Finance and Administrative Assistant at Heifer International,Uganda

November 18, 2019

About US:

Heifer International, an international not-for-profit organization founded in 1944 in the United States of America, works with resource-constrained families in 125 countries worldwide to develop innovative solutions to the underlying causes of hunger, poverty and environmental degradation.

Job Summary: The Finance and Administrative Assistant is the first contact point to visitors, consultants, and partners. S/he is primarily responsible for the day to day financial and administrative operations of the region cluster office by providing support to the Cluster team. She/he will provide support to the project by maintaining systems of accountability, establishing and maintaining communications between program offices as well as partners and performing basic administrative tasks as assigned. S/he will implement procedures that promote financial discipline to meet organizational goals as well as maintaining an efficient document retrieval system. S/he will also assist with financial and accounting aspects of the Regional Cluster office and processing of routine financial transactions in accordance with Heifer’s policies and procedures.

Key Duties and Responsibilities: 

Provision of Administrative and logistical support. (35%).

  • Ensure the safety and security of the office and equipment.
  • Support for the maintenance of premises and common services,
  • Responsible for project vehicle and motorcycle maintenance;
  • Line management of the Driver and ensure adherence to traffic rules and Heifer Vehicle policy.
  • Manage communications – act as the first point of call for all external communications including general email, and telephone inquiries
  • Handling all incoming and outgoing correspondences.
  • Ensure timely payment of utilities bills ie electricity water etc, security and rent.
  • Compiling monthly regional cluster finance information for the EAYIP Country Office.
  • Administrative support to conferences, workshops, retreats;
  • Support for assets management and physical assets verification.
  • Prepare & submit weekly vehicle logs.
  • Update asset and inventory register as appropriate.
  • Coordinate the procurement of the Cluster. (20%)
  • Perform duties of logistician and storekeeper.
  • Purchase and replenish office supplies as needed.
  • In consultation with Procurement Admin, solicit for vendor quotations and follow up on LPO from Country Office
  • Follow-up on delivery/GRN note for all deliveries to our beneficiaries.

Provision of financial support to the cluster office (30%)

  • Support the Cluster Coordinator and hub Managers in the development/Preparation of quarterly budgets and forecasts.
  • Prepare a receipt of vendor invoices and fund payment requests.
  • Enforce Petty cash management and accountability.
  • Manage fuel requisitions.
  • Scanning and archive documents and assist in loading documents into Agresso by the 10th of everything month.
  • Prepare cluster payments including mobile money payments i.e. receive, check, update the mobile money template and upload to the platform.
  • Timely review and submission of Cluster and hubs monthly expenditure report.
  • Follow up on Cluster invoices and payments.
  • Follow up on vendor receipts as appropriate.
  • Provide financial training and mentorship to the hub management.
  • Support country office in month-end closing.

Manage Finance and Program filing system to ensure that the project documents and records are appropriately filed and secured for easy retrieval. (10%)

  • Financial files are created for the project.
  • All relevant documentation for the project is filed immediately when received.
  • Ensure that proper filing is according to HPI policies and procedures.
  • Ensuring proper documentation of payment vouchers and all other supporting documents.
  • Any other task as assigned by the supervisor. (5%)
  • Performs other duties assigned by his/her supervisor or designee.

Qualifications, Skills, and Experience: 

  • The ideal candidate for the Heifer International Finance and Administrative Assistant job placement must hold a Bachelor’s degree in Accounting, Finance or Business Administration or related field equivalent
  • At least three years of hands-on related experience.
  • Practical experience in various aspects of accounting principles and practices with a good understanding of Generally Accepted Accounting Principles(GAAP) or International Financial Reporting Standards (IFRS).
  • At least three (3) years of relevant work experience. Experience in a similar post in a multilateral organization will be considered an advantage.
  • Knowledge and experience in administration, procurement, financial accounting and full range of office support work, with a high level of sustained performance
  • Excellent organizational and time management skills.
  • Knowledge of the non-profit sector and the context to which non-profit organizations operate.
  • Exemplary customer care and administrative skills
  • Strong problem-solving skills.
  • Strong written and verbal communication skills in English.
  • Thorough knowledge and use of all relevant computer software and the ability to help organize data and information retrieval systems.
  • Proven ability to work effectively in a team-oriented, multicultural environment and to function effectively as a member of various groups
  • Working with sensitive information and maintaining confidentiality.
  • Ability to manage and execute multiple tasks with little supervision while meeting sometimes inflexible deadlines.
  • May require constant sitting; working at a computer for extended periods of time.
  • Excellent interpersonal skills with the ability to work cooperatively, tactfully and diplomatically with a culturally diverse group of people.
  • Ability to produce accurate documents in a well-designed and attractive format with superior attention to detail.
  • Ability to operate all standard office equipment including copiers, scanners, fax machines, and printers.
  • Ability to establish priorities, achieve deadlines and make sound judgments.
  • Ability to perform as an effective team member and work cooperatively with a diverse staff.
  • Constant telephone, face-to-face and electronic communication with colleagues and the general public.
  • Self-motivated, result-oriented, high integrity, accountable, reliable, values-based, detailed oriented, effective communicator and a team player.

How to Apply

All candidates should apply online at the link below.

Click Here


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