Organization: The African
Development Bank (AfDB)
Reports to: Resident
Representative
Grade: GS8
Duty Station: Kampala, Uganda
The African
Development Bank office in Kampala (UGFO) was established to strengthen
dialogue between the Bank and Government, development partners, the private
sector, and the civil society, in the design of its development policy and
programs, as well as on implementation, monitoring and evaluation of the poverty
reduction strategy. The office also supports the operational functions of the
Bank Group in launching and follow up of projects and programs in Uganda. The
major functions of the office fall under the major areas of: country
programming, project administration, promoting participation, regional
integration, and aid co-ordination, in line with the partnership principles and
with a view to increasing development effectiveness and impact.
Job Summary: The Finance
and Administrative Assistant will support the African Development Bank (AfDB) by undertaking to implement the UGFO’s
administrative services including accounting and budgeting, human resources
activities and supervision of use of office facilities and resources. He/she
will carry out effective recording, control and management of Bank resources,
the Office’s operational activities in keeping with the Bank’s policies and
guidelines.
Key Duties and Responsibilities:
1.
Budget Preparation and Implementation:
·
Actively participate in drawing up the
administrative budget of the Bank’s Office following the schedule set by the
Budget Department while taking into
account the particular investment needs of the Office;
·
Ensure recording, up-dating and monitoring
expenditure in accordance with the Bank’s internal control rules and procedures
·
Report periodically on the status of budget
implementation and propose possible revisions.
·
Establishing procedures and controls to improve
efficiency of service and identify cost savings and promote efficient use of
Bank resources.
·
Guide the management on methods to improve control
environment in the Field Office
2.
Finance and Accounting:
·
Ensure timely payments of all bills for UGFO in line
with established financial procedures and regulations.
·
Ensuring proper documentation of payment vouchers
and all other supporting documents.
·
Process for payment and maintain individual staff
mission expenditure; advances and balances.
·
Keep and maintain daily updates of all the required
Field Office books of accounts, records, inventory and files in order, and all
financial transactions captured and entered in SAP.
·
Produce for review and final approval of the
Resident Representative, all the Office monthly financial and budget execution
reports.
·
Responsible for the timely preparation and
verification of reports, statements and schedules for auditing of the Country
Office activities
3.
Human Resources Management:
·
Keep all staff records/Files up-dated.
·
Up-date and submit monthly reports on personnel
management.
·
Manage office staff benefits in accordance with the
Human Resources policy and instructions in force.
4.
General Administration: institutional procurement of goods and services
and Management of property and equipment
·
In charge of the procurement of goods and services
in keeping with the Bank’ rules and procedures.
·
Manage the preparation and monitoring of service
providers’ contracts.
·
Keep stock of Office supplies and inventory of Bank
property and equipment.
·
Management of office vehicles in accordance with the
bank’s transport policy and instructions in force.
·
Ensure the quality of Bank facilities in Uganda,
including workspaces, property and equipment as well as service provision
relating to the upkeep, maintenance and security of facilities according to Bank
standards.
·
Organize, supervise and monitor the activities of
administrative staff and ensure appropriate training for the latter in order to
obtain quality services;
·
Ensure all administrative documents necessary for
the proper functioning of the office and staff are obtained from the relevant
authorities.
·
Proper management and control of office stores and
petty cash.
·
Provide timely administrative support to all the
Field Office staff and bank’s visiting mission as required.
·
Ensure that proper filing is undertaken in the Field
Office;
·
Ensure that proper control mechanism and segregation
of duties are in place, and that Bank procedures are fully implemented.
Qualifications, Skills and Experience:
·
The ideal candidate for the African Development Bank
Finance & Administrative Assistant vacancy should hold a Bachelor’s degree
in Business Administration, Accounting, and/or Finance; combined with
membership to an internationally recognized professional accounting body (e.g.
CA, CPA, ACCA) with knowledge and experience in administrative; financial
accounting and full range of office support work, with a high level of
sustained performance.
·
A minimum of six years of relevant work experience.
·
Experience in a similar post in a multilateral
organization will be considered an advantage.
·
Comprehensive working knowledge and use of all
relevant computer software and the ability to help organize data and
information retrieval systems.
·
Strong interpersonal and verbal communication
skills.
·
Demonstrated ability to work effectively in a
team-oriented, multicultural environment and to function effectively as a
member of various groups
·
Competence in the use of Bank standard software
(SAP, Word, Excel, Access, MS Projects and PowerPoint).
·
Excellent written and verbal communication skills in
English.
·
Knowledge of French will be considered an advantage.
All candidates who wish to join the African Development Bank in the
aforementioned capacity are encouraged to Apply Online by visiting Link below.
Deadline: 11th September, 2015
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