Jobs
Finance & Administrative Assistant Job at African Development Bank Group
The African Development Bank Group (AfDB) is a multilateral development finance institution established to contribute to the economic development and social progress of African countries.
The AfDB was founded in 1964 and comprises three entities: The African Development Bank, the African Development Fund and the Nigeria Trust Fund.
Job Title: Finance & Administrative Assistant - UGFO
The African Development Bank Field Office in Kampala (UGFO) has been
established to strengthen dialogue between the Bank and Government,
development partners, the private sector, and the civil society, in the
design of its development policy and programs, as well as on
implementation, monitoring and evaluation of the poverty reduction
strategy. The office also seeks to assist the operational functions of
the Bank Group in launching and follow up of projects and programs
in Uganda. The major functions of the office fall under the major areas
of: country programming, project administration, promoting
participation, regional integration, and aid co-ordination, in line with
the partnership principles and with a view to increasing development
effectiveness and impact. UGFO invites applications from suitably
qualified candidates to fill the vacant position of Finance &
Administrative Assistant. This is a local position, and posting will be
in the Uganda Field Office (Kampala) of the African Development Bank
Group.
Duties and responsibilities
Budget preparation and implementation
- Participate in drawing up the administrative budget of the Bank’s
Office following the schedule set by the Budget Department while
taking into account the particular investment needs of the Office;
- Establishing procedures and controls to improve efficiency of
service and identify cost savings and promote efficient use of Bank
resources.
- Advise the management on methods to improve control environment in the Field Office.
- Ensure recording, up-dating and monitoring expenditure in accordance with the Bank’s internal control rules and procedures.
- Report periodically on the status of budget implementation and propose possible revisions.
Finance and Accounting
- Ensure timely payments of all bills for UGFO in line with established financial procedures and regulations.
- Produce for review and final approval of the Resident
Representative, all the Office monthly financial and budget execution
reports.
- Undertake timely preparation and verification of reports, statements
and schedules for auditing of the Country Office activities.
- Ensuring proper documentation of payment vouchers and all other supporting documents.
- Process for payment and maintain individual staff mission expenditure; advances and balances.
- Keep and maintain daily updates of all the required Field Office
books of accounts, records, inventory and files in order, and all
financial transactions captured and entered in SAP.
Human Resources Management
- Keep all staff records/Files up-dated.
- Up-date and submit monthly reports on personnel management.
- Manage office staff benefits in accordance with the Human Resources policy and instructions in force.
General Administration: institutional procurement of goods and services and Management of property and equipment
- Undertake procurement of goods and services in keeping with the Bank’ rules and procedures.
- Manage the preparation and monitoring of service providers’ contracts.
- Ensure all administrative documents necessary for the proper
functioning of the office and staff are obtained from the relevant
authorities.
- Proper management and control of office stores and petty cash.
- Ensure administrative support to all the Field Office staff and bank’s visiting mission as required.
- Ensure that proper filing is undertaken in the Field Office;
- Ensure that proper control mechanism and segregation of duties are in place, and that Bank procedures are fully implemented.
- Keep stock of Office supplies and inventory of Bank property and equipment.
- Management of office vehicles in accordance with the bank’s transport policy and instructions in force.
- Ensure the quality of Bank facilities in Uganda, including
workspaces, property and equipment as well as service provision
relating to the upkeep, maintenance and security of facilities
according to Bank standards.
- Organize, supervise and monitor the activities of administrative
staff and ensure appropriate training for the latter in order to
obtain quality services;
Selection Criteria
Including desirable skills, knowledge and experience
- At least a Bachelor’s degree in Business Administration, Accounting, and/or Finance;
- Membership to an internationally recognized professional accounting
body (e.g. CA, CPA, ACCA) will be considered as an added advantage.
- Strong interpersonal and verbal communication skills.
- Proven ability to work effectively in a team-oriented, multicultural
environment and to function effectively as a member of various groups
- Competence in the use of Bank standard software (SAP, Word, Excel, Access, MS Projects and PowerPoint).
- Strong written and verbal communication skills in English. Knowledge of French will be considered an advantage.
- At least Six (6) years of relevant work experience. Experience in a
similar post in a multilateral organization will be considered an
advantage.
- Knowledge and experience in administrative; financial accounting and
full range of office support work, with a high level of sustained
performance.
- Thorough knowledge and use of all relevant computer software and the
ability to help organize data and information retrieval systems.
How to Apply
Interested and suitably qualified candidates should click
here to apply online