Finance & Administration Assistant job at Self Help Africa (SHA) | Apply Now

Finance and Accounting

• Handling day to day accounting transactions

• Prepare payment vouchers and verify all supportive documents before taking for approval.

• Filling all paid payment vouchers.

• Receiving RTO from the field and make local purchase order for the trainings.

• Making follow ups for all payment submitted to country office from the field and give feedbacks.

• Assist in preparation and tracking of budgets line and code in all requests.

• Establish and implement efficient administration and logistics procedures in line with organisational requirement.

• Assume other financial responsibilities as assigned.

Administration/Logistics

• General management of the office; ensuring regular supply of power, water; timely supply and adequacy of office supplies; proper maintenance and safety of office.

• Support, organize and provide administrative support for all organization events (e.g. room booking, catering arrangements, handling inquiries and bookings, etc.)

• Organize staff meetings, prepare and share minutes of staff meetings, and where necessary.

• Ensure that up to date contracts are in place for services and goods rendered to the project.

• Maintain office administrative files including client, accounting and contract files with ease of retrieving information.

• Establish and implement administration and logistics procedures in line with organisational requirements.

• Review movement logs and fuel reports for motorcycles and office vehicles and report any anomalies identified to the supervisor for appropriate action.

• Coordinate all travel arrangements for staff in the field.

Human Resource

• Perform administrative and support HR functions including: Submission of relevant documents by all new employees, proper filing of staff employment contracts, update of staff files, maintenance of records related to staff leave, grievances and other staff matters;

• Ensure that project staff fills their timesheets before any payment of salary takes place.

• Tracking and filing time sheets and support all other administrative procedures related to HR management

• Assets and stores

• Prepare and update the asset register on regular basis;

• Maintain records of stock items including stock receipts and issuance ensuring that any stock issued is requested for by the user and approved by the department head

• Ensure proper utilization of office assets by staff and coordinate repairs and maintenance of office building, equipment, motorcycles and vehicles

• Performs any other duties assigned by the supervisors.

Key Relationships:

Internal

• HOFA, Project Manager, Project Officers, Technical Coordinators & other project staff.

• Self Help Africa Uganda Country Programme Staff and administrative staff

External

• Farmer groups, Service provider, government departments, private enterprises, donors, civil society organisations.