Job Title: Â Office Coordinator
Organisation: Center for Victims of Torture (CVT)
Duty Station: Gulu, Uganda
Reports to: Country Representative
About CVT:
The Center for Victims of Torture (CVT) is headquartered in St. Paul, Minnesota, USA and is a humanitarian non-governmental organization that provides mental health rehabilitation to refugees around the world. In Uganda, CVT provides mental health rehabilitation services to survivors of LRA-inflicted torture and violent trauma; provides on-site mental health clinical mentoring and supervision to counselors in partner NGOs; and works to build a network of mental health service providers in northern Uganda.
Job Summary: The Office Coordinator will maintain sound financial systems, administer personnel management policies and procedures, and ensure the overall smooth functioning of the office. The Office Coordinator will be the main administrative support to the Country Representative and will be relied upon for adaptability and competence in order to provide assistance wherever needed.
Key Duties and Responsibilities:Â
- Financial Management:
- Maintain and implement effective financial systems, policies and procedures, and internal controls to ensure appropriate and cost-effective use of CVT financial resources.
- Work in liaison with Country Representative to review and account for all financial transactions.
- Prepare and review purchase requests to ensure that supporting documentation is complete and that these meet CVT internal control requirements.
- Prepare payroll and calculate statutory deductions for national staff.
- Update and maintain a complete audit trail of all financial transactions.
- Enter expenses, receipts and other disbursements and financial transactions into the finance tracking system.
- Work in liaison with the Country Representative for the preparation of monthly financial reports and monthly wire transfers and ensure timely submission to St. Paul office, including all invoices and other supporting documents.
- Ensure that CVT operates in accordance with the regulatory framework of Uganda in relation to such issues as employee taxes and VAT.
- Act as the primary liaison with headquarters-based finance staff.
- Human Resources:
- In all personnel matters, maintain compliance with CVT Uganda policy and Ugandan labor law. Protect the confidentiality of personnel and individual information.
- Oversee the recruitment exercise – ensure that the recruitment of staff takes place in accordance with CVT Uganda standards and Ugandan labor law. This includes appropriate announcements, interviewing, reference checks and placement in the payroll system.
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- Administer HR policies and procedures – ensure appropriate and high-quality administration of staff contracts, including systems for tracking contractual issues, hours worked, holidays, benefits, employee rights, and other policies as outlined in the staff policy manual. Ensure that all promotions, demotions, and dismissals of staff are carried out with respect to the principle of equal opportunity.
- Supervise payroll management and ensure that salary payments take place in accordance with Ugandan labor law and CVT policy.
- Actively contribute to the creation and implementation of a performance appraisal system.
- Ensure that all staff members understand the staff policy manual and are aware of their rights and obligations as CVT employees. Keep employees informed of any changes in policy through written notification.
- Serve as a resource for other CVT employees in resolving conflicts and managing working relationships with one another.
- Administration:
- Oversee the day-to-day work of the Driver/Logistics Assistant.
- Ensure accurate records are kept of supply inventory (quantity, quality, and delivery).
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- Distribute items from the supply inventory to be used as needed for program activities.
- Ensure that all contracts that CVT uses for HR, supplies and services comply with the standards provided in the CVT operations handbook.
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- Ensure that CVT complies with its registration status as outlined in the Ugandan legal framework for NGOs. Liaise with CVT’s lawyer for legal advice as instructed by the Country Representative.
- Welcome and log all visitors to the CVT office. Monitor all visitors according to CVT operations handbook.
- Make photocopies and prepare documents as requested.
- Perform any other duties assigned by the Country Representative.
Qualifications, Skills and Experience:Â
- The applicants for the Office Coordinator should possess at least five years of relevant work experience
- Computer literacy skills i.e. proficiency in Microsoft Office (Word and Excel)
- Possess the ability to work independently to meet deadlines
- Good team player with excellent relational skills
- Excellent organizational and analytical skills
- Excellent communication and problem solving skills
- The Office Coordinator must respect CVT’s confidentiality policy as outlined in the CVT operations handbook;
- The applicant must also maintain neutrality regarding any sensitive issues such as religion, minority or political affiliation;
- Exhibit strong commitment to serving beneficiaries of CVT’s project regardless of their religion, gender, minority affiliation or political background.
How to Apply for the job:
All suitably qualified and interested candidates should send a cover letter, updated CV, and 3 professional references to UgandaAdmin@cvt.org, including the job title in the subject line of your email. Priority consideration will be given to applicants from northern Uganda.
Deadline: 23rd January, 2015
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