Position title: Finance & Administration Officer
Reports to: Finance & Administration Manager
Supervises: Finance/Administrative Assistant, Drivers and Office Assistants
Location: Kampala with frequent travel to WWF field offices and partners. I. Major Duties and responsibilities:
A. Administrative roles
• Prepares consultancy agreements and contracts with the guidance of the Finance and Administration Manager, and in accordance with WWF and Donor regulations;
• In consultation with the Finance and Administration Manager, manages the vehicle fleet and ensure effective utilization by staff;
• Manages staff welfare, insurance covers and claims;
• In close collaboration with the Executive Assistant, oversees the arrangements of staff and visitors’ travel within and outside the Country;
• Ensures that all WWF assets and equipment are engraved and well maintained with proper records and an updated asset register;
• In consultation with Finance and Administration Manager, solicits for quotations within the prescribed limits;
? Takes minutes for the procurement committee meetings, summarizes the quotations and forwards them for approval and thereafter raises LPOs;
Receives and reviews the periodical reports from the field stations and sub grantees and incorporating them into the relevant data. Ensures appropriate procurement controls, processes, procedures and systems are adhered to in all WWF Uganda projects;
• Follows up on procurement related audit actions in WWF Uganda;
• Ensures general office cleanliness and security;
• Any other duties as assigned by your supervisor.
B. Budget preparation and monitoring role
• Verifies and confirm eligibility and budget availability before a request is approved;
• Provides the necessary support documents before payments are made;
• Provides support as may be required during the WWF UCO annual budget preparation and consolidation process;
• Drafts correspondences and internal procedural directives relating to budgetary and financial matters.
C. Internal review role:
• Participates in carrying out regular field visits to the UCO offices and sub grantees to test the compliance with the rules, practices, policies and procedures as required by WWF and donors.
IV. Profile
Required Qualifications:
• A Bachelors degree in Commerce or Business Administration from a recognised university.
• An advanced degree in administration or management will be an added advantage.
• At least 5 years experience in office management and administration at supervisory level;
• Experience working with International NGOs or development agencies
Required Skills and Competencies:
• The ability to work under pressure;
• Excellent inter-personal skills, including the ability to develop and maintain strong relationships at all levels, within WWF Uganda and, as required, with external stakeholders;
• Adaptability and flexibility; able to take initiatives and prioritise among competing demands;
• Proven skills in administration and management of human resource;
• Excellent inter-personal skills, and a good understanding of human relationships;
• Good team work skills;
• Excellent oral and written communications skills in English; and
Position title: Finance/Administrative Assistant
Location: Kampala with frequent travel to WWF field offices and partners.
Major duties and responsibilities
1. Maintains financial records and prepares monthly financial reports in accordance with procedures established by WWF-ESARPO and the projects. In puts financial transactions into prescribed software.
2. Under the guidance of Administration Officer, manages inventory of assets.
3. In consultation with the Climate and Energy Project Manager, prepares annual and quarterly project spending projections and monthly reports for the projects.
4. Handles petty cash ensuring that all expenditures are correctly recorded and that the register entries are correctly documented.
5. Participates in project staff meetings and provide information pertaining to projects finance.
6. Assists the Country Office in the procurement of process as assigned by Administration Officer in accordance with the guiding rules and procedures.
7. Maintains good stock levels of office consumables and properly updated stores records.
Key Requirements:
1. A good Bachelors degree in Accounting and finance for a recognised university.
2. A minimum of 1 year work experience in office management, accounting and financial reporting. Work experience in a donor funded environment conservation projects will be an added advantage
3. Skills and abilities: Must be computer literate with knowledge of computerised accounting programs. Must have ability to work independently and in a multi-cultural team.
Job Title: Driver
Location: Kampala with frequent travel to WWF field offices and partners.
Major duties and responsibilities:
1. Drives office vehicles for the transport of authorized personnel, delivery and collection of mail documents and other items;
2. Collects and delivers mail and other communications from and Government agencies and other institutions;
3. Responsible for the day-to- day maintenance of the assigned vehicles, renewal of road licence and vehicle insurances, checks oil, water, battery brakes, tyres, etc., performs minor repairs and arranges for other repairs and ensures that the vehicle is kept clean;
4. Checks the logging official trips, daily mileages, gas consumption, oil changes greasing etc in the log books;
5. Ensures that in the event of accident by WWF, rules and regulations are followed;
6. Assists the administration department by obtaining information required from government agencies and suppliers.
7. Carries out specific banking/ financial assignments and out door messenger duties;
8. Packs material received for dispatch, affixes labels, inserts material in envelopes and franks outgoing mail;
9. Other office duties such as photocopying, handling of in-coming/out-going phones, screening of visitors, etc;
10. Any other duties as deemed necessary.
General Requirements:
1. Should have a minimum of Ordinary level Education;
2. A Certificate in Defensive driving is a requirement;
3. At least 5 years of driving experience in reputable institution(s);
4. Age limit: 30 – 40 years;
5. Knowledge of automobile mechanics and applications is a MUST;
6. Possession of a clean driving license with Classes A, C and C under the old system Or B & C and DL under new classification system;
7. Good communication skills in English and Kiswahili languages. Knowledge of one of the widely spoken local languages will be an added advantage.
If you are interested in the above positions address your applications to;
Country Director, WWF Uganda Country Office,
Plot 2 Sturrock Road,
P.O. Box 8758, KAMPALA by Friday 1st July 2011.
Or through the following email address: kampala@wwfuganda.org
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