Senior Associate- Finance and Administration job at Alliance of Bioversity International | Apply Now

Administrative duties

• Coordinate overall administrative tasks for the ILRI- Uganda office in collaboration with ILRI research programs, projects and support units as required.

• Manage country office assets and provide updates on regular basis on inventory listing and insurance.

• Coordinate overall maintenance and repairs for office facilities or premises.

• Oversee the provision/allocation of office space to staff, consultants, and guests.

• Draft LOAs/MOUs administered from Uganda ILRI Country Office in accordance with organizational templates; circulating through clearance process; ensuring approved LOAs/MOUs are dispatched to the partner; and tracking for renewals.

• Plan, organize and convene for meetings (internal and external), seminars, workshops, and conferences.

• Arrange visas, flight tickets, accommodation, and car rental for staff’s travels domestically and internationally.

• Draft contracts and payment sheets for ILRI- Consultants in liaison with supervisors and Bioversity Finance department.

• Update and maintain the ILRI consultants’ database.

• Oversee the installation and good working order of all health and safety equipment in ILRI office.

• Ensure all ILRI -Uganda projects have ethical clearance from the Institutional Research Ethics committee (IREC) and National Research Ethics Committee (REC).

• Ensure all ILRI – Uganda projects have Research Permits to operate in Uganda by liaising with Uganda National Council for Science and Technology (UNCST)

• Liaise with Ministry of Agriculture Animal Industry and Fisheries (MAAIF) to get export permits for on behalf of scientists.

• Liaise with UNCST to get Material Transfer Agreement clearance for Scientists that want to ship their samples for further analysis to different countries.

  
  

Cash management.

• Oversee the effective running of banking operations ensuring all bank/cash accounts are duly reconciled and balances maintained for seamless office requirements.

• Ensure payments and liquidated expenses are duly documented, posted and stored in accordance with institutional financial procedures and GAAP.

• Prepare the monthly bank reconciliation by 2nd of every month and follow up on any reconciling items.

• Prepare quarterly cash projections and seek the approvals before submitting to Head office for payment.

• Prepare monthly petty cash reconciliation and submit approved petty cash certificate to Headquarters by 2nd of every month including supporting documentation per policy.

• Monitor expenses of the host organization’s account and ensure that invoices are submitted and paid on time as per hosting agreement between Bioversity and ILRI.

Reporting, budgets and Audits

• Ensure that expenses are coded correctly and charged to the correct project code

• Liaise with the host organization to obtain monthly report on time, review for accuracy, code, and post in the financial system.

• Prepare monthly reports for country projects and submit to the country representative for review.

• Generate ageing report for staff and commercial suppliers, follow up on long outstanding items.

• Assist the country representative in budget proposal preparations.

• Assist in annual institute auditing process and project specific audits.

  
  

Payments, Record Keeping and travel management.

• Ensure that payments are fully supported as per institution policies.

• Timely processing of other payments claims payable, consultants, staff personal accounts withdrawals, supplier invoices and other payments.

• Book the payments in the financial system, attach a soft copy of the supporting documents, and notify the DFM at the headquarters for posting.

• File copies of the supporting documents and submit the originals at the end of the month to the headquarters for filing.

• Review travel advance request for country staff and in accordance with policy and ensuring that all expenses are supported by receipts and scanned copies attached in the financial system (OCS).

• Coordinate with the DFM at the headquarters to have country pre qualified vendors accounts created in the financial system (OCS)

• In collaboration with the procurement committee, ensure the procurement of goods and services at ILRI-Uganda (including the process of identifying, evaluating and recommending potential suppliers/service providers).