Oxfam Finance/Logistics Assistant Jobs in Uganda
Oxfam Finance/Logistics Assistant Jobs in Uganda
Job PurposeThe primary responsibility of this position is to manage finance and logistics/procurement functions at the field office to ensure proper utilization of organizational resources and timely financial reporting.
The Finance/Logistics Assistant will be exemplary in his commitment to Oxfam Novib core values, upholding Oxfam principles and policies.
Job Responsibilities
Financial Management
Maintain the office petty cash and make approved payments
Preparation of monthly imprest reports for submission to the Finance Officer
Preparation of project financial reports in collaboration with the Finance Officer.
Support the partners to develop and maintain project financial reporting templates and based on monthly visits provide advice on the improvement of financial management systems of partners
Support budget preparation process and analysis as and when required
Support on the implementation of grant closure requirements as per policies
Participate in project and organizational audits
Ensure timely and eligible accountability of staff project/travel advance
Procurement and Fleet Management
Handle Local procurement activities of the office according to Oxfam Novib procurement regulations.
Ensure that there is an approved purchase request for all purchases with valid project/fund numbers dully filled out before any purchase is made
Study the approved purchase requests and raise any unclear issues with regards to specifications, delivery times with the respective requesting officers & partners.
Following receipt of goods, attach all procurement documentation and submit for preparation of payment request.
Process and forward field purchase requests which are beyond the field threshold to the Logistics Office in Kampala.
Support in the preparation of Fuel and Inventory reports for submission to the Logistics Officer
Monitor and manage fuel usage for the field and office generators. Make sure a detailed report to this effect is submitted to the Logistics officer monthly.
Support drivers in compilation of their monthly reports.
Asset and Stores Management
Regular monitoring of office equipments’ use such as printers, servers, office phones and desk top computers and conduct regular assets verification with support of finance officer.
Monitor field level distributions and ensure PHP and PHE teams comply to stores management procedures at settlements level.
Support in compilation of GRNs, delivery notes, Invoices and supplier payments.
Ensure that distribution lists are returned and well filed.
Ensure that an assets and inventory register is in place to record details of assets, inventory users, transfer, locations, donors, asset numbers and other details as required by the organization.
Maintaining regular supply of office supplies and inventories and where possible request for replenishments.
Support stores management, (office and field) receiving and dispatching of goods out of office premises/field for staff use, as well as maintaining bin cards.
Maintain proper records and submit accurate monthly stock reports
Ensure that all safety measures in terms of Fire extinguishers, lightening arrestors, sand buckets and fire blankets
are readily available in the office premises.
Administration
Facilitate hotel and guesthouse bookings for OXFAM staff and visitors, follow-up the presentation of monthly bills and ensure that approved payment request is submitted in a timely manner.
Ensure Cleanliness of Oxfam Kyangwali office & Supervision of the guards & Cleaner while making sure their payment requests are processed promptly & accurately.
Monitor the Usage of Utilities to ensure cost effectiveness and efficiency.
coordinates and prepare staff work and leave schedules and support in documenting of absences including staff timesheets
Organize replies to correspondence (email and letters), maintaining a list of key dates (e.g. expiry of employment / service contracts, registration requirements, audits, public holidays, visits, etc.
Other
Eager and required to adhere to Oxfam’s principles and values (click here) as well as the promotion of gender justice and women’s rights (click here).
Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles.
Job Requirements
Bachelor’s degree in Business, Finance, Accounting or other related field;
2-3 years handling Finance & Logistics roles in an INGO;
Excellent knowledge and experience in core financial management, donor-funded programmes, Local tax laws, International accounting standards practices
Integrity; honesty; interpersonal relations skills, Excellent communication skills (written and verbal), Planning, problem-solving and analytical skills
Computer skills, particularly with spreadsheets and accounting softwares
Key Attributes
Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.
Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work.
Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible.
Organisational Values
Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions.
Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen.
Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences.
How to Apply
For more information and job application details, see; Oxfam Finance/Logistics Assistant Jobs in Uganda
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