Jobs at The National Cooperative Business Association

Job Title: Finance and Administration Officer

The National Cooperative Business Association – CLUSA Uganda is seeking highly qualified individuals to support a United States Department of Agriculture funded project to increase smallholder farmers’ incomes through adoption of conservation agriculture techniques in Uganda.

Key Duties and Responsibilities: 
1. Finance:
  • Maintain petty cash fund for the office; preparing petty cash vouchers, and making bi-weekly petty liquidation;
  • Compile and prepare weekly petty cash reports for submission to the Finance and Administration Manager;
  • Assist preparation of vouchers, writing checks for approved requests / claims and maintain a record of all cheques issued and that Barcodes are attached to each vouchers and Vouchers and supporting documents are stamped PAID.
  • Make sure that all utility bills are up to date and reconciled properly;
  • Initiating procurements of office stationery supplies for both Head Office and Field Office needs;
  • Verifying claims / invoices from suppliers ensuring proper support documentation;
  • Preparing requests for approval and releasing approved cheques to payees;
  • Banking activities and filing monthly return to URA and NSSF
  • Securing receipts for Electronic Funds Transfer (EFT) payments from vendors;
  • Filling all processed payment vouchers ensuring proper support documentation;
  • Supervising photocopying of vouchers ensuring proper arrangement of vouchers on a monthly basis;
2. Administration:
  • Provide reception duties by welcoming and prioritizing visitors as well as taking incoming calls and routing them to appropriate staff;
  • Set-up and maintenance of the central filing system for the program in collaboration with the Finance and Administration Manager;
  • Perform such administrative tasks as making arrangements for meetings, drafting routine correspondence; typing and formatting reports and other documents; as well as routing correspondence to program staff;
  • Oversee driver(s) movements for those drivers who are working at the Kampala office;
  • Support in the monitoring of vehicles movements in the field when the Logistics Specialist is unable to perform this task;
  • Provide logistical support, i.e. purchases, practical organization of workshops, meetings, staff perdiems travel documents, air tickets, hotel bookings for visitors
  • Manage all payments to hotel and issuing of Purchase Orders POs;
  • Tracking of trip reports, travel authorization forms, and expense liquidations;
  • Mentoring and dupervising the Office Assistant and grounds man to ensure office is clean at all times;
  • Ensuring that office supplies, stationery, and consumables are always in stock;
  • Initiating procurement requests for office consumables /supplies/stationary and liaising with the Finance and Administration Manager or Procurement and Logistics Specialist to issue POs.
  • Work closely with the Logistics Specialist, organize events or meetings as required.
  • Be prepared to undertake any other duties within the role as required
Qualifications, Skills and Experience: 
  • The candidate should hold a good University degree in Finance and/or Administration
  • A minimum of three years of related work experience
  • Possess the ability to interpret rules and administrative guidelines;
  • Firmness and objectivity in decision making associated with an ability to communicate decisions in a clear and non-confrontational way;
  • High attention to detail;
  • Excellent English language skills both verbal and written.
  • Excellent organizational and administrative skills including minute taking, data management and devising and implementing reporting systems
  • Past exposure and experience of organizing events and meetings
How to Apply for the job: 
All candidates should send their application letters and updated CVs with three traceable referees including immediate supervisors which should be sent to Chief of Party, CLUSA Uganda, via e-mail to: with the position title clearly referenced in the subject line.

Deadline: 24th May, 2014

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