Position : Administrator (For Nationals only)
Starting date : 1st November 2020
Duty station : Amudat/Karamoja Sub Region
Reports to : Programme Manager (line manager), Manager of Operations (functionally)
About ZOA
ZOA is an international NGO that inspired by Christian identity and biblical message of reconciliation and restoration of a broken world with its headquarters in the Netherlands. ZOA operate in fifteen countries on and on three continents. At ZOA we provide relief to people affected by conflict or natural disasters, contribute to a new perspective of hope in which people work together for a promising future in dignity and mutual trust. Together with the affected communities we work on the recovery of their livelihoods.
In Uganda, ZOA has offices in Kampala, West Nile (Arua), Acholi (Nwoya), and Karamoja (Amudat). ZOA Uganda works both in relief and recovery on the themes of food security & livelihoods, WASH, primary/accelerated/vocational education, and conflict management with a special focus on land security.
About the position
The Administrator is responsible for effective operational support to the programme area. This includes Finance, HR, Logistics, IT, and Procurement.
Position specifics:
Major responsibilities
Administration
Line management of the guards and support office team at the programme area;
Monitor and support the programme area on processes and procedures related to finance, HR, logistics, IT and procurement;
Any other relevant administration duties at the programme office to be assigned.
HR
Ensure application of ZOA HR Policy and Guidelines;
Support PGM/HR Kampala in staff recruitment, induction, performance monitoring, compensations and facilities, staff well-being, and end of employment actions;
Ensure up to date staff files are made available to Kampala;
Support PGM in providing monthly staff updates for the financial payroll;
Timely collection of time sheets and submission to Kampala;
Leave record keeping and other staff entitlements in line with the Condition of Service for the respective programme area;
Any other relevant HR duties to be assigned.
Finance
Line manage the finance staff (if any) in the programme area;
Shall be responsible for the quality of financial operations of the field office;
Ensures timely cash and cheque transactions for authorized payments;
Ensures that all payments are properly supported and authorized;
Maintain a proper filing system (hard&soft-copy) for all payment vouchers and finance related documents;
Ensures the availability of cash and bank ledgers (UNIT4 & Excel);
Shall timely present reconciliations of respective ledgers and report to Kampala;
Posts all finance transactions into UNIT4 timely and ensure their correctness;
Keeps track of all work advances and advise the supervisor on their status regularly;
Reconcile balance accounts including; receivables, payables and suspense accounts monthly;
Provide timely financial feedback to the respective Managers in the field, and Kampala;
Compile and manage the monthly cash flow for the programme.
Logistics
To implement logistical policies and procedures in compliance with ZOA’s worldwide framework;
Manage the fleet of vehicles and motorcycles, ensuring timely maintenance, insurance, and preparation of monthly logbook reports to Kampala;
Responsible for (fixed)asset register for the programme area;
Responsible for store management and storekeeping.
Procurement
Ensures application of ZOA Procurement Guideline;
Facilitates the programme area in procurement processes;
Maintains an updated supplier database;
Responsible for external contacts with suppliers.
IT
IT Focal Person for the programme area;
Management of laptops at field level;
Provide IT backstopping to field staff;
Provide timely updates to Kampala on IT issues and ZOA accounts changes.
Competencies
Knowledge & Experience:
Degree in Finance, Business Administration or any related field;
Experience in procurement and administration;
Good knowledge of logistics practices;
Fluent command of English;
Experience in general management;
Preferably some cross cultural experience in a development setting.
Skills & Attitude:
Result-oriented approach, initiates but also makes sure that initiatives come to a satisfactory result;
Pro-active, instead of reactive;
Puts first things first, knows how to prioritize and achieves this with a personal touch;
Dares to push ‘the panic button’ when she/he sees that things are going wrong;
Analytical;
Flexible conduct;
Customer-friendly attitude;
Accurate;
Good communicator.
This vacancy is archived.