• Kireka Hill, Kampala, Uganda
  • +256.393.261.592

Job Title: Administrative Assistant/Field Accountant (UN FAO Project)
Duty Station: Kotido District with frequent travel to ADRA Country Office in Kampala

Job Summary: The Administrative Assistant/Field Accountant provides financial and administrative services to the anticipated UN FAO Project, ensuring the highest standards of discretion and integrity and a sense of responsibility. He or she will provide a range of specialized accounts and administrative support services in an efficient, effective and client-oriented manner. Work involves using the SunPlus System to process transactions for financial clearance and payment processing.

The Administrative Assistant/Field Accountant works under the overall guidance of the Country Office Chief Accountant, will directly report to the Country Office Chief Accountant and to the Project Manager as and when required. Supervision received is focused on the timeliness of process execution and the quality of outputs. Work is reviewed for correctness in the application of financial rules and regulations, policies, procedures and guidelines.

Key Duties and Responsibilities:

  • Perform a range of specialized finance support functions and services for operational and payment-related work of the office, including initiating and processing financial transactions in the SunPlus System and verifying that information and supporting documentation are in compliance with financial rules and regulations, policies, procedures and applicable standards
  • Process accounts receivable including billing, adjustments and changes. Manage cash receipts and petty cash
  • Undertake monthly bank reconciliation and follow up on outstanding issues including contacting banks to clarify issues on account statements
  • Monitor expenditure and budget allocations, updating information on local currency bank accounts and informing supervisor when funds need to be replenished
  • Maintain and update spreadsheets and databases for internal expenditure control purposes. Prepare inputs, run reports and extract and compile financial data and present information on the status of financial resources of the office to support analysis and reporting needs
  • Respond to requests for general information and routine queries on the status of payments and other budgetary issues
  • Keep abreast of financial rules and regulations, policies, procedures, guidelines and processes and share information with concerned parties
  • Review and verify financial reports implemented by project partners, closely monitoring reported expenditures as a basis for budgetary control in respect of approved budgets
  • Maintain petty cash book and/or records for the recording of financial data pertaining to the petty cash account
  • Prepare payment requests for staff travels allowances and for payments to suppliers
  • Prepare payment requests for seminar advances and ensure their prompt accountability, maintaining proper and accurate records for facilitating, reconciliation of the accounts in order to ensure prompt clearance of outstanding items
  • Submit timely replenishment requests to finance unit – Country Office (CO) to ensure consistent availability of sufficient funds for timely implementation of a wide range of activities under the project
  • Advise the Project Manager on all aspects of accounts and financial control procedures in order to ensure compliance with ADRA financial rules and regulations
  • Provide Financial advisory support to partner agencies on ADRA financial reporting procedures to ensure compliance with rules and regulations
  • Prepare responses in respect of accounting and audit queries that may be raised by the verification unit of the ADRA Regional Office
  • Provide administrative support services to the project manager
  • Assist in office transport coordination, arrange fuel replenishments, maintain records on car services and ensure good maintenance of office equipment
  • Assist in any other administrative and personnel chores related to human resources and office administration e.g maintaining staff leave records, purchase of stationery etc.
  • Perform other relevant duties as assigned

Qualifications, Skills and Experience:

  • The ideal candidate for the anticipated project should have a Bachelors Degree in Accounting, BBA/Accounts, Finance and ACCA and or CPA professional Qualification
  • A minimum of three years of experience required in working in Finance and Administration, preferably with an international organization using the SunPlus Accounting system
  • Knowledge of financial administration and/or accounting techniques
  • Knowledge of international accounting standards such as International Public Sector Accounting Standards (IPSAS) or other international or national accounting standards
  • Good knowledge of PC software (including a word processor, spreadsheet and presentation software) such as Microsoft Office
  • Ability to interpret and work within the applicable financial rules and regulations, policies and procedures
  • Ability to adapt quickly to new software and systems
  • Accuracy and attention to detail
  • Sense of responsibility to maintain data integrity
  • Ability to work with confidential material
  • Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes
  • Ability to work in a team and to work under pressure
  • Excellent knowledge of English is required. Working knowledge of the relevant local language in Karamoja is an advantage

Deadline: 19th July 2020