National Contract – Agency Management Officer M/F job at AFD Group | Apply Now

Contribute to the smooth running of the agency by ensuring all or part of the administrative, financial, budgetary and/or logistical management , and in particular:

• In liaison and under the authority of the PGR in Nairobi, act as focal point for the Kampala agency on various subjects (compatibility, budget, real estate and HR administrative management)

• Ensure budget monitoring

• Ensure administrative management of HR issues

• CIL correspondent for the AFD agency in Kampala

Treasury:

• Bank account management:

• Prepare payments to suppliers, administrations, etc. by transfers, checks, direct debits, etc.

• Monitor and carry out supplies

• Send monthly bank statements to the PGR (Regional Management Platform/Center)

• Monitor bank authorizations during changes of management.

• Process VAT refunds to the tax authority (URA).

Expense tracking:

• Ensure payments and collect invoices in good and due form

• Keep a chrono file for tracking expenses, indicating the wording, the amount paid, the date, etc. And ensure validation of the extraction of the chrono file for the period concerned by the signature of the authorized person

• Prepare supporting documents for sending to the PGR

• Monitor paper archiving and the shared file in compliance with the defined nomenclature

Budget:

• Preparation of the initial budget and the HR budget file on BUDGEO

• Preparation of the R&O

• Preparation of the PDFA

• Preparation of the landing

• Monitoring and analysis of budget lines according to the need determined by the agency management

• ​​Completing the various budget tables and providing response elements when justifying the various budgetary exercises in connection with the PGR

• Preparation of the end-of-year execution report

Customer Invoicing:

• Issuing customer invoices and monitoring payments (in conjunction with management support which handles supplier relations)

• Monitoring invoicing timelines

Fixed Asset Monitoring:

• Carrying out physical inventories and reporting them to the PGR

• Ensuring that the invoice and GLA journal are sent to the PGR for each asset acquisition, exit and site transfer in order to facilitate updating on FRP

HR Monitoring:

• Support the Agency Management in drafting/renewing agents’ employment contracts

• Establishing pay slips and carrying out the necessary procedures for declarations to social security and the tax authority

• Monitoring and justifying payroll variables

• Monitoring and justifying the financing facilities table

Local IT Correspondent

• Ensure that all office IT needs are met (including preparing workstations for new arrivals and departures),

• Maintaining an IT inventory, coordinating with suppliers on all IT aspects, including Internet, repairs and maintenance, new supplies, etc.

Interim Administrative Assistant

• Collecting quotes and invoices from suppliers while ensuring their compliance,

• Ensuring the processing and tracking of mail, including physical and electronic archiving of letters,

• Monitoring deadlines: Receiving due date notices, drafting the corresponding letters for validation by project managers, monitoring and following up on reimbursements by counterparties, feeding the due date tracking table in conjunction with Agency Management,

• Making hotel and flight reservations for missions and trips, and preparing mission orders,

• All other tasks assigned by Agency Management.