About this job Position:
Trocaire wish to recruit a highly motivated individual to undertake roles in Office Administration, Finance Administration and Programme Support.
These are the required duties for the position.
1. General Office and Administration
· Receiving phone calls and forwarding them accordingly and making inquiries / bookings and reservations for Trocaire.
· Arranging for ‘call backs’ and message taking as appropriate.
· Attend to visitors who visit the office and direct them accordingly to the right staff member or assist them as required.
Ensures that all the administration duties of the office are well attended to.
· Develop and maintain good professional relationship with colleagues, service providers and staff of other agencies
· Do all travel bookings for staff travelling both overseas and locally, ensuring that all the associated logistical matters have been taken care of. e.g. place of stay while visiting, travel insurance matters and also taxi arrangement to and from airport.
· Manage the cleanliness and orderliness of the office and compound through liaising with Security staff / Cleaner.
· Liaise with the Country Representative to ensure that procedures are up to date and followed such as health and safety, vehicle and office requirements.
· Liase with the Country Representative on required office procurement needs in line with organisational policies.
Ensuring the proper maintenance of all admin and finance records. Ensuring all contract services are up to date and renewed – including general insurance, medical insurance, valid insurance & tax payments for vehicle, rent records, internet costs and all office requirements for payment.
Manage and maintain stock levels of stationary, office supplies and office sundries.
2. Finance
· Regular posting of all cash, bank, payments and receipts on the Trocaire Agresso finance system.
· Financial tracking of receipts and payments
· Reporting on income and expenditure using agreed regional and programme formats. (Agresso)
· Maintain a good working relationship with suppliers by ensuring cheques are not delayed and payment is done on time.
· Follow up on bills regarding office utilities e.g. Telephone, internet, water bills, and electricity, other service providers etc and make sure they are paid on time to avoid disconnections.
· Organising expense floats and following up on float returns and accurate accountability as per the Trocaire finance guidelines.
· Reconciling bank statements against payments.
· Managing petty cash expenses, receipt all outgoings and present accurate balances to the Country Representative.
· Update the Trocaire Uganda cash and bank books for each transaction.
· Negotiate rates with providers for a range of services bought by Trocaire.
· Carry out all finance duties for country programmes as agreed with the Regional Office.
Maintaining current knowledge of Ugandan government requirements related to tax regulations such as PAYE, withholding tax, regulations, NSSF and LST.
3. Programme Support
· Supporting the country programme staff in organising the logistics around field visits, annual meetings, thematic meetings and external trips and events.
· Organising vehicle bookings and other logistical needs for any Trocaire Uganda staff or visitors trip.
· Tracking budget spends both within thematic programmes and as a country office.
· Providing support to regional and international meetings that are located in Uganda or elsewhere. Some travel is expected to up country stations and to the Regional Office in Nairobi.
Additional details of exceptional aspects of the job
Any other task, which may be assigned from time to time by the Country Representative or his / her designate
These are the required duties for the position.
1. General Office and Administration
· Receiving phone calls and forwarding them accordingly and making inquiries / bookings and reservations for Trocaire.
· Arranging for ‘call backs’ and message taking as appropriate.
· Attend to visitors who visit the office and direct them accordingly to the right staff member or assist them as required.
Ensures that all the administration duties of the office are well attended to.
· Develop and maintain good professional relationship with colleagues, service providers and staff of other agencies
· Do all travel bookings for staff travelling both overseas and locally, ensuring that all the associated logistical matters have been taken care of. e.g. place of stay while visiting, travel insurance matters and also taxi arrangement to and from airport.
· Manage the cleanliness and orderliness of the office and compound through liaising with Security staff / Cleaner.
· Liaise with the Country Representative to ensure that procedures are up to date and followed such as health and safety, vehicle and office requirements.
· Liase with the Country Representative on required office procurement needs in line with organisational policies.
Ensuring the proper maintenance of all admin and finance records. Ensuring all contract services are up to date and renewed – including general insurance, medical insurance, valid insurance & tax payments for vehicle, rent records, internet costs and all office requirements for payment.
Manage and maintain stock levels of stationary, office supplies and office sundries.
2. Finance
· Regular posting of all cash, bank, payments and receipts on the Trocaire Agresso finance system.
· Financial tracking of receipts and payments
· Reporting on income and expenditure using agreed regional and programme formats. (Agresso)
· Maintain a good working relationship with suppliers by ensuring cheques are not delayed and payment is done on time.
· Follow up on bills regarding office utilities e.g. Telephone, internet, water bills, and electricity, other service providers etc and make sure they are paid on time to avoid disconnections.
· Organising expense floats and following up on float returns and accurate accountability as per the Trocaire finance guidelines.
· Reconciling bank statements against payments.
· Managing petty cash expenses, receipt all outgoings and present accurate balances to the Country Representative.
· Update the Trocaire Uganda cash and bank books for each transaction.
· Negotiate rates with providers for a range of services bought by Trocaire.
· Carry out all finance duties for country programmes as agreed with the Regional Office.
Maintaining current knowledge of Ugandan government requirements related to tax regulations such as PAYE, withholding tax, regulations, NSSF and LST.
3. Programme Support
· Supporting the country programme staff in organising the logistics around field visits, annual meetings, thematic meetings and external trips and events.
· Organising vehicle bookings and other logistical needs for any Trocaire Uganda staff or visitors trip.
· Tracking budget spends both within thematic programmes and as a country office.
· Providing support to regional and international meetings that are located in Uganda or elsewhere. Some travel is expected to up country stations and to the Regional Office in Nairobi.
Additional details of exceptional aspects of the job
Any other task, which may be assigned from time to time by the Country Representative or his / her designate
Job requirement
· A Diploma in Office Administration or related field with excellent computer knowledge especially in Microsoft Office suites and with experience in using a financial software system package.
· At least 2 years experience in a similar role
Flexibility, ability to work under pressure in addition to multi-tasking in a fast paced environment
Good professional verbal and written communication skills and excellent telephone and face to face etiquette
Excellent organization skills, keen to detail, accuracy and a high level of reliability, objectivity and honesty.
A positive approach and an ability to contribute to a strong dynamic team
An interest in development work would be an added advantage.
· At least 2 years experience in a similar role
Flexibility, ability to work under pressure in addition to multi-tasking in a fast paced environment
Good professional verbal and written communication skills and excellent telephone and face to face etiquette
Excellent organization skills, keen to detail, accuracy and a high level of reliability, objectivity and honesty.
A positive approach and an ability to contribute to a strong dynamic team
An interest in development work would be an added advantage.
How to apply
Please send a 3 - 4 page CV outlining suitability (experience and qualifications) for the position to Trocaire at the following email address.trocaireuganda@gmail.com
Please do not attach qualification documentation at this stage of the recruitment process.
The deadline for applications is 5 pm on Wednesday 21st September, 2011.
Trocaire is an equal opportunities employer and all applicants will be responded to in due course.
No phone calls please and any attempt to influence the recruitment process will result in disqualification.
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