ZOA Administrator Jobs in Uganda

ZOA Administrator Jobs in Uganda


About the Position

  • The Administrator is responsible for effective operational support to the programme area. This includes Finance, HR, Logistics, IT, and Procurement.

    Position Specifics:

  • Full time based at the Amudat field office, located in Amudat town, Karamoja Sub Region;

    Major Responsibilities

    Administration

  • Line management of the guards and support office team at the programme area;

  • Monitor and support the programme area on processes and procedures related to finance, HR, logistics, IT and procurement;

  • Any other relevant administration duties at the programme office to be assigned.

    HR

  • Ensure application of ZOA HR Policy and Guidelines;

  • Support PGM/HR Kampala in staff recruitment, induction, performance monitoring, compensations and facilities, staff well-being, and end of employment actions;

  • Ensure up to date staff files are made available to Kampala;

  • Support PGM in providing monthly staff updates for the financial payroll;

  • Timely collection of time sheets and submission to Kampala;

  • Leave record keeping and other staff entitlements in line with the Condition of Service for the respective programme area;

  • Any other relevant HR duties to be assigned.

    Finance

  • Line manage the finance staff (if any) in the programme area;

  • Shall be responsible for the quality of financial operations of the field office;

  • Ensures timely cash and cheque transactions for authorized payments;

  • Ensures that all payments are properly supported and authorized;

  • Maintain a proper filing system (hard&soft-copy) for all payment vouchers and finance related documents;

  • Ensures the availability of cash and bank ledgers (UNIT4 & Excel);

  • Shall timely present reconciliations of respective ledgers and report to Kampala;

  • Posts all finance transactions into UNIT4 timely and ensure their correctness;

  • Keeps track of all work advances and advise the supervisor on their status regularly;

  • Reconcile balance accounts including; receivables, payables and suspense accounts monthly;

  • Provide timely financial feedback to the respective Managers in the field, and Kampala;

  • Compile and manage the monthly cash flow for the programme.

    Logistics

  • To implement logistical policies and procedures in compliance with ZOA’s worldwide framework;

  • Manage the fleet of vehicles and motorcycles, ensuring timely maintenance, insurance, and preparation of monthly logbook reports
    to Kampala;

  • Responsible for (fixed)asset register for the programme area;

  • Responsible for store management and storekeeping.

    Procurement

  • Ensures application of ZOA Procurement Guideline;

  • Facilitates the programme area in procurement processes;

  • Maintains an updated supplier database;

  • Responsible for external contacts with suppliers.

    IT

  • IT Focal Person for the programme area;

  • Management of laptops at field level;

  • Provide IT backstopping to field staff;

  • Provide timely updates to Kampala on IT issues and ZOA accounts changes.

    Competencies

    Knowledge & Experience:

  • Degree in Finance, Business Administration or any related field;

  • Experience in procurement and administration;

  • Good knowledge of logistics practices;

  • Fluent command of English;

  • Experience in general management;

  • Preferably some cross cultural experience in a development setting.

    Skills & Attitude:

  • Result-oriented approach, initiates but also makes sure that initiatives come to a satisfactory result;

  • Pro-active, instead of reactive;

  • Puts first things first, knows how to prioritize and achieves this with a personal touch;

  • Dares to push ‘the panic button’ when she/he sees that things are going wrong;

  • Analytical;

  • Flexible conduct;

  • Customer-friendly attitude;

  • Accurate;

  • Good communicator.

    How to Apply:

  • All suitably qualified and interested candidates with the required qualification, experience, knowledge, skills, and attitude should send their applications to

  • ugandavacancies@zoa.ngo. Applications should only include the following: cover letter and an updated CV (with three professional referees) of which two must be 2 professional references, including your supervisor and the most recent/previous employer, and 1 character reference could be your pastor or priest.

    Deadline: 5th October, 2020. Indicate only “Application Administrator- Amudat” on the subject line. Qualified female candidates and or individuals with disabilities are highly encouraged to apply.**

    Note: Only shortlisted candidates will be contacted.


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