of training and developing staff

• Experience of a flexible approach to managing and prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines.

• Experience of proactively identifying and addressing issues

• Ability to work with a high degree of professionalism.