The Finance and Administration Assistant will provide support to the Finance and Administration Officer (FAO) in the implementation of internal controls at various levels of financial transactions flow in the overall financial accounting process in accordance with the generally accepted accounting principles and CECE accounting and financial guidelines. S/he will be responsible for office administration, procurement, payments, reporting, logistics, fleet management and ensuring compliance with the organization and donor requirements.

MAJOR ROLES & RESPONSIBILITIES:

 Finance Support:

·      Preparing weekly Petty cash reconciliation and cash counts as per CECE Policies and guidelines.

·      Recording all Cash and bank transactions for daily tracking and monitoring of cash movement and balances.

·      Maintaining advance register for the office, tracking and making instant follow ups on outstanding staff advances in compliance with CECE advance policy.

·      Assist FAO in preparing monthly Funds Request and ensuring sufficient cash is available for the office

·      Participate in annual budget preparation, monthly Budget Variance Analysis and ensure that action points are implemented accordingly.

Office Administration:

·      Manage the front desk and ensure that all the office callers are well attended to.

·      Ensure that the office environment is clean, safe, attractive and conducive at all times.

·      Make sure that routine maintenance is carried out on the office premises.

·      Line Manage Drivers, Janitor, and other support staff as may be required

·      Maintain an up-to-date Asset register and ensure that all assets are engraved properly and well maintained.

·      Manage Staff Leave roster and ensure that all leave forms are appropriately approved and filed

Procurement & Logistics Support:

·         Assist in picking of invoices and purchasing of approved office items.

·         Manage the procurement of office stationery, sundries and other office and program supplies.

·         Supervise the vendors providing meals for staff, meetings and conferences.

·         Ensure orderly and effective store management and prepare quarterly stock reconciliation reports.

·         Manage the movement of Office items and assets, including motor vehicles.

·         Ensure that all office facilities and equipment are in good working state.

·         Organize logistical support for office staff for field activities.

·         Prepare monthly fuel consumption reports and management of vehicles and motorcycles records.

Information Documentation and Storage.

·         Design appropriate chart of files and ensure effective filing and information management for Administrative and Finance documents.

·         Keep inventory of all regular service providers of the organization.

·         Circulate reports and communications to respective destination as may be required.

·         Keep record of all incoming and outgoing mails and remittances.

·         Attend to any other duties as may be assigned by the Supervisors from time to time.

QUALIFICATIONS, EXPERIENCE & COMPETENCIES.

·         A Diploma or Degree in Business Administration, Accounting or a related field from a recognized University/Institution.  

·         At least two years of work experience in Finance, Accounts and Administration function in an NGO setting is preferred.

·         Demonstrated ability in organizing and procurement, managing stores, front desk, and secretarial work.

·         Demonstrated experience in human relations is required.

COMPETENCIES:

·         High level of stewardship, transparency and accountability and willingness to learn in fast and dynamic work environment.

·         Advanced computer skills in MS Office programs, particularly Excel is a MUST and other accounting software experience preferably QuickBooks.

·         Good knowledge of financial management and accounting.

·         Strong analytical skills including attention to details are essential.

·         Experience working with non-governmental and community based organizations preferably Child focused organization. 

·         Must be highly reliable and independent, able to work with minimal supervision under pressure.

·         A good understanding, appreciation and adherence to child protection issues/ policies.

SUBMISSION OF APPLICATIONS

Please apply in Confidence to:

The Chairperson,                                                                                                                                                                

Community Efforts for Child Empowerment

P.O. Box 51,

Kiboga

Applications MUST be Hand delivered and registered at the above address located at Masodde (Wattuba Sub County ; 6Kms after Kiboga Town along Kiboga – Hoima Road), Kyankwanzi District or at ChildFund National office on Plot 71/72, Namirembe Road –Kampala.

Please note the following:

·         The application should include a cover letter, photocopies of academic documents, three (3) referees, with their day time contacts and emails.

·         Any form of canvassing will lead to automatic disqualification of the candidate

·         CECE implements a Child Protection Policy. Applicants must be willing to adhere to the Child Protection Code of Conduct in case they are hired

In order to improve the Skills of Staff in IT specifically in Website management for Implementing Partners (IPs). The Country Office IT manager, ChildFund Uganda organised a training for all IT Focal point persons who take lead in managing the Website. The training was facilitated by Charles Mukasa an IT Consultant based in Mukono.  The IPs who attended included Mbale, Jinja, Kampala and Kiboga currently with running websites. the areas covered included Graphics, basic coding, Administrator editing.