Senior Associate- Finance and Administration

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Description

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The Senior Associate- Finance and Administration is part of a dynamic team based at the ILRI Uganda country office. The position administratively reporting to the ILRI Uganda Country Rep and technically to Deputy Finance Manager (DFM). The incumbent will be responsible to provide overall day-to-day finance and administrative support to the Uganda Office and team members including monitoring daily activity calendar, maintaining contact details of staff, keeping track of office supplies, monitoring vehicle use, making travel arrangements. Monitor budget and expenditure statements and upload the same to ILRI OCS.  The job holder is an important source of financial and administrative information in the country. (S)he will work to ensure compliance with ILRI and Hosting Institute’s policies.

Responsibilities

Administrative duties

• Coordinate overall administrative tasks for the ILRI- Uganda office in collaboration with ILRI research programs, projects and support units as required.
• Manage country office assets and provide updates on regular basis on inventory listing and insurance.
• Coordinate overall maintenance and repairs for office facilities or premises.
• Oversee the provision/allocation of office space to staff, consultants, and guests.
• Draft LOAs/MOUs administered from Uganda ILRI Country Office in accordance with organizational templates; circulating through clearance process; ensuring approved LOAs/MOUs are dispatched to the partner; and tracking for renewals.
• Plan, organize and convene for meetings (internal and external), seminars, workshops, and conferences.
• Arrange visas, flight tickets, accommodation, and car rental for staff’s travels domestically and internationally.
• Draft contracts and payment sheets for ILRI- Consultants in liaison with supervisors and Bioversity Finance department.
• Update and maintain the ILRI consultants’ database.
• Oversee the installation and good working order of all health and safety equipment in ILRI office.
• Ensure all ILRI -Uganda projects have ethical clearance from the Institutional Research Ethics committee (IREC) and National Research Ethics Committee (REC).
• Ensure all ILRI – Uganda projects have Research Permits to operate in Uganda by liaising with Uganda National Council for Science and Technology (UNCST)
• Liaise with Ministry of Agriculture Animal Industry and Fisheries (MAAIF) to get export permits for on behalf of scientists.
• Liaise with UNCST to get Material Transfer Agreement clearance for Scientists that want to ship their samples for further analysis to different countries.

Cash management.

• Oversee the effective running of banking operations ensuring all bank/cash accounts are duly reconciled and balances maintained for seamless office requirements.
• Ensure payments and liquidated expenses are duly documented, posted and stored in accordance with institutional financial procedures and GAAP.
• Prepare the monthly bank reconciliation by 2nd of every month and follow up on any reconciling items.
• Prepare quarterly cash projections and seek the approvals before submitting to Head office for payment.
• Prepare monthly petty cash reconciliation and submit approved petty cash certificate to Headquarters by 2nd of every month including supporting documentation per policy.
• Monitor expenses of the host organization’s account and ensure that invoices are submitted and paid on time as per hosting agreement between Bioversity and ILRI.

Reporting, budgets and Audits

• Ensure that expenses are coded correctly and charged to the correct project code.
• Liaise with the host organization to obtain monthly report on time, review for accuracy, code, and post in the financial system.
• Prepare monthly reports for country projects and submit to the country representative for review.
• Generate ageing report for staff and commercial suppliers, follow up on long outstanding items.
• Assist the country representative in budget proposal preparations.
• Assist in annual institute auditing process and project specific audits.  
• Payments, Record Keeping and travel management.
• Ensure that payments are fully supported as per institution policies.
• Timely processing of other payments claims payable, consultants, staff personal accounts withdrawals, supplier invoices and other payments.
• Book the payments in the financial system, attach a soft copy of the supporting documents, and notify the DFM at the headquarters for posting.
• File copies of the supporting documents and submit the originals at the end of the month to the headquarters for filing.
• Review travel advance request for country staff and in accordance with policy and ensuring that all expenses are supported by receipts and scanned copies attached in the financial system (OCS).
• Coordinate with the DFM at the headquarters to have country pre qualified vendors accounts created in the financial system (OCS)
• In collaboration with the procurement committee, ensure the procurement of goods and services at ILRI-Uganda (including the process of identifying, evaluating and recommending potential suppliers/service providers).

Requirements

• At least five (5) years of relevant work experience in a closely related field gained in an international organization including administration and accounting guidelines.
• Strong knowledge of accounting and budgeting practices and procedures relevant to not-for-profit organizations
• Excellent interpersonal skills including the ability to work effectively with other national and cultural backgrounds.
• Excellent multitasking skills organized and flexible.
• Strong client service orientation
• High degree of integrity and transparency
• High level of computer skills, ability to handle complex financial and budgeting systems including excellent knowledge of Excel.
• Knowledge of computerised accounting software required – preferably Agresso
• Work experience within the CGIAR system is an advantage.

Education

• University degree in Business Administration, Finance, Accounting, or related field.
• Strong proficiency in the English language, both written and spoken

Source: https://bioversityinternational.zohorecruit.eu/recruit/PortalDetail.na?iframe=true&digest=qI3O8xGxSt3KVRTj0liQz1hub7mNqsj@bQ6GxjA9t40-&jobid=11911000009847001&widgetid=11911000000011497&embedsource=CareerSite

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