Office Administrator and Accounting Officer ToR

Project: Project for Strengthening Capacity for youth Agribusiness Development in Uganda (SCADU)

Functional Title: Office Administrator/Accounting officer 

Duty station (City and Country): Mainly Kampala and countrywide

Type (Regular or Short term): Regular

Office- or Home-based: Office

Expected starting date: April 2023

Expected Duration: 48 months

Minimum Qualifications 

Min. Academic Education

• Bachelor’s degree in secretarial studies, Development studies, Management, or other related fields
• Min. years of relevant Work experience
• At least three (3) years of progressive working experience at national and international levels.
• Experience in records management, including maintaining and organizing records, ensuring compliance with record-keeping regulations, and developing records retention policies
• Experience in office administration, including managing schedules, coordinating meetings, and overseeing office procedures
• Experience providing excellent customer service, including responding to inquiries, resolving issues, and ensuring client satisfaction
• Strong communication skills, including the ability to communicate clearly and effectively with staff, clients, and other stakeholders
• Demonstrated initiative, problem-solving skills and focus on outcomes, and ability to meet deadlines

Roles and responsibilities

• Managing office operations: The Office Administrator is responsible for managing the day-to-day operations of the office, including maintaining office equipment, ensuring supplies are stocked, and managing office space.
• Administrative support: The Office Administrator is responsible for providing administrative support to other staff members, including drafting correspondence, managing calendars, scheduling appointments, and organizing meetings.
• Financial management: The Office Administrator may be responsible for managing financial tasks, including processing invoices, managing accounts payable and receivable, and reconciling bank statements
• Data management: The Office Administrator is responsible for managing the organization's data, including organizing and maintaining electronic and paper records.
• Customer service: The Office Administrator is responsible for providing excellent customer service to clients, customers, and other stakeholders.
• Communication: The Office Administrator is responsible for managing internal and external communication, including answering phones, responding to emails, and managing social media accounts
• Budgeting and forecasting: The Project Accountant is responsible for developing and managing project budgets, including forecasting revenue and expenses, and tracking actuals against budgeted amounts.
• Financial reporting: The Project Accountant is responsible for preparing and analyzing financial reports, including balance sheets, income statements, and cash flow statements. He/she will also prepare financial reports for stakeholders such as project managers, executives, and investors.
• Cost accounting: The Project Accountant is responsible for analyzing and tracking project costs, including labor, materials, and other expenses. He/she will also develop cost accounting systems and processes to ensure that costs are accurately tracked and reported
• Billing and invoicing: The Project Accountant is responsible for billing clients and customers for project work, including tracking invoices and ensuring timely payment.
• Risk management: The Project Accountant is responsible for identifying and managing financial risks associated with the project. He/she will develop risk management plans and strategies to mitigate potential risks.
• Compliance: The Project Accountant is responsible for ensuring that the project complies with relevant financial regulations and standards, including accounting principles, tax laws, and project-specific regulations.
• Communication: The Project Accountant is responsible for communicating project financial information to stakeholders, including project managers, team members, and external partners. He/she will also collaborate with other departments within the organization, such as accounting and finance, to ensure accurate and timely financial reporting.

Desired

Additional skills and competencies

• Ability to build strong relationships with clients, focus on impact and result for the client and respond positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrate good oral and written communication skills

Required Language(s) (at working level)

• Fluency in the English Language.

Professional Certificates

• Qualifications and/or industry certification and /or demonstrable experience in the following applications: Microsoft Office (advanced user certification of MS Access, MS
• Excel and MS Word are desirable).

How to apply:

All applications will be received and Reviewed through Brightermonday Portal by Clicking on the 'Apply Here' section