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.