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
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 .
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 21 st 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 .