Finance & Administration Officer - readvertised

The Finance & Administration Officer will be based in the IRC Kampala Urban Office and he/she will be responsible for ensuring that the day-to-day accounting operations and financial management functions are performed in accordance with IRC’s policies and procedures, and in accordance with the Generally Accepted Accounting Principles (GAAP).He/She is will also responsible for providing support for day-to-day administrative requirements. The position will report to the Senior Field and Consortium Manager.

Duties and Responsibilities

• Acting at all times in accordance with the country law and standards of accounting practices
• Contribute to the overall objective of the Finance department of providing quality support service to all sectors.
• Manage all aspects of day to day operations of the accounting department
• Assist in implementation of finance policies, procedures and systems at the field office
• Provide training to program staff on IRC finance matters
• Review payment vouchers, ensuring completeness of the documentation and consistency with IRC policies and procedures.
• Monthly compilation of WHT and submit to Naguru Office with supporting Docs by the 3^rd of the following month.
• Liaison with the bank on all banking issues and carrying out monthly bank reconciliation.
• Complete end-of-month tasks in a timely manner, with minimal to no errors.
• Consolidate monthly cash projections in a timely manner for Senior Filed and Consortium, Finance Manager to review.
• Carry out monthly reconciliation of program advances and charges related to staff personal accounts (T7) and advise the supervisor on course taken to settle outstanding balances.
• Participate as gatekeeper in ensuring that all transactions are in accordance with IRC financial policies and grant agreements.
• Provide support to both external and internal audit processes that are undertake at the field office
• Participate and provide technical support in grant opening and closing meetings

Budgets

• Review monthly Budget vs Actual (BvAs) and prepare any adjustments required for Senior Field/ Consortium and Program Mangers to review
• Provide insight of projected Budget vs Actual report based on field office generated information and provide the same to the Senior Field/Consortium manager ensuring timeliness and accuracy.
• Working with Program, Senior field/Consortium managers to assist program staff to prepare grant budgets to support new proposals or realignments also ensuring adequate coverage of field operating cost
• Attend Grant Opening, BvA review and Closing Meetings.
• Prepare monthly BvA minutes for review by program/senior field/Consortium Managers.
• Assist Senior Field/Consortium Manager and program managers to ensure that all accruals at grant closure are accurate, valid and are promptly liquidated
• Review payment vouchers, ensuring completeness of the documentation and consistency with IRC policies and procedures.

Cash/Bank – Management

• Support in processing of bank, Mobile Money and cash transactions.
• Review payment vouchers to ensure completeness and accuracy of documentation.
• Prepare weekly cash count and ensure that documentary evidence is duly signed by yourself and senior Field/ Consortium Manager.
• Preparation of cash forecasts for submission to Country Office for release of funds every 25th
• Monitoring cash usage and requirements and inform the Senior Field/ Consortium Manager of possible unusual activity or requirements
• Working with program staff to help them develop more accurate cash forecasts.
• Support the process of preparation of the cash and bank accounting worksheet.

Administration

• Attend to the office telephone, e-mail in a professional manner and ensure timely distribution of mail/messages.
• Ensure mail pouches to other IRC Offices are dispatched in a timely manner.
• Prepare invoices and payment request vouchers for all utilities (electricity bills, water bills, newspapers etc.) including telephone bills.
• Ensure proper office management through proactive engagement with office cleaner.
• Ensures OADM forms/Templates are replenished and updated. 
• Assist to monitor staff movement to/from the field, to trainings, etc. and provide weekly updates (Travel calendars) to relevant staffs
• Ensure proper inventory system is in place at the Urban office
• Monitor the stock flow and distribution plans and provide periodic reports
• Perform any other duties assigned.