Senior Associate - Finance And Administration
Closing: May 15, 2024
This position has expiredPublished: May 6, 2024 (13 days ago)
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Job Summary
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Requirements
• At least five (5) years of relevant work experience in a closely related field gained in an international organization including administration and accounting guidelines.
• Strong knowledge of accounting and budgeting practices and procedures relevant to not-for-profit organizations
• Excellent interpersonal skills including the ability to work effectively with other national and cultural backgrounds.
• Excellent multitasking skills organized and flexible.
• Strong client service orientation
• High degree of integrity and transparency
• High level of computer skills, ability to handle complex financial and budgeting systems including excellent knowledge of Excel.
• Knowledge of computerised accounting software required – preferably Agresso
• Work experience within the CGIAR system is an advantage.
Responsibilities
Requirements
• At least five (5) years of relevant work experience in a closely related field gained in an international organization including administration and accounting guidelines.
• Strong knowledge of accounting and budgeting practices and procedures relevant to not-for-profit organizations
• Excellent interpersonal skills including the ability to work effectively with other national and cultural backgrounds.
• Excellent multitasking skills organized and flexible.
• Strong client service orientation
• High degree of integrity and transparency
• High level of computer skills, ability to handle complex financial and budgeting systems including excellent knowledge of Excel.
• Knowledge of computerised accounting software required – preferably Agresso
• Work experience within the CGIAR system is an advantage.
Administrative duties
• Coordinate overall administrative tasks for the ILRI- Uganda office in collaboration with ILRI research programs, projects and support units as required.
• Manage country office assets and provide updates on regular basis on inventory listing and insurance.
• Coordinate overall maintenance and repairs for office facilities or premises.
• Oversee the provision/allocation of office space to staff, consultants, and guests.
• Draft LOAs/MOUs administered from Uganda ILRI Country Office in accordance with organizational templates; circulating through clearance process; ensuring approved LOAs/MOUs are dispatched to the partner; and tracking for renewals.
• Plan, organize and convene for meetings (internal and external), seminars, workshops, and conferences.
• Arrange visas, flight tickets, accommodation, and car rental for staff’s travels domestically and internationally.
• Draft contracts and payment sheets for ILRI- Consultants in liaison with supervisors and Bioversity Finance department.
• Update and maintain the ILRI consultants’ database.
• Oversee the installation and good working order of all health and safety equipment in ILRI office.
• Ensure all ILRI -Uganda projects have ethical clearance from the Institutional Research Ethics committee (IREC) and National Research Ethics Committee (REC).
• Ensure all ILRI – Uganda projects have Research Permits to operate in Uganda by liaising with Uganda National Council for Science and Technology (UNCST)
• Liaise with Ministry of Agriculture Animal Industry and Fisheries (MAAIF) to get export permits for on behalf of scientists.
• Liaise with UNCST to get Material Transfer Agreement clearance for Scientists that want to ship their samples for further analysis to different countries.
Cash management.
• Oversee the effective running of banking operations ensuring all bank/cash accounts are duly reconciled and balances maintained for seamless office requirements.
• Ensure payments and liquidated expenses are duly documented, posted and stored in accordance with institutional financial procedures and GAAP.
• Prepare the monthly bank reconciliation by 2nd of every month and follow up on any reconciling items.
• Prepare quarterly cash projections and seek the approvals before submitting to Head office for payment.
• Prepare monthly petty cash reconciliation and submit approved petty cash certificate to Headquarters by 2nd of every month including supporting documentation per policy.
• Monitor expenses of the host organization’s account and ensure that invoices are submitted and paid on time as per hosting agreement between Bioversity and ILRI.
Reporting, budgets and Audits
• Ensure that expenses are coded correctly and charged to the correct project code.
• Liaise with the host organization to obtain monthly report on time, review for accuracy, code, and post in the financial system.
• Prepare monthly reports for country projects and submit to the country representative for review.
• Generate ageing report for staff and commercial suppliers, follow up on long outstanding items.
• Assist the country representative in budget proposal preparations.
• Assist in annual institute auditing process and project specific audits.
Payments, Record Keeping and travel management.
• Ensure that payments are fully supported as per institution policies.
• Timely processing of other payments claims payable, consultants, staff personal accounts withdrawals, supplier invoices and other payments.
• Book the payments in the financial system, attach a soft copy of the supporting documents, and notify the DFM at the headquarters for posting.
• File copies of the supporting documents and submit the originals at the end of the month to the headquarters for filing.
• Review travel advance request for country staff and in accordance with policy and ensuring that all expenses are supported by receipts and scanned copies attached in the financial system (OCS).
• Coordinate with the DFM at the headquarters to have country pre qualified vendors accounts created in the financial system (OCS)
• In collaboration with the procurement committee, ensure the procurement of goods and services at ILRI-Uganda (including the process of identifying, evaluating and recommending potential suppliers/service providers).
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