Posts
Post Title: Finance & Administrative
Assistant
Organization: African
Development Bank
Location: Kampala
Department: Uganda Field Office (UGFO)
Grade: GS8
Supervisor’s Title: Resident
Representative.
Announcement Notice No.
ADB//013/140
Background Information
Objectives
The African Development Bank 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
following vacant position. This is a local position, and posting will be in the
Uganda Field Office (Kampala) of the African Development Bank Group.
Only applicants who already have the right to live and work in
Uganda will be considered for this position. The bank does not support
applications for work permits and relocation. Administrative and Finance
Assistant (General Service category)
Under the overall administrative authority of the Resident Representative,
the Finance and Administrative Assistant will undertake to implement the UGFO’s
administrative services including accounting and budgeting, human resources
activities and supervision of use of office facilities and resources. He/she
will carry out effective recording, control and management of Bank resources, the
Office’s operational activities in keeping with the Bank’s policies and
guidelines.
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;
•
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.
•
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
Finance and Accounting:
•
Ensure timely payments of all bills for UGFO
in line with established financial procedures and regulations.
•
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.
•
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
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.
•
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;
•
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.
Selection
Criteria (including skills, knowledge and experience required)
•
At least a Bachelor’s degree in Business Administration,
Accounting, and/or Finance; combined with membership to an internationally
recognized professional accounting body (e.g. CA, CPA, ACCA) with knowledge and
experience in administrative; financial accounting and full range of office
support work, with a high level of sustained performance.
•
At least six years of relevant work
experience. Experience in a similar post in a multilateral organization will be
considered an advantage.
•
Thorough knowledge and use of all relevant
computer software and the ability to help organize data and information
retrieval systems.
•
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.
Terms of
Employment:
Three years on a fixed-term contract with possibilities of renewal
based on performance. This position does not attract international terms and
conditions. The post holder will be considered as local staff and will
therefore not have international status.
How to apply:
Only
applicants who fully meet the Bank’s requirements and are being considered for
interview will be contacted. Applicants will only be considered if they submit
a fully completed Personal History Form (PHF), available online from the Bank’s
web site, and attach a comprehensive Curriculum Vitae (CV) indicating their
date of birth and nationality.
The
President, ADB, reserves the right to appoint a candidate at a lower level. The
African Development Bank is an equal opportunities employer and female
candidates are strongly encouraged to apply
Follow
this link to apply; http://www.afdb.org/jobs
Closing date: 25th
October 2013
