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Uganda: Office Coordinator
Position Title:Office Coordinator
Duty Station: Based in Gulu with travel to field sites if needed
Organization: Center for Victims of Torture
Employment Type:Full Time Permanent
Reports to: Country Representative
Application Deadline:January 23, 2015.
Background Information:
The Center for Victims of Torture (CVT) is headquartered in St. Paul,
Minnesota, USA and is a humanitarian non-governmental organization that
provides mental health rehabilitation to refugees around the world. In Uganda,
CVT provides mental health rehabilitation services to survivors of
LRA-inflicted torture and violent trauma; provides on-site mental health clinical
mentoring and supervision to counselors in partner NGOs; and works to build a
network of mental health service providers in northern Uganda.
Location: Based in Gulu with travel to field sites if needed
Objective:
The Office Coordinator will be part of CVT Uganda’s operating team. The
main responsibilities of this individual are to maintain sound financial
systems, administer personnel management policies and procedures, and ensure
the overall smooth functioning of the office. The Office Coordinator will be
the main administrative support to the Country Representative and will be
relied upon for adaptability and competence in order to provide assistance
wherever needed.
Reports to: Country Representative(who in turn reports to the headquarters-based Program
Manager)
Key Performance Areas & Performance Indicators:
A. Financial Management
·
Maintain and implement effective
financial systems, policies and procedures, and internal controls to ensure
appropriate and cost-effective use of CVT financial resources.
·
Work with Country Representative
to review and account for all financial transactions.
·
Prepare and review purchase
requests to ensure that supporting documentation is complete and that these
meet CVT internal control requirements.
·
Prepare payroll and calculate
statutory deductions for national staff.
·
Maintain a complete audit trail
of all financial transactions.
·
Enter expenses, receipts and
other disbursements and financial transactions into the finance tracking
system.
·
Work closely with Country
Representative for the preparation of monthly financial reports and monthly
wire transfers and ensure timely submission to St. Paul office, including all
invoices and other supporting documents.
·
Ensure that CVT operates in
accordance with the regulatory framework of Uganda in relation to such issues
as employee taxes and VAT.
·
Serve as the primary liaison with
headquarters-based finance staff.
B. Human Resources
·
In all personnel matters,
maintain compliance with CVT Uganda policy and Ugandan labor law. Protect the
confidentiality of personnel and individual information.
·
Manage recruitment – ensure that
the recruitment of staff takes place in accordance with CVT Uganda standards
and Ugandan labor law. This includes appropriate announcements, interviewing,
reference checks and placement in the payroll system.
·
Administer HR policies and
procedures – ensure appropriate and high-quality administration of staff
contracts, including systems for tracking contractual issues, hours worked,
holidays, benefits, employee rights, and other policies as outlined in the
staff policy manual. Ensure that all promotions, demotions, and dismissals of
staff are carried out with respect to the principle of equal opportunity.
·
Supervise payroll management and
ensure that salary payments take place in accordance with Ugandan labor law and
CVT policy.
·
Contribute to the creation and
implementation of a performance appraisal system.
·
Make sure all staff members
understand the staff policy manual and are aware of their rights and
obligations as CVT employees. Keep employees informed of any changes in policy
through written notification.
·
Serve as a resource for other CVT
employees in resolving conflicts and managing working relationships with one
another.
C. Administration
·
Supervise the day-to-day work of
the Driver/Logistics Assistant.
·
Ensure accurate records are kept
of supply inventory (quantity, quality, and delivery).
·
Distribute items from the supply
inventory to be used as needed for program activities.
·
Ensure that all contracts that
CVT uses for HR, supplies and services comply with the standards provided in
the CVT operations handbook.
·
Ensure that CVT complies with its
registration status as outlined in the Ugandan legal framework for NGOs. Liaise
with CVT’s lawyer for legal advice as instructed by the Country Representative.
·
Welcome and log all visitors to
the CVT office. Monitor all visitors according to CVT operations handbook.
·
Make photocopies and prepare documents
as requested.
·
Any other duties assigned by the
Country Representative.
General Employment Conditions
The Office Coordinator must
·
strictly respect CVT’s
confidentiality policy as outlined in the CVT operations handbook;
·
maintain neutrality regarding any
sensitive issues such as religion, minority or political affiliation; and
·
have a strong commitment to
serving beneficiaries of CVT’s project regardless of their religion, gender,
minority affiliation or political background.
Qualifications and Skills:
·
At least 5 years of relevant work
experience
·
Computer literate in Microsoft
Office (Word and Excel)
·
Ability to work independently to
meet deadlines
·
Good team player with excellent
relational skills
·
Strong organizational and
analytical skills
·
Good communication and problem
solving skills
Mode of application:
Interested applicants should submit a cover letter, CV, and 3 professional
references to UgandaAdmin@cvt.org, including the job title in the subject line
of your email.
Applications will be accepted through January 23, 2015.
Priority consideration will be given
to applicants from northern Uganda.
