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.