Finance & Administrative Assistants (3 Positions)

Description

HPI is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

Heifer Project International in Uganda is set to implement a 5-year project funded by the Master Card Foundation under its program the Young Africa Works. The project seeks to improve socio-economic wellbeing and resilience of young people in the Busoga sub-region by 2029. The project target is to reach 250,000 young people between 16-35 years (70% females and 3% youth with disabilities). The project will achieve this target by facilitating collaboration with like-minded partners to include The Consortium for Enhancing University responsiveness to Agribusiness Development Limited (CURAD), The Federation for Small & Medium Enterprises (FSME), Financial Sector Deepening Uganda (FSDU) and ASIGMA group.

FUNCTION

The Stimulating Agribusiness for Youth Employment Project (SAYE) Finance and administrative Assistant under the guidance of the SAYE cluster coordinator is the first point of contact to visitors, consultants and partners. She/ He is primarily responsible for the day to day financial and administrative operations of the region cluster office by providing support to the cluster team. She/ He will provide support to the team by maintaining systems of accountability, establishing, and maintaining communications between program offices as well as partners and performing basic administrative tasks as assigned.

She/ He will implement procedures which promote financial discipline to meet organizational goals as well as maintaining an efficient document retrieval system. She/ He will also assist with financial and accounting aspects of the cluster office and processing of routine financial transactions in accordance with Heifer’s policies and procedures.

ESSENTIAL CHARACTER TRAITS

Highly organized, enthusiastic, pays attention to detail, intellectual curious, professional judgment, effective communicator, team player.

RESPONSIBILITIES & DELIVERABLES

A. Provision of Administrative and logistical support (30%)

• Manage communications-act as first point of contact for the cluster office including managing incoming and outgoing calls, screen and direct calls, take and relay messages, deal with queries and provide basic information about the SAYE project to the public.
• Ensure safety and security of the office and the equipment therein.
• Ensure timely payment of office bills to include electricity, water, rent, security among others.
• Office maintenance and ensuring that the cluster office is kept clean at all times.
• Compiling monthly regional cluster finance information for the SAYE main office.
• Responsible for project vehicle and motorcycle maintenance.
• Line management of the the drivers and ensure adherence to the Heifer vehicle policy.
• Prepare and submit the weekly vehicle movement plan.
• Regular update of the asset and inventory register.
• General administrative support including letter writing, filing of office documents, organizing meetings.

B. Coordinate procurement at cluster level. (10%)

• Submit requests for the cluster office supplies and follow up on the SAYE procurement and administrative officer to track progress of the requests.
• Manage office supplies and inventory.
• In consultation with the SAYE procurement and admin officer, solicit for vendour quotations and follow up on LPO from country office.
• Follow up on delivery/GRN for all deliveries to our beneficiaries/vendors.

C. Provision of financial support to the cluster office. (40%)

• Receipt of vendor invoices and prepare fund requests for payment.
• Prepare cluster payments including mobile money payments i.e receive, check, update the mobile money template and upload to the platform.
• Timely review and submission of cluster and hubs monthly expenditure.
• Support the cluster coordinator and hub managers in development/preparation of quarterly budgets and forecasts.
• Follow up on cluster invoices, payments, and vendor receipts.
• Monthly field visits to partner CSO’s to provide financial support, verification, and mentorship to the hub management.
• Support the SAYE regional office in month end close including registration of AP & AR transactions.

D. Documentation and Filing (20%)

• File all relevant project documents on a daily basis.
• Daily scanning of documents and ensuring that they are achieved in agresso.
• Ensure all scans are uploaded by the 9th of every month.

May perform other duties as assigned (5%)

Minimum Requirements

• Bachelor’s degree in accounting, Finance, Business administration ot its recognized equivalent with three (3) years of experience.

Most Critical proficiencies

• Experience within the development /NGO sector and the context to which they operate.
• Experience managing financial accounts to ensure proper record keeping in accordance with Heifer and Master Card requirements.
• Exemplary customer care and administrative skills.
• Good working knowledge and use of relevant computer software and the ability to help organize data and information retrieval systems.
• Proven ability to work effectively in a team-oriented, multicultural environment and to function effectively as a member of various groups.
• Strong written and verbal communication skills.

Essential Job Functions and Physical Demands

• Working with sensitive information and maintaining confidentiality.
• Ability to manage and execute multiple tasks with minimum supervision while sometimes meeting inflexible deadlines.
• May require constant sitting, and working at a computer for extended periods.
• Excellent interpersonal skills with the ability to work cooperatively, tactfully and diplomatically witj a culturally diverse group of people.
• Ability to produce accurate documents in a well-designed and attractive format with superior attention to detail.
• May require occasional bending and lifting of up to 20 pounds (9kgs) floor to waist.
• Ability to operate all standard office equipment including photocopiers, scanners, fax machines and printers.
• Ability to establish priorities, achieve deadlines and make sound judgments.
• Ability to perform as an effective team member and work cooperatively with a diverse staff.
• Constant telephone, face-to-face and electronic communication with colleagues and the general public.

NOTE: The Mastercard Foundation adheres to the highest standards of care related to its programs, those involved in carrying out its mission, and the millions of young people it supports in accessing dignified and fulfilling work. The Foundation has a zero-tolerance policy for all forms of misconduct and takes seriously its responsibility to improve the safety and well-being of the young people who participate in its programs. This duty of care is shared by the Foundation’s partners. As such, during recruitment of staff for Foundation supported programs, all necessary mechanisms are put in place to ascertain that candidates under consideration share our commitment to safeguarding.

Deadline for Application: 26th February 2023.