CBM Finance & Admin Assistant Jobs in Uganda

CBM Finance & Admin Assistant Jobs in Uganda


Closing date: 04 Oct 2019

Location: Kampala, Uganda

Overall Mission:

The position holder is responsible for supporting the Finance and Operations Officer in implementing the overall accounting and financial control, administrative and procurement systems for the smooth and effective functioning of Uganda Country Office.

The incumbent will also be responsible for the reception services desk; coordination of all travel and logistics; office event and meeting management as in compliance with CBM rules and procedures.

Main tasks

Finance

  • Process all payments (cash and bank) ensuring that proper support document is included, and it is properly approved internally before payment.

  • Ensure transactions and data are properly recorded and entered into the accounting system

  • Ensure that all expense transactions are reasonable, valid, adequately supported by receipts and within the Country Office's budget.

  • Assist with the maintenance of the filing system of all financial reports, fund requests and other finance documentation

  • Review timekeeping and leave records submitted by Administration Department

  • Assist in year-end closing of accounting books

  • Grant and receive advances to staff, and ensure reimbursement and trip reports received from staff at surrender are well prepared and supported before clearing them off.

    General administrative support

  • Coordinate logistics and organization for conferences, workshops, hotel, airport transfers and other local travel arrangements, and itineraries as required with local staff and with representatives from the wider CBM community visiting the country.
  • Meet and assist guests at the reception in a professional and polite manner, and ensure that the front office is manned at all times.

  • Coordinate the distribution of outgoing and incoming mail and phone calls routed through the reception.
  • Coordinating general office correspondence through operating the general office email and telephone communication, requests & enquiries and other communications systems, and processes to appropriate parties as required.
  • Coordinate team meetings, including Monday Morning prayer sessions.
  • Provide monthly reports on printing, office supplies, telephone usage and stationery
  • Provide assistance in obtaining visa forms and forwarding visa packages for further processing.
  • Maintain an up at date record of staff movement for travel tracking for security management, including updating the information on google calendar.

    Procurement and
    asset management


  • Receive procurement requests, confirm budget approval, send out for quotations, organize the Procurement Committee’s meetings, draft the minutes of the meetings, deliver purchase orders and receive the goods timely, and in consistency with the procurement process.
  • Receive procured goods as per acceptable quality, specification and quantity, and finalize all related documents as guided by CBM procurement guidelines, within agreed timelines.

  • Custodian of the office store including managing stock levels for office supplies, stationery, communication merchandise provide reconciliation and raise purchase requests.
  • Ensure that the filling system of records of all stock movements are documented
  • Reports any damages or loss of equipment or assets in a timely manner.

  • Control and maintain a CBM country asset register and inventory, in line with CBM or donor requirements, as applicable. Ensure all assets are tagged accordingly.

    Additional Duties

  • Perform ad hoc activities which are either by their nature related to his/her normal duties or evolve from operational requirements.

  • Upon instruction by the Finance and Operations Officer and/or Country Director perform ad hoc activities which are either by their nature related to their normal duties or evolve from operational requirements.
    Pre-Requisites

    Education, Knowledge & Professional Experience:

  • Diploma in a relevant field, such as Business Administration, Secretarial Work.

  • At least two years of experience in accounting and finance, preferably in a development organization

  • Ability to work with minimum supervision

  • Effectiveness at team work and interpersonal relationships

  • Keen analytical skills

  • Excellent organizational skills, and ability to deal with stress or pressure

  • High degree of accountability and integrity

  • Well spoken, with ability to communicate clearly and concisely.

  • Ability to efficiently handle a range of tasks concurrently to meet different needs

  • Ability to integrate into a multi-cultural environment.

  • Reflects CBM values in daily work.

    How to Apply:

    Application Procedures:

    Candidates with the required profile and proven experiences, who meet these qualifications, are invited to submit via e-mail, a meaningful letter of motivation, stating why he/she wishes to work for CBM, CV, three professional references and salary expectations to Info.Uganda@cbm.org.

    This is a local position and CBM encourages persons with disabilities who qualify to apply for this position.

    Only short-listed candidates will be contacted

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