Finance and Administration Officer job at Global Alliance for Improved Nutrition (GAIN) | Apply Now

Financial management:

• Work with the Finance and Administration Manager to plan and implement financial and administrative operations systems in accordance with GAIN policies and procedures while keeping within donor requirements. This includes systems for Cash Flow management, consolidation of accounting information, internal controls, financial reporting, financial record keeping, grant management and compliance.

• Support the Finance and Administration Manager to improve and enhance the efficiency of existing control systems and develop standard operating procedures for accounting.

• Perform financial review of purchase requests, purchase orders, and payment requests to ensure compliance with GAIN policies and procedures and donors grants and contracts requirements and promptly process payments.

• Preparing cash flow forecast and ensure adequate funds in the office.

• Preparation of monthly reports, ensuring all transactions for the month are recorded accurately and deadlines set by the global finance team are met.

• Timely preparation of monthly bank statements and bank reconciliations.

Global Alliance for Improved Nutrition

• Supporting the Finance and Administration Manager on preparation of programme budgets, analysis of grants and expenditure.

• Preparing country office budgets and finalizing them in collaboration with the Finance and Administration Manager.

• Support in preparation and availability of statutory financial Statements, Annual Income Tax returns, PAYE returns, NSSF etc.

• Securing the proper filling and storage of all financial records.

• Support all the external audits processes, providing timely documents and preparing schedules as may be required.

• Assist with follow up on subaward compliance issues, audits, and document resolutions.

Human resources and procurement:

• Support the Finance and Administration Manager in administering recruitment and procurement of goods and services in accordance with GAIN rules and procedures.

• Support the Finance and Administration Manager and staff in operational aspects of establishing a network of experts.

• Create, update, and maintain organized files and records related to such, ensuring confidentiality of records.

• Office management

• Ordering stationery and IT equipment.

• Dealing with correspondence, complaints, and queries.

• Implementing and maintaining procedures/office administrative systems.

• Ensuring that health and safety procedures are observed.

Travel and meeting-related administrative work:

• Assist in coordinating the travel (visa, booking transport and accommodation) of GAIN staff, consultants and senior partners which relates to the implementation of GAIN activities in Uganda.

• Work with the project teams to ensure travel per diems and reimbursements are performed within GAIN policies and procedures and reconcile staff debtors accounts monthly.

• Assist in organizing and participating in work planning and progress reporting meetings.

• Assist in organizing stakeholders’ meetings and other statutory meetings.

• Perform other relevant operational, financial, and administrative duties as relate to the implementation.

Key organisational relationships

• Reports to the Finance and Administration Manager.

• Close collaboration with staff members in GAIN especially finance and HR teams.

• Liaises with other partners or government as may be necessary Global Alliance for Improved Nutrition