Finance and Administration Officer Job at Partners for Community Health and Development Organisation (PACHEDO) - Jobs in Uganda

Finance and Administration Officer

Location:  Uganda

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 17 December 2020

Hiring Organization  Partners for Community Health and Development Organisation (PACHEDO)

Partners for Community Health and Development Organisation-PACHEDO founded in 2007 is a registered NGO in Uganda and currently operational and implements projects in 5 main sectors (Agriculture and Livelihood, Health and Nutrition, WASH and Gender Based Violence and Emergency interventions) in Northern Uganda- Acholi sub-region (Amuru, Gulu and Lamwo districts), with the Head office located in Pece Laaro Division Gulu City.
Through one of her donor BMZ- Johanniter International Assistance PACHEDO, has received funding for a 36 months’ Nutrition and WASH project to be implemented in Palabek refugee settlement and surrounding sub-counties in Lamwo district Acholi sub-region.
PACHEDO is therefore seeking to recruit dynamic, highly motivated, Qualified and Competent persons to fill the positions indicated below for the Promotion of Improved Nutrition Project.
a) As appropriate, shall be responsible for creating, promoting and maintaining an environment that prevents sexual exploitation and sexual abuse and take appropriate measures for this purpose.
b) Implement an orientation for all staff including an understanding of the code of conduct and consequences.
OUR BELIEVES: PACHEDO's values are very important to us as an employer and they are also very important to our employees. All prospective employees should take some time to carefully consider our values and how they fit with your own personal values before attending interview with PACHEDO. And therefore seeks to employ those who believe, as we do, that vulnerable people themselves can and will play a key role in achieving long-term prosperity and who seek to deliver on those beliefs by: being experts in what we do, being creative with new and old solutions and sharing knowledge with others.
PACHEDO is an equal opportunity employer, Gender sensitiveand has policies including SHEA and a child protection policy that every staff is required to sign..

Job Title: Finance and Administration Officer
Position: One (01)
Duty Station: Palabek, Lamwo Uganda
Reports to: Finance & Adm. Director
Contract length: One-year renewable
Remuneration: Very attractive
Job Summary: To manage finance and administrative functions of projects; including: finance and accounting services, financial reporting, budgets performance, monitoring and utilization of funds to ensure compliance with organizational policies and procedures as well as donor requirements

  Tasks and Responsibilities:
A. Maintaining project finances in an accurate and timely manner.
• Receive and issue a receipt for any cash deposited /received
• All cash received within the week should be banked intact at least once a week
• Safe custody of money, vouchers, receipts and cheque leaves
• Review documents to ensure that payments are in line with authorization level and as per financial and donor guidelines.
• Reconcile bank, supplier and service provider statements on a monthly basis
• Track and monitor all advances to ensure timely retirements
• Update cash books and ledgers daily to ensure that proper and accurate
B. Support the project team in budget management to avoid budget overruns.
• Support the program team in the coding of expenditure prior to effecting any payment
• Check and advise the program team on budget balance before expenditure is incurred
• Participate in development and revisions of budget for the project.
• Share and disseminate information on budget adjustments with the project team members
• Check for accuracy, completeness, and coding before transactions are posted.
• Post all paid transaction into the accounting system according to the correct budget codes.
C. Preparation and submission of monthly financial reports
• Prepare monthly donor expenditure reports for the project
• Prepare quarterly reports and report on variances
• Prepare monthly bank reconciliation statements for field bank accounts
• Prepare a monthly receipts reconciliation statement
• Review of all utilities expenditure (electricity, phone, water bills)
• File all payment vouchers that have been posted into the accounting system according to their categories (cash, Bank, Journal Voucher’s )
• Ensure that all payment vouchers are appropriately approved and have complete support documentation at any time transaction is completed.
D. Manage and control organization’s assets, stocks and inventory.
• Prepare and update the asset register
• Carryout stock-taking and preparation of stock records
• Oversee the maintenance of project assets and their safe custody
• Prepare asset usage reports of motor vehicles, motorbikes and generators
E. Provide efficient and effective office management
• Order office supplies and keep proper and up-to-date records
• Manage the filling, storage and security of documents
• Respond to audit queries and follow up
• Manage the repair and maintenance of office machines and equipment
F. Provide general administrative and logistical support to staff, and supervise the maintenance of general office security.

 Professional Qualification and Experience

• University Degree in a relevant subject such as Accounting, Finance or Business Administration, professional qualification will be an added advantage.
• Minimum of three (3) years’ experience working in a busy finance and/or administration team with and NGO and INGO
• Experience of processing financial transactions and maintaining financial records
• Experience of leading or supporting procurement processes
• Experience of maintaining records such as a fixed asset register or stock register, staff records
• Experience of setting up administrative systems or processes, office management
• Experience of managing casual staff such as cleaners or guards
• Experience of information management and using Microsoft Excel or Access to manage and store data
• Outstanding organizational skills, and the ability to manage a busy and varied workload
• Strong written and verbal communication skills, including the ability to communicate with people from a broad range of backgrounds.
• Flexible and ‘can do’ attitude, Honesty and Integrity
• Team player with excellent communication, Organisation and planning skills andto communicate in time and work in a team
• Ability to exercise sound judgment and make decisions independently.
• Working experience in Emergency context and fluency in English is a MUSTand Luo will be an added advantage.
• Good working knowledge of QuickBooks
• Experience of organizing travel within Uganda
• Excellent communications skills both oral and written

Job Education Requirements: University Degree

Job Experience Requirements: 3 years

Application procedure

All suitably qualified candidates are encouraged to apply by submitting only electronic copies of not more than 2MB of an application letter, a detailed CV (max 3 pages)containing contact details including active telephone numbers of three reference persons of which two must be professional referees, that includes your supervisor of the most recent/previous employer,and a one-page motivation letter, copies of relevant testimonials/certificates, to the following by e-mail to  and  please Indicate clearly on the application subject line the position applied for not later than Friday 17th December 2020 by 5:00pm
Applications must be addressed to;
The Human Resources Director,
PACHEDO P.O Box 692 Gulu
Only short-listed candidates will be contacted. Consider your application unsuccessful in case you do not hear from PACHEDO in one-month time after the deadline.tion unsuccessful in case you do not hear from PACHEDO in one-month time after the deadline.

Date Posted: 2020-12-08