Administration and finance officer

Insieme Si Puo’ – ISP in Africa, is a non-profit making organization based in Uganda since 1983, it has two territorial offices in Kampala and Moroto, in Karamoja. The mission focuses on improving the quality of life of the country’s most disadvantaged and vulnerable groups. ISP in Africa carries out emergency and development projects that guarantee food, water, school, education, human development, health and women empowerment.

Vacancy description

ISP in Africa is seeking to recruit a qualified and experienced administrator to run the administration and finance department of the organization. The ideal candidate is proactive and dynamic, must be committed to serve the most vulnerable categories and to build a more just society. He/She shall be highly organized and precise, have strong work ethics and share the vision and the values of the organization.

Main duties

• Actively participates in the preparation of financial plans for each program together with the Project coordinators and the CR in both offices
• Prepares/revises financial reports for donors and partners as per the need
• Responsible for approving the accountability of all Ugandan projects and expenses before it is handled to the CR.
• Responsible for preparing with the Project Managers of the two offices the monthly funding request, and to share them with the CR.
• Responsible for preparing all necessary documents to perform bank transactions for the office in Kampala, he/she supervises all cash payments and ensures all supporting documentation is in place
• Responsible for organizing and filing all receipts and payments related to the office and the projects both in KAMPALA and MOROTO in cooperation with the main accountant
• Responsible for preparing the salary pay sheets for all the staff both in KAMPALA and MOROTO.
• Responsible for informing the CR about the periodic payment of utilities and coordinates vehicles management, maintenance program, follows up vehicle formats analysis.
• Overall responsible of the Human Resource management. Update and keep records, staff files and perform follow up on the Human Resource of the Organization, notify timely the status of the contract renewal to CR. Supervises the accountants, the branch offices administrators and all support Staff (secretary, guards, driver, etc.).
• Facilitates the CR in preparing all agreement ISP undertakes with authorities, partners and providers; drafts official communications to local authorities.
• Compiles financial reports, monthly, quarterly, annually for all programs.
• Supports the CR in the preparation of budget and expenditure analysis monthly, quarterly, and annually for all programs, makes costs-benefit analysis of activities and provides suggestions and recommendations to CR and PMs.
• Ensure that all the procurement procedures are respected and are operational in project offices in accordance of procurement principles contained in the administration manual
• Coordinates and follow up the transportation procedures for materials delivered to project areas.
• Responsible for the collection of documents and submission of VISA application for expatriate staff
• Ensure compliance with URA requirements and manage ISP profile on URA portal, is in charge of planning and performing all payments including LST, land titles fees, duties and others, responsible of PAYE and NSSF submission, manages ISP profile in URSB platform
• Ensures that ISP complies with all requirements issued by NGO bureau and updates promptly the CR about any new requirement
• Performs monthly visits to ISP office in Moroto to ensure all procedures are applied and accounts are properly organized
• In absence of the main accountant keeps all accounts and organizes the supporting documentation

The present list of duties and responsibilities can be amended whenever appropriate.

Experience required

Minimum 5 years of relevant experience with international NGOs required

Education

Bachelor degree in Finance and Administration or equivalent in related fields

Master’s degree in relevant fields is an asset

Essential requirements

• Proficient use of Excel
• Proven competence in computer applications and google drive
• Added advantage for Applicants with knowledge and experience of Quickbooks
• Experience on payroll management, tax returns through E-filling system is required
• Luganda and/or Karimojong speakers will be privileged

PLEASE NOTE: the present vacancy is open for nationals only; three relevant references must be included in the CV.