Project Accountant & Administrator job at Farm Africa | Apply Now

Accounting and Finance – managing income and expenditure processing, and maintaining accurate financial records – in particular:

• Ensuring that proper accounting records are maintained across all field sites including debtor and creditor listings and staff working advance records, carrying out monthly reconciliations

• Ensuring prompt and accurate accounting for all project income and expenditure using SUN templates

• Coding and gaining authorisation for all expenditure according to Farm Africa procedures

• Ensuring timely payment of all invoices and expenditures.

• Ensuring enough cash available for smooth implementation of the project by preparing and submitting monthly cash forecast to the Uganda Country Office

• Ensuring the field office has sufficient cash available to meet project running costs.

• Undertaking regular banking duties including checking of balances, prompt cash and cheque deposits, collecting bank statements periodically as may be required. And acting as a bank agent for Farm Africa.

• Performing monthly general ledger accounting reconciliations and analysis ensuring accuracy of ledger and month end reporting in accordance with GAAP, organisational policy and donor regulations. This includes reconciliations of bank, cash, SWA, Prepayments and creditors/Inter-project accounts

Financial reporting including:

• Supplying accurate and complete monthly project accounts to the Country Office team.

• Producing financial reports in line with donor reporting requirements Reviewing and providing timely feedback on monthly Budget Monitoring Reports.

• Monthly submission of detailed transaction reports to Kampala as required for monthly donor reporting.

• Collating and submitting all accountabilities on a quarterly basis to the donor for physical verification.

• Working with the Finance Manager (based in Kampala) to ensure that all donor reporting requirements are met.

Budgeting and budget management tasks including:

• Assisting the Project Coordinator with preparing and checking of budgets during the annual planning process.

• Assisting the Project Coordinator with preparing and checking budget revisions during the year as required.

• Weekly upload of all Farm Africa transactions to QuickBooks/SUN

• Maintaining accurate and up to date expenditure records that allow real time monitoring of expenditure against budget for every budget line.

Ensuring compliance with standards contained in the Farm Africa Finance Procedures Manual, and in particular:

• Advising the Project Coordinator and/or Country Representative on relevant budgetary control measures to address any identified weakness in policy and/or practice. Feeding back any pertinent financial management issues to the Finance Manager and/or Country Representative.

• Ensuring annual project audit is carried out on time and conducted in an organized manner

• Ensuring all procurement is carried out in adherence to Farm Africa’s procurement policies.

• Ensuring effective contract management at the field office level through regular (quarterly/biannually) review/feedback meetings with service providers, keeping an updated contract tracker.

• Ensuring time sheets are completed where necessary (any staff member who is not 100% dedicated to the project)

• Ensuring driver and vehicle logbooks are in place, that fuel records for all vehicles are analysed monthly, and that cars and motorcycles are comprehensively insured are being maintained and serviced according to supplier guidelines.

Playing a key role in delivering the wider objectives of Farm Africa’s AGRA project including:

• Facilities management for the field Office

• Assisting with facilitating monitoring and communications visits from Donors and/or the wider Farm Africa team

• Maintaining proper personnel files for the AGRA project team such as leave records, annual appraisals and general personal records.

• Undertaking any other duties as reasonably requested by the project coordinator

Playing a Play an active role as a member of the Farm Africa Country team

• Contribute to the development and implementation of Farm Africa’s strategy Identify and explore opportunities to grow and expand the country project pipeline, both in relation to the current project or related to new project opportunities

• Work with the Programme Manager, Country Representative and the Programme Funding Unit to prepare funding proposals where requested, ensuring that any lessons learned during implementation are documented and built into future project design.

• Participate in country-level or Pan-Farm Africa programme meetings with other project coordinators, as reasonably requested.