Organization: Marie
Stopes
Duty Station: Kampala,
Uganda
Reports to: Finance
Manager
Job Reference:
REF008/02/2015
Marie Stopes International
exists to bring quality family planning and reproductive healthcare to the
world’s poorest and most vulnerable people. We’ve been delivering family
planning, safe abortion, and maternal health services for over 35 years.
Millions of women worldwide turn to us for help each year, whether in limiting
the size of their families, or avoiding dangerous complications in pregnancy or
unsafe abortion.
Job Summary: The Finance & Archive Officer will be
responsible for the effective and appropriate management of all MSI Uganda
financial record keeping from their creation through to their eventual disposal
in accordance with MSI and donor regulations. The incumbent will also provide
access to accurate records for a range of operational and strategic purposes
and liaise with the data entrants and records clerks to improve efficiency of
the filing and to help ensure the preservation of archives for the future.
Key Duties and Responsibilities:
1. Records Management &
Archiving:
- Responsible
for the safe storing, arranging, indexing and classifying all MSI Uganda
electronic and paper based financial and administrative records - In
charge of managing and improving existing filing systems - Ensure
filing and security reflect MSI and donor requirements for record keeping
and compliance - Overseeing
the appropriate disposal of documentation as appropriate and as approved
by the Finance Director, CD and COP - Guiding
on and implementing new records management policies and classification
systems - Providing
a policy framework to guide staff in the management of their records and
use of the employer’s records system - Manage
all requests from staff for access to archived documentation; ensuring
appropriate approvals, tracking and accountability for records “checked
out” from the archive - Ensure
the effective preparation of the archives in advance of all audits - Ensure
the effective tracking and return of all documents during audits - Supervise
temporary records clerks as necessary
2. Financial Management &
Processing:
- The
incumbent will manage all program petty cash - Ensure
all payments are entered into the online banking module (NBOL) in line
with MSI financial policies and procedures - Ensure
all payments being processed are duly authorized and accompanied with
adequate supporting documents
Qualifications, Skills and Experience:
- The
ideal candidate should hold professional qualification in archiving or
library science desirable - Hold
a Relevant degree or diploma, or equivalent experience - Proven
experience managing complex hard copy and electronic archive system in a
donor funded program - Highly
organised and detail oriented - Working
knowledge of donor archiving regulations essential - Possess
the ability to perform under pressure - Keen
attention to detail - Ability
to communicate effectively at all levels - Cross-functional
team player - Fluency
in more than one Ugandan language is desirable
The Finance Officer and
Archivist is required to demonstrate MSI Uganda’s core values of:
- Accountability of all staff to each other and our clients and
stakeholders - Equality of opportunity and access
- Value for money in the management of our resources
All candidates who wish to join
Marie Stopes are strongly encouraged to send an updated CV and cover letter by
email to jobs@mariestopes.or.ug
NB:
Please do not attach transcripts
Deadline: Friday 13th March, 2015 by 5pm
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