Administration
Empowering Women and Girls
Total des années d'expérience :28 years, 3 Mois
Provide technical, Administration, Human resource and Procurement support to the organization; assist the Executive Director Operations development and maintain effective Procurement and administration systems and controls are in place and implemented.
Specific roles include:
•Provide administrative leadership to ensure smooth functioning of TERREWODE and the Hospital
•Prepare quarterly and yearly reports in a timely manner
•Maintain an integrated central filing system
•Develop and maintain functional and efficient human resources management and administration systems, processes and procedures.
•Conduct induction and orientation for all new employees
•Ensure all HEPS procurement guidelines are adhered to.
•Actively engage and support the program teams in procurement planning and ensure timely delivery of project inputs and activity.
•Maintain auditable records of all procurement and Administrative processes which result in high process compliance
•Administer contract performance including delivery receipt warranty, damages and insurance.
•Maintain up to date stock records and inventory in the store.
•Participate and support in the Human resource processes ie recruitment of staff, timesheets are filled, leave forms filled, staff placed well.
•Supervise support staff and ensure that they have rightful tools to perform well
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•Ensure that all vehicles are repaired, serviced, fuel consumption monitored, and movement for staff is well coordinated.
•Responsible for monthly updating of inventory and asset register.
•All cash/cheque advances for procurement are accounted for in an appropriate and timely manner and entered in the system and filed.
•Carry out Market survey on prices of goods and services.
•Support the Executive office
Name of Employer: Coalition for Health Promotion and Social Development, HEPS Uganda
Provide technical, Procurement and administration support to the organization; assist the Director Operations development and maintain effective Procurement and administration systems and controls are in place and implemented.
Specific roles include:
•Ensure all HEPS procurement guidelines are adhered to.
•Actively engage and support the program teams in procurement planning and ensure timely delivery of project inputs and activity.
•Maintain auditable records of all procurement and Administrative processes which result in high process compliance
•Administer contract performance including delivery receipt warranty, damages and insurance.
•Maintain up to date stock records and inventory in the store.
•Participate and support in the Human resource processes ie recruitment of staff, timesheets are filled, leave forms filled, staff placed well.
•Supervise support staff and ensure that they have rightful tools to perform well
•Ensure all documents are filed off in a manner that is easily accessible.
•Ensure that all vehicles are repaired, serviced, fuel consumption monitored, and movement for staff is well coordinated.
•Responsible for monthly updating of inventory and asset register.
•All cash/cheque advances for procurement are accounted for in an appropriate and timely manner and entered in the system and filed.
•Carry out Market survey on prices of goods and services.g of goods;
Provide technical, finance and administration support to the organization; assist the Finance Manager to ensure development and maintenance of effective accounting system; and ensure Procurement and administration systems and controls are in place and implemented.
Specific roles include:
•Prepare books of accounts and respective financial reports
•Submit monthly financial reports as per donor reporting requirements to FM
•Provide monthly budgetary performance and variance analysis to the FM
•Enter financial transactions in Quick books promptly.
•Furnish information to budget holders on spent and unspent budget balances.
•Management of petty cash Imprest system of the project.
•Participate in the internal/external audit
•Review grantee financial documents.
•Ensure all documents are accounted and filed.
•All cash transactions entered in the system and Bank reconciliations
•Procurement and stores management.
Provide technical, finance and administration support to the organization; assist the Finance Manager to ensure development and maintenance of effective accounting system; and ensure administration systems and controls are in place and implemented.
Specific roles include:
•financial budgeting and reporting
•management of petty cash Imprest system of the project.
•internal/external audit
•financial policies and financial controls
•track expenses and other financial transactions
•Review grantee financial documents.
•Ensure all documents are accounted and filed.
•procurement and stores management.
•administration
•team working and team building/matrix relationships.
•Fundraising
Provided office services by implementing administrative systems, procedures and policies.
Specific roles included the following:
•Assisted project staff in preparing for project activities by providing clerical support services such as photocopying and printing activity programmes
•Maintained recordkeeping systems, office layout and petty cash management
•Prepared financial requisitions for the office utilities and consumables
•Supported office staff by providing information and following up pending administrative activities and reminding relevant personnel of their pending tasks
•Coordinated both local and international travel by booking air tickets, preparation of requisitions for travel facilitation and all other necessary preparations for travels.
•Took minutes of all meetings (Staff and update meetings) and kept good records thereof.
•Ensured that the compound is neat at all times and that the office environment is hygienic
•Managed office equipment such as computers, office telephones, and furniture and regularly
made reports on their functionality and status.
•Maintained supplies inventory by checking stock to determine inventory levels; anticipated needed supplies; placed and expedited orders for supplies; and verified receipt of supplies.
•Maintained workflow by studying methods; implementing cost reductions; and developing reporting procedures
•Participated in all other HEPS activities and programs, as assigned by my Supervisor
include the following:
I worked closely with the Finance Manager, to manage the company’s accounts and procurement activities. I also provided leadership for the purchasing department and motivated staff to achieve maximum performance and efficiency. I made sure that the Accounts Department works within all of the company’s operational procedures.
•Oversaw the financial and accounting activities; established and maintained internal control systems for receipt and expenditure of funds, guidelines and procedures.
•Controlled expenditure in line with the approved budget and donor requirements and produced timely periodic and annual accounts and reports.
•Played an integral role in the budget preparation processes.
•Ensured security, integrity and compliance in all bank transactions and made timely bank reconciliations.
•Provided operational support to Project Coordinators and Field Officers on the expenditure management.
•Processed and coded expenditure and any other funds in accordance with approved work plans and budgets.
•Organized regular review meetings to discuss various financial and accounting issues and queries
•Oversaw audit planning; scheduled preparations and explanations; reviewed results and implemented management recommendations.
•Managed the office and ensured proper maintenance of office records, procurement and use of office supplies as well as equipment and assets.
•Organized/coordinated recruitment of staff, maintenance of personnel records, appraisal of staff and identifying appropriate training needs.
•Prepared travel documents for staff in accordance with policies and procedures
•Prepared Bid documents.
On behalf of SOCADIDO, I prepared accountabilities and participated in the audit programmes with different audit firms attached to the under listed collaborating/partners organizations that worked in Teso region through SOCADIDIO:
•WaterAid Uganda, Katakwi
included the following:
•Prepared programme financial reports to the donors.
•Participated in preparation of monthly, quarterly and annual financial reports for both the donors and the Board.
•Handled personnel matters, including custody of appointment letters; computed accurate salary calculations; prepared monthly payrolls; and made necessary deductions (such as PAYE and NSSF).
•Received accountabilities for all activities and properly reconciled with advances.
•Acted as custodian for organization cheque books and bank deposit books
•Prepared monthly bank reconciliations
•Receipted and banked all funds received by the Organization.
•Ensured that paid out vouchers were properly coded and filed properly.
•Prepared financial records for audit.
•Prepared VAT for both outgoing and incoming invoices.
•Maintained Vehicle Registers, Repairs and mileage computation.
•Carried out petty and cash payment and reconciliations at the end of each day.
Making financial payments
Bank reconciliations
Pay roll preparation
Preparation of financial reports
Custody of valuable equipment
Handling accountability
Budgeting
included the following:
•Prepared payment vouchers with correct supporting documents
•Ensured approval of vouchers and processed then ready for payment
•Filled and stored relevant information in the files in a manner that they were easily retrieved
•Posted data in the cash analysis.
•Guarded against loss of documents.
•Prepared reports of collaborating organizations.
•Prepared Bank reconciliations.
Other major assignments participated in/accomplished.
On behalf of HEPS Uganda, I participated in the following key assignments:
•Produced the procurement manual for HEPS Uganda, Prequalified suppliers for the for the organization for 2018/2020
•The Clinton Health Access Initiative (CHAI) - I supervised the Survey in Eastern Region, on the assessment and management of childhood illnesses and availability of medicines in public and private health facilities for children under 5years
I handled the
courses: Uganda Ordinary and Advanced Certificates in Education, (Ngora High School) OTHER CERTIFICATION AND TRAININGS OBTAINED •Certificate in Financial Management for Donor Funds from Multitech Management Consultants Kampala. •Certificate in Financial Management for Managers and Accountants from Multitech Management Consultants Kampala. •Certificate in Finance for Non-Financial Managers from ACLAIM AFRICA.