JOB DESCRIPTION UGANDA LOCAL GOVERNMENTS ASSOCIATION (ULGA) JOB DESCRIPTIONS

Transcription

1 UGANDA LOCAL GOVERNMENTS ASSOCIATION (ULGA) JOB DESCRIPTIONS AUGUST 2015

2 Contents SECRETARY GENERAL S OFFICE... 3 SECRETARY GENERAL... Error! Bookmark not defined. EXECUTIVE ASSISTANT... 3 FINANCE DIRECTORATE/DEPARTMENT... 6 MANAGER FINANCE AND ADMINISTRATION... 6 FINANCE OFFICER/ACCOUNTANT ACCOUNTS ASSISTANT OPERATIONS/ ADMINISTRATION OFFICER FRONT DESK ASSISTANT PROCUREMENT ASSISTANT DRIVER OFFICE ATTENDANT COMMUNICATIONS/ PR OFFICER IT ASSISTANT RECORDS ASSISTANT PROGRAMS DEPARTMENT MANAGER PROGRAMS POLICY RESEARCH AND POLICY ADVOCACY OFFICER ECONOMIST MONITORING AND EVALUATION OFFICER MEMBERSHIP SERVICES/ INSTITUTIONAL DEVELOPMENT DEPARTMENT MANAGER MEMBERSHIP SERVICES AND INSTITUTIONAL DEVELOPMENT LEGAL OFFICER RESOURCE MOBILIZATION OFFICER TRAINING & CAPACITY BUILDING OFFICER LOCAL GOVERNMENT CONSULTING GROUP BUSINESS DEVELOPMENT MANAGER ACCOUNTS ASSISTANT LGCG... 91

3 SECRETARY GENERAL S OFFICE EXECUTIVE ASSISTANT Job Title: Executive Assistant Prepared: July 2015 Directorate/ Department: Office of Secretary General Job Family: Secretarial Reports to: Secretary General Grade: Location: Direct Reports: ULGA Secretariat Job Role Role Overview: To manage the office of the secretary general and provide the necessary administrative and secretarial support it requires. Accountabilities Key Accountabilities / Responsibilities: 1. Manage incoming and outgoing calls in the office of the secretary general Key Activities Develop and implement a mechanism to manage calls and free up the SG s work schedule Keep a record of all incoming and outgoing calls Direct calls to the rightful persons Respond to calls that require immediate response within her jurisdiction. Provide information to the clients in a timely manner 2. Provide support to the office of the secretary general. Draft, word process, edits letters and memos for the secretary general s signature. Receive, stamp, sort, review, and record all mails that come to the office of the secretary general. Make and receive calls and forward incoming calls to the respective stakeholders in line with ULGA policies and practice Check and read s and respond accordingly in line with the organization policies and procedures Follow up on letters and documents to and from the secretary general s office to the respective units for action and feedback in line with the practice

4 3. Organize internal and external meetings, trainings, workshops and conferences in line where the secretary general has to attend 4. Manage the office of the secretary general 5. Maintain a diary for the Secretary General s appointments, receive visitors. 6. Perform administrative duties 7. Reporting Organize internal and external meetings, trainings, workshops and conferences in line with the unit s strategy Draft invitation letters Prepare a budget for the workshop and seek for approval as per policy and the concept note Follow up the invitation to confirm attendance Follow up on logistics like transport, allowances, first aid facilities etc. sin line with the schedule of the meeting/trainings Ensure proper room arrangement as per protocol in line with the expected participant Implement a robust hard copy and e-document filing system for the SG s office File documents in line with ULGA s records management policies Take minutes of meetings as assigned by the SG Ensure that information relevant to the organization and clients is available & within reach for example the brochures, newsletter etc. Provide information to the clients in a timely manner Maintain diary for the Secretary general, ensuring ALL critical assignments, schedules and meetings are adequately scheduled. Receive visitors and brief them on ULGA activities and arrange follow up if necessary according to the known ULGA practices Make, keep records and update of the Secretary General. Make a programme/itinerary for the visitors to the unit and monitor their movement in line with their schedules Schedule meetings for the secretary general Receive clients Participate in the organisation meetings. Type the minutes Compile periodic reports to secretary general for the issues that need her/his attention. Compile departmental performance reports and other secretariatagreed reports in line with ULGA s reporting requirements Coordinate the dissemination of outputs of management meetings to relevant staff/stakeholders in line with instructions from the SG. Approximate number of people managed in total Matrix Manager (projects/dotted line) Team Leader Typical People Management Responsibility 1 (Office Attendant) None No

5 Role Dimensions This role influences outcomes directly and clearly controls the administration management activity for the office of the SG. In turns the result of the area/ function directly contribute to the functions / organisation's overall performance Financial (limits/mandates) Direct departmental budget: Organisation-wide expenditure Internal (to ULGA or team) ULGA Management team members, all ULGA Secretariat staff Person Specification No Key Relationships to reach solutions External Visitors, ULGA members, Contractors (catering, security, maintenance, information seeking, making appointments) Education & Certifications Degree or Diploma in Administration, Social Sciences, Commerce, BBA, or relevant field Essential Experience 2 years practical experience in a similar position in a busy institution. Essential Knowledge Experience in managing a PBX or switch board. Experience of working in multi-cultural environment Basic knowledge of Customer relations/ Regulations and records management Smartness and reflects the image of the organisation Knowledge and understanding of Administration and general Office practice Thorough understanding of Office security management Very versatile with the use of computers for word processing, spreadsheets, desktop publishing, web content management and internet communication technologies Essential Skills Communication skills Report writing Presentation skills Planning, organisation, time management, and coordination Fluency in written and spoken English Proficiency in MS Office Organisational awareness and service orientation Organisational Structure ( to be inserted)

6 Secretary General Executive Assistant This Job Description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs. It is part of every staff member's responsibility to contribute to ULGA s mission and comply to ULGA values Prepared by: Signature Date: HR, Reviewed by: Signature Date: Secretary General Accepted by: Signature Date: Name of staff FINANCE DIRECTORATE/DEPARTMENT MANAGER FINANCE AND ADMINISTRATION Job Title: Manager Finance & Administration Prepared: August 2015 Directorate/Depart ment: Finance & Administration Job Family: Finance Reports to: Secretary General Grade: ULGA 2 Location: Direct Reports: ULGA Secretariat Finance Officer(s), Consultants (if any) Job Role Role Overview: To provide financial management direction / leadership and guidance and ensure ULGA s overall strategic objectives are met within the framework of the ULGA s

7 Financial Management policies and procedures and the requirements of local and international financial management are adhered to and complied with Accountabilities Key Result Areas 1. Co-ordinate and guide the annual budgeting, forecasting and strategic planning exercise and ensure that these are consistent with best practices and in accordance with specific needs of development partners and ULGA 2. Develop frameworks for timely financial and management reporting and communicate to the teams, Review and Submit financial reports to the Board, Secretary General, management, donors, as specified in the ULGA Financial Policies and Management Framework 3. Develop, review, evaluate, and implement an internal control systems to maintain the financial integrity and comply with established ULGA corporate policies as laid down in Policies and Procedures Duties and Responsibilities Coordinate the process of financial forecasting for the 5-year strategy (includes translating the program plans into financial forecasts) Initiate the development of the financial strategy Review ULGA Finance Strategy, ULGA strategy identifying the annual strategic financial implications for ULGA and develop a broad budgeting, planning agenda/ share with the Finance team for implementation Review and update a resource Allocation Framework for effective allocation of financial resources Review various financial budgeting and reporting documents to ensure they are in line with approved budget submitted to relevant stakeholders/ donors/ partners Prepare financial forecasts of income and expenditure Review, revise and update ULGA budgets Check appropriate levels of resources at department/directorate levels as well as any members implementing ULGA Projects Prepare detailed expenditure budgets and summary budget tables Review & Submit management reports(tables), Financial Returns to, board and management and donors & relevant stakeholders Prepare and issue year end processing guidelines Review reporting system for effective monitoring of finances of ULGA and recommend improvements accordingly Authorization payments/sign Cheques and Web banking Review cash remittances requests to donors and from members implementing ULGA programs (if any) Review and disseminate changes /updates in the ULGA Finance Policy Manual Review period end processes and Procedures

8 4. Develop the capability of nonfinance staff in finance for nonfinance and support financial capacity building for LGs/members in line with ULGA policies and Strategy 5. Provide support and guide grants and contracts management to ensure adherence and compliance with ULGA policies & donor requirements 6. Supervise, and manage finance staff and functions in line with the HR Manual, Finance Policy 7. Liaise with internal and external auditors, communicate audit schedules and time tables to staff and follow-up on implementation of audit recommendations 8. Provide Technical advice and support on program financial matters to the Secretary General, donors, ULGA members and other staff as required from them 9. Review and approve Expenditure documents/reports and appropriate use of assets, facilities, materials, staff salaries Check whether resource reserve levels at Department/Directorate levels comply with the stipulated ULGA policy guidelines Prepare capacity building material to address the current training needs Conduct Training of finance and non-finance Staff Discuss and review and prepare training report Develop and supervise the implementation of annual capacity building programs for non-finance staff and LGs/members Review of proposal budgets and project risk matrices Review of donor reports for compliance with signed MOUs Review of donor agreements Review and approve the Donor Management Tracking frameworks/ tools for ULGA Attending to donor queries and concerns on financial issues Prepare, agree and communicate leave plan and ensure adequate cover and staffing in event of absence Develop work plans and set performance targets for finance staff Assess staff requirements and initiate/or make recommendations of filling the gap Setting up an enabling environment for staff performance, recognize and reward Carry out scheduled staff appraisals Organize and plan for staff development and training Discuss and prepare the engagement terms Coordination of external audits and respond to audit queries Enforce and follow up and the implementation of audit recommendations Develop & prepared and update and integrated audit action plan Interpret to users the financial policy and procedure manual Providing guidelines on exchange rate movements, inflation trends and other micro economic factors Technical advice on cost ratios and overheads cost consciousness Approve & authorization of Payments, Check & approve the pay roll Checking and approving bank and ledger Reconciliations

9 and all other expenditures in line with the Organisation s financial policies and procedures 10. Participate in Management meetings and make presentations to the Board, advise on optimal resource utilization and strategic decision making and follow up and report on agreed action points in line 11. Maintain the integrity of ULGA s Financial Information Management systems and ensure regular backups of financial information to minimize risk / impact or loss of data 12. Identify finance-related knowledge needs for ULGA and its members, coordinate the generation, storage and access to knowledge in line with the ULGA s Strategy Reviewing and approving contracts in line with the finance and procurement policies of ULGA Prepare and make presentations on financial matters in the meetings Provide financial advisory services to ULGA senior management Follow-up and implement key actions agreed on issues affecting the finance function in ULGA Check Continuity and functioning of ULGA s finance information system and other systems platforms ensuring timely renewal of licenses, access and necessary authorizations Schedule periodic data backup for the Financial Information systems in line with backup guidelines Review system versatility (as well as system improvement proposals) and identify system weaknesses and flaws and recommend changes to the relevant development project team Define key financial information requirements of stakeholders and develop mechanisms for periodic provision of this information Represent the organization / Unit in various finance-related knowledge sharing and learning forums, document and share feedback with the team Champion and track the use of finance-related knowledge in ULGA and amongst its members Track trends in contemporary financial management practices, document and provide advice/ recommendations on key developments to ULGA Management Approximate number of people managed in total Matrix Manager (projects/dotted line) Team Leader Typical People Management Responsibility 3 Board Finance Committee Chair Yes Role Dimensions

10 This role influences outcomes directly and clearly controls the financial activity of ULGA. In turns the result of the area/ function directly contributes to the proper work flow of the organisation and its cumulative performance. Financial (limits/mandates) Direct departmental budget: Organisation-wide expenditure Internal (to ULGA or team) ULGA Management, all ULGA staff, ULGA Members Person Specification To monitor the overall cash flow of the organisation. Yes Secretariat Budget Yes Key Relationships to reach solutions External Visitors, partners, field staff, volunteers, contractors (catering, security, maintenance, hospitality) Education & Certifications Essential Experience An Honours Bachelors Degree in either Commerce (Accounting) or Business Administration (Accounting) or Business Studies ( Accounting) or Finance and Accounting with full Professional Accounting Qualifications such as ACCA, CPA, ACIS, CIMA A minimum of 5 years working experience, with at least 3 at management level in accounting and finance preferably in local government or private or the NGO sector Essential Knowledge - Donor financial accounting procedures - GAAP, IAS/AFRS accounting requirements and budgeting - Word, Excel, financial information systems, vision excel and executive, as well as database and accounting packages. - Tax laws and systems in Uganda - Operations of sub grant partners/community based organizations Essential Skills Budgeting and budgetary control Analytical skills Asset/inventory management Capacity building skills Communication and networking Proven integrity Interpersonal skills Organisational Structure ( to be inserted)

11 Secretary General Manager Finance & Administration Manager Programs Manager Membership Services This Job Description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs. It is part of every staff member's responsibility to contribute to ULGA s mission and comply with ULGA s values Prepared by: Signature Date: HR Reviewed by: Signature Date: Secretary General Accepted by: Signature Date: Name of staff FINANCE OFFICER/ACCOUNTANT Job Title: Finance Officer/ Accountant Prepared: July 2015 Directorate/ Department: Finance and Administration Job Family: Finance Reports to: Manager Finance & Administration Grade: ULGA 3 Location: Direct Reports: ULGA Secretariat Accounts Assistant Job Role Role Overview: To provide financial management support, monitoring and coordination of activities within the framework of ULGA and ensuring all policies & procedures, donor regulations, accounting standards and local laws are complied with at all times Accountabilities

12 Key Accountabilities / Responsibilities: 1. Prepare the monthly payroll and ensure completeness and timely submission of statutory deductions to the relevant authorities (URA, NSSF and Local Government) 2. Verify authenticity of payments and accountability documents and process financial transactions for ULGA in line with ULGA policies, International Accounting Standards, statutory requirements and Best practice 3. Manage, monitor the utilization and maintain an up-to-date Asset register in line with the ULGA finance Policy Manual Key Activities Request, compile and consolidate payroll information Update the payroll system in consultation with the HR unit, print and seek approval Prepare the payroll file for salary payment Prepare the payroll file for input into the Financial Information System Compile tax information, fill the URA tax return forms, file the return on URA web and upload for payment Submit the payment registration and URA returns to bank and URA respectively Check the arithmetic and coding accuracy, completeness, consistency of support documents and compliance with tax regulations and other guidelines of all payment vouchers In consultation with staff (QUERIES) Check the arithmetic and coding accuracy, completeness, consistency of support documents and compliance with tax regulations and other guidelines of all staff accountabilities and Summarize accountability details by filling in the JV form Write, update the relevant records, ensure approvals and issue cheques Issue cash and update cash position Upload payments on web banking, update the cash position and follow up their approval Update of Fixed Assets Register and Diary, ensuring appropriate accounting for Fixed Assets (including proper treatment of depreciation) Verify all ULGA assets are under insurance cover at all times and renewed whenever policies expire Carry out any stock take and fixed assets verification exercise 4. Receive, record and report on membership contributions in line with ULGA s finance policy Receive cheques and bank them Record, receipt, and update member contribution schedule Review bank statements to verify member contributions and update records accordingly Prepare and send invoices to members 5. Prepare and submit periodic financial reports, schedules, Tables in line with the ULGA Finance Policy and statutory requirement to the Manager Finance & Administration on time for review and submission Prepare management Accounts, Reporting Schedules, Tables to the Finance Director for review and submission Follow up and monitor performance of various departments through variance analysis to identify adverse trends and notify Management for action Production of quarterly expenditure report for the Association Check and follow-up all monthly tax payments, statutory & regulatory deductions & other returns etc are accurate & complete as well as they are remitted in time

13 6. Manage the treasury function; monitor Petty Cash, Banking and the liquidity position of the organization to ensure ULGA meets its financial obligations as they fall due in line with ULGA Finance Manual 7. Coordinate the Planning and develop the annual budgets in line with ULGA policies, guidelines, donor requirements and Best practice 8. Prepare for and respond/attend to the needs of internal and external auditors and implement recommendations in line with the ULGA Finance Policy Consolidate periodic cash flows for review to DoF Check / Monitor funds availability in all bank accounts Review departments and units cash requests and recommend for approval Prepare and submit Funds Remittance Requests as per approved donor funding guidelines Prepare foreign exchange processing and related bank transfer instructions Review and carry out petty cash count Review the ULGA Finance Policy and the donor and budget guidelines and provide / document guidance to relevant stakeholders Coordinate/consult and Make budget estimates of the planned activities and make comparisons between last year's budgets to the current year's budget to ascertain realism Prepare the budgets as per the requirements of the ULGA Finance policy Prepare audit schedules as per checklist made available and any other pertinent supporting analysis. reports and other relevant schedules for internal and external auditors Participating in pre- & post (exit) audit meetings Communicate and discuss in time and in desired format audit requirements to ensure that audit timetables and guidelines are adhered to Follow up responses and clear audit issues both internal and external Approximate number of people managed in total 2 Matrix Manager (projects/dotted line) Team Leader Typical People Management Responsibility Secretary General Yes Role Dimensions This role influences the outcomes of financial management & controls for ULGA which therefore helps in achieving value for money and no transactions done on any of the accounts without following the right stipulated procedures and guidelines in place Financial (limits/mandates) Direct departmental budget: Organisation-wide expenditure Internal (to ULGA or team) ULGA Management team members, all ULGA Secretariat staff, ULGA members Person Specification No Yes Key Relationships to reach solutions External, Donors, Banks,Contractors (, banking funds, Processing payments and collecting member contributions)

14 Education & Certifications Accounting/ Finance Degree + 3 years accounting experience OR ACCA + 2 years accounting experience. Essential Experience A minimum of two years working experience in accounting and finance preferably in a donor-funded organization Essential Knowledge Donor financial accounting procedures GAAP, IAS/AFRS accounting requirements and budgeting Word, Excel, financial information systems, vision excel and executive, as well as database and accounting packages. Tax laws and systems in Uganda Operations of sub grant partners/community based organizations Essential Skills Budgeting and budgetary control Analytical skills Asset/inventory management Capacity building skills Communication and networking Proven integrity Interpersonal skills Organisational Structure ( to be inserted) Manager Finance and Administration Accountant Accounts Assistant This Job Description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs. It is part of every staff member's responsibility to contribute to ULGA s mission and comply to ULGA values Prepared by: Signature Date:

15 HR Department, Reviewed by: Signature Date: Secretary General Accepted by: Signature Date: Name of staff ACCOUNTS ASSISTANT Job Title: Accounts Assistant Prepared: July 2015 Directorate/Depart ment: Finance and Administration Job Family: Accounting Reports to: Finance Officer Grade: ULGA 4 Location: Direct Reports: ULGA Secretariat None Job Role Role Overview: To give financial support to ULGA management and staff and provide administrative support to the Finance Team in line with ULGA Policies and procedures Accountabilities Key Accountabilities / Responsibilities: 1. Make remittances to Statutory bodies and payments in line with Statutory requirements and the ULGA Finance Policy and the Budgets Key Activities Submit the remittances to the relevant statutory authorities Make appropriate payments to casual & temporary staff as stipulated in the Labour laws. Prepare the payroll in liaison with the OPS/Admin Officer and make deductions as required e.g. staff salary advances, private mileage, Medical, SWS, NSSF & PAYE as guided by statutory requirements Prepare & write vouchers for payment of NSSF and PAYE as guided by statutory requirements Prepare payments, cheques, vouchers and receipts Liaise with banks to receive and deposit money on behalf of the organisation Ensure the safe custody of money in line with finance policies and procedures Make daily bank and petty cash payments to staff and clients

16 Maintain & update staff debtors & advance registers Make and review documents to ensure that payments are in line with authorization levels & structure. Make schedules for monitoring of prepayment accounts e.g. fuel, rent, electricity & water Make schedules for monitoring accruals & creditors Prepare cash flow forecasts as guided by the department plans & budgets Update bank and petty cash books on a daily basis Maintain cash flow levels to cater for payments in line with finance policies and procedures. 2. Generate monthly reports and statements for financial management as stipulated in the ULGA Finance Policy, and submit them to the Accountant Give explanations/clarifications about the report /statements by use of supporting documents. Write up financial reports. Relate the monthly cash flow forecast to the department, project and plans & budgets File supporting documents e.g. payment vouchers, invoices, orders, and quotations & issue delivery. Prepare & write vouchers as guided by the sun chart of accounts Input primary data through the Accounting system to be used generating monthly financial reports. Extract and report financial data in the simplest form that can be understood by staff and LGs Explain to the Suppliers, LGs, regarding ULGA financial policies and procedures. 3. Prepare variance reports and expenditure analysis for the departments and seek clarification from the budget holder in line with the ULGA Finance Policy. Support staff in the interpretation of report as stipulated in the ULGA Finance Policy Make a critical follow up on payments and accountabilities of staff and clients Make appropriate payments for the proper expenditure levels. Make appropriate payroll deductions for the proper payments and reconciliation Prepare monthly funding reports to different donors Prepare monthly bank reconciliation statements for all the bank accounts Follow up on staff advances - ensuring that all advances are promptly booked into the advance register and accounted for in time as per the Finance policies and procedures. Prepare monthly expenditure analysis reports for each department in line with finance policies and procedures Support the departments to prepare quarterly budget forecasts for their activities in line with the approved budgets.

17 Support budget holders to monitor their budgets and activities before a payment is done. Make adjustments and clarify on the explanations given by the programme officers regarding the variances. Make the reconciliation on how the expenditures have been categorized basing on what was in the budget. Prepare cash flow forecasts as guided by the project plans and budgets for project, departments and implementing LG partners (where available). Make a follow up of the adjustments in the budget and plans in comparison with the proposals. Support staff on codes to be used in payment requests and accountabilities in line with department and programme activities. Cross check the codes used before in putting them in the system 4. Manage stores and other organizational assets as per ULGA Finance policy. Identify equipment and facilities requirements for departments from their plans and budgets Make purchases within the budget limits and in line with approvals from the finance manager. Identify the needs of other departments, get requisitions & consolidate requisitions ready for procurement. Support procurement to maintain stock by replenishing according to reorder level. Receive, check and store materials as per the authorized orders Issue materials to departments as required in line with financial policy guidelines Arrange stock in an easily accessible manner i.e. well labeled & placed to avoid accidents & damages. Update stock card on a daily basis so as keep track of stock movements. Prepare & maintain a fixed assets register showing location, condition & value of the assets. Prepare stores, inventory asset reports and maintain the inventory register. Carry out a monthly physical stock count and relate to the stock cards to get to know actual variations in case of any. Identify obsolete and damaged stock from the store to be written off. Identify non-stock items held in store and clear them off. Maintain a file for store records e.g. delivery notes, invoices, goods received & orders in order to carry out stock taking, checking & end of year stock valuation. Compile charges to departments and submit reports to the Finance Officer/Accountant as per the ULGA finance policy Carry out annual consolidated stock valuation, prepare reports and submit to the line manager

18 5. Support budget development for the department in line with ULGA Finance policies and procedures and budget guidelines Make budget estimates of the planned activities Consolidate the budgets as per the requirements of the Finance Policy. Determine expenditure levels of the Finance Section. Make comparisons between last year's budget to the current year's budget to ascertain realism. Guide departmental staff in budgeting in line with the ULGA Strategy. Disseminate information pertaining budgeting to departmental staff Approximate number of people managed in total Matrix Manager (projects/dotted line) Team Leader Typical People Management Responsibility Manager Finance & Admin No Role Dimensions This role influences outcomes directly and clearly controls the administration management activity for ULGA. In turns the result of the area/ function directly contribute to the functions / organisation's overall performance Financial (limits/mandates) Direct departmental budget: Organisation-wide expenditure Internal (to ULGA or team) ULGA Management team members, all ULGA Secretariat staff Person Specification No Yes Key Relationships to reach solutions External ULGA members, Contractors (catering, security, maintenance, information seeking) Education & Certifications A Bachelors Degree in Commerce, Accounting, Business administration or a relevant field. Professional certification with ACCA,CIMA or CPA (Level 2) is a requirement. Essential Experience At least two years working experience in a large reputable organization Essential Knowledge Knowledge of accounting information processing packages Computer literacy Interpersonal skills, written and oral communication skills, including the ability to communicate effectively within all levels in the organization High Level of integrity.

19 Essential Skills Communication skills Financial Report writing Stores Management Planning, organisation, time management, and coordination Fluency in written and spoken English Proficiency in MS Office Organisational awareness and service orientation Organisational Structure ( to be inserted) Manager Finance and Administration Accountant Accounts Assistant This Job Description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs. It is part of every staff member's responsibility to contribute to ULGA s mission and comply to ULGA values Prepared by: Signature Date: HR Department, Reviewed by: Signature Date: Secretary General Accepted by: Signature Date: Name of staff OPERATIONS/ ADMINISTRATION OFFICER Job Title: Operations/Administration Officer Prepared: August 2015

20 Directorate/ Department: Finance and Administration Job Family: Administration Reports to: Manager Finance & Administration Location: Direct Reports: ULGA Secretariat Grade: ULGA 3 Front Desk Assistant, Procurement & Logistics Assistant, Job Role Role Overview: To provide administrative support to ULGA s Secretariat and ensure effective maintenance of its facilities in order to support the Association s activities. Accountabilities Key Accountabilities / Responsibilities: 1. Coordinate the planning and implementation of ULGA s Facilities Management initiatives in line with relevant laws and ULGA s policies 2. Setup, monitor and coordinate security initiatives for ULGA s secretariat premises Key Activities 1. Develop and lead the implementation of ULGA s facilities Management strategy in line with ULGA s organizational strategy 2. Plan for and ensure effective maintenance of ULGA s premises in line with the approved facilities management plan 3. Participate in the preparation and management of the administration budget 4. Ensure that the premises have adequate utilities and present the Utility bills to the Directorate of Finance for payment 5. Coordinate, monitor and periodically report on the performance of the services provided at the ULGA facilities (e.g. Cleaning, sanitary, catering/ kitchen, landscaping/gardening etc.) 6. Ensure that all ULGA work environmental issues are adequately planned for and implemented in line with the facilities management plan (e.g. energy saving, recycling, space management, health, safety, equipment use etc.). 1. Coordinate security or its enforcement for ULGA, and advise ULGA management on security enforcement procedures/ policies. 2. Coordinate security and support for special events and train ULGA staff on basic security requirements and protocol. 3. Supervise the outsourced security staff/ team in line with ULGA s security policy 4. Keep custody and provide security of the ULGA secretariat s equipment, keys in line with the ULGA Security guidelines 5. Develop and implement mechanisms for security incident monitoring, tracking, reporting and management in line with ULGA s security policy

21 3. Develop, appraise, support and maintain a competent& motivated team through giving constructive feedback, coaching and mentoring in accordance with the human resources manual 4. Contribute to the development, review of and monitoring of the ULGA Administration related policy 5. Provide administrative support/ backup to the department in line with instructions from the supervisor/ line manager 6. Supervise the implementation of the secretariat s HR function in line with the ULGA Strategy and HR Manual 1. Set, agree and document performance targets and periodically monitor and review the performance of the OPS/Admin staff against targets, recommending necessary management action 2. Provide coaching and mentoring of unit staff in line with ULGA s HRM.. 3. Prepare agree and communicate the team s leave schedule to HR. 4. Facilitate Induction process of new staff in the unit as well as the ULGA Secretariat (in administrative issues) according to the ULGA HR Policy and Procedures. 5. Set up an enabling environment for staff performance, recognition and reward. 1. Bench mark best practices and comparator organizations policies, document and draw lessons and recommend improvements to ULGA s administration function for management actions 2. Coordinate and monitor the review, development and implementation of various administration policies and procedures to cover the policy needs/gaps 3. Keep track of, and disseminate updates on policies, procedures, guidelines and other Administration-related information to staff 4. Maintain an up-to-date status report on all ULGA administration-related assets (including running costs, staff use etc.) 1. Supervise the operations of the registry to ensure adequate filling and storage of records to facilitate quick retrieval 2. Monitor document movement, set up guidelines and provide advice to the Front Desk and Procurement Assistants on issues related to their work 3. Keep safe custody of ULGA s sensitive documentation and track their movement 4. Provide administrative support to officers in organising meetings e.g. by providing refreshments, meeting rooms etc. 1. Oversee the implementation of ULGA s HR Policy and its revision 2. Supervise the implementation of performance management for all staff of ULGA and provide consolidated annual Performance management reports 3. Coordinate the induction of new staff and re orientation of old ULGA staff in line with the HR Policy 4. Support the recruitment of staff and on-boarding in ULGA in line with the ULGA HR Policy 5. Keep an up to date leave tracking system and provide monthly updates (with payroll) on leave status for all ULGA staff 6. Compile the monthly ULGA payroll and submit to the accountant for verification and subsequent approval 7. Oversee and account for the implementation of ULGA s staff welfare practices in line with the ULGA HR Policy 8. Keep track of and report on ULGA s compliance with statutory requirements and all relevant employment laws 9.

22 Approximate number of people managed in total Matrix Manager (projects/dotted line) Team Leader Typical People Management Responsibility 3-6 Finance & Administration Manager Yes Role Dimensions This role influences outcomes directly and clearly controls the administration management activity for ULGA. In turns the result of the area/ function directly contribute to the functions / organisation's overall performance Financial (limits/mandates) Direct departmental budget: Organisation-wide expenditure Internal (to ULGA or team) ULGA Management team members, all ULGA Secretariat staff Person Specification No Administration Budget Yes Key Relationships to reach solutions External Contractors (catering, security, maintenance) Education & Certifications Degree in Business Administration, HRM, BA Arts, Organizational Psychology, Social Sciences, Commerce, BBA, or relevant field Essential Experience 3 years practical experience in HR and Administration (for Degree holders) and 5 years practical experience in HR/ Administration (For Diploma Holders) Essential Knowledge Experience in implementing and monitoring Electronic Document Management Systems and use of HR Information Systems Experience of working in multi-cultural environment Basic knowledge of Labour Laws, Tax laws, Estate Management Laws, Regulations and practices in Uganda Knowledge and understanding of Human Resources, Administration and Office practice Thorough understanding of Office security management Knowledge of Occupational Health and Safety requirements of the Uganda Labour Laws as well as standards.

23 Essential Skills Strategic thinking Analysis and report writing Presentation and oral communications skills Planning, organisation, time management, and coordination Fluency in written and spoken English Proficiency in MS Office Organisational awareness and service orientation Organisational Structure ( to be inserted) Manager Finance and Administration Operations /Administration Officer Finance Officer Communications/ PR Officer Front Desk Assistant Procurement & Logistics Assistant This Job Description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs. It is part of every staff member's responsibility to contribute to ULGA s mission and comply to ULGA values Prepared by: Signature Date: HRM, Reviewed by: Signature Date: Secretary General Accepted by: Signature Date: Name of staff

24 FRONT DESK ASSISTANT Job Title: Front Desk/ Administrative Assistant Prepared: August 2015 Directorate/ Department: Reports to: Location: Direct Reports: Role Overview: Finance & Administration Job Family: Front Office Operations/Administration Officer ULGA Secretariat Grade: Drivers, Office Attendants, Cleaners Job Role ULGA-5 To Provide Front-Desk Administrative and Logistical support services to ULGA in liaison with instructions from the OPS/Admin Officer in line with organizational policies and procedures Accountabilities Key Accountabilities / Responsibilities: 1. Receive and Respond to all ULGA visitors inquiries, Phone calls and correspondence to ULGA Secretariat Office in line with ULGA policies and best practices. 2. Schedule and coordinate external and internal meetings as per request from different Key Activities Liaise with Departments for updated Information about ULGA in line with requests from relevant stakeholders (staff and/ or visitors) Attend to visitors in line with their requests by leading them to the respective officers and answering their queries Receive in-coming local/international calls and transfer to individual offices in line with user requests and office procedures. Report faults on telephones/fax machine to be repaired. Receive and send incoming and outgoing faxes and ensuring documentation for audit purposes Coordinate the receipt of external correspondences, distribute and account for all incoming and outgoing correspondences Carry out filing of documents in Ops/Admin department for safety and easy accessibility in line with best practices. Contribute to the quarterly update from the OPS/Admin unit which is shared by the Ops/Admin Officer at periodic management meetings Place adverts in the Media for various services and make follow up to ensure that the LPO s are signed for the adverts and the adverts appear on the preferred day. Make reservation for staff and visitors from approved residential hotels and at office Call contractors to sign contracts for residential workshops with the hotel owner and ensure they are signed by authorized ULGA signatories

25 departments in line with organizational policies and procedures 3. Coordinate travel and itinerary arrangements for ULGA staff and approved ULGA visitors line with approved travel plans, ULGA Policies and Procedures Receive meeting requests from staff, prepare meeting schedules and communicate them to all staff indicating which meetings have been booked / confirmed for the day Organize meeting venues and break teas in liaison with the service providers in line with meeting agenda Arrange for airport pick up and drop on arrival/departure for both ULGA staff, relevant approved stakeholders and International visitors Make accommodation reservations for ULGA staff and approved local/international visitors Ensure that a vehicle is available for staff travelling out station. In case there is none at the station, arrange hiring from the pre-qualified service provider Review fuel accountability and issue fuel coupons to all ULGA drivers Book, confirm and reconfirm tickets for both ULGA staff and approved local/ international visitors Liaise with embassies for visa requirement and make visa applications for staff travelling to various destinations 4. Office Security 5. Provide administrative support in the acquisition and disposal of office and staff equipment and facilities. Coordinate security or its enforcement for ULGA, and advise ULGA management on security enforcement procedures/ policies. Coordinate security and support for special events and train ULGA staff on basic security requirements and protocol. Supervise the outsourced security staff/ team in line with ULGA s security policy Keep custody and provide security of the ULGA office equipment, keys in line with the ULGA Security guidelines Develop and implement mechanisms for security incident monitoring, tracking, reporting and management in line with ULGA s security policy Develop and lead the implementation of ULGA s facilities Management strategy in line with the ULGA strategy Plan for and ensure effective maintenance of ULGA premises in line with the approved facilities management plan Participate in the preparation and management of the ULGA Ops/Admin budget Ensure that the premises have adequate utilities and present the Utility bills to the Ops/Admin Officer for forwarding to the finance team Coordinate, monitor and periodically report on the performance of the services provided at the ULGA facilities (e.g. Cleaning, sanitary, catering/ kitchen, landscaping/gardening etc.) Ensure that all ULGA work environmental issues are adequately planned for and implemented in line with the facilities management plan (e.g. energy saving, recycling, space management, health, safety, equipment use etc.).

26 6. Lead the implementation of policies and standard operating guidelines for general administration, transport and travel and provide administrative and logistical support to staff and visitors Periodically prepare and circulate vehicle usage plans and prepare per diems and contingency funds for the drivers in accordance with planned visits/ transport requirements Follow up the maintenance of vehicles and maintain / update a schedule of vehicle maintenance records, comprehensive insurance renewal dates Arrange labour and funds for loading and off-loading materials, and supervise loading Develop and maintain records of stores and asset management (including Delivery Notes and Goods Received Notes) Write periodic reports in regard to the performance of the administration department as per the set departmental targets in line with the directorate mission Approximate number of people managed in total Matrix Manager (projects/dotted line) Team Leader Typical People Management Responsibility 3 Secretary General Yes Role Dimensions This role influences outcomes directly and clearly controls the office administration activity for ULGA. In turns the result of the area/ function directly contributes to the proper work flow of the organisation and its cumulative performance. Financial (limits/mandates) Direct departmental budget: Organisation-wide expenditure Internal (to ULGA or team) ULGA Management, all ULGA staff Person Specification To monitor the sufficiency and use of petty cash. No Yes Key Relationships to reach solutions External Visitors, partners, field staff, volunteers, contractors (catering, security, maintenance, hospitality) Education & Certifications B.A. Secretarial Studies, B.Sc. Secretarial Science and Administration, Office Management and any other related degree from a recognized Institution A Bachelors degree in Business Administration or Public Administration with post graduate studies in related field Training in; Procurement and logistics management, CIPS is added advantage Training in Book keeping and Records management

27 Essential Experience 2-3 years practical experience in Front Desk, Administration management (for Degree holders) and 5 years practical experience in Administration and Estates Management (For Diploma Holders) Essential Knowledge Experience in implementing and monitoring Electronic Document Management Systems Experience of working in multi-cultural environment Public procurement and disposal of public assets Procurement processes in DFID, USAID, Donor funded projects and EU guidelines Contracting for goods and services Knowledge and understanding of Administration and Office practice Thorough understanding of Office security management Knowledge of Occupational Health and Safety requirements of the Uganda Labour Laws as well as standards. Essential Skills Good planning Skills Good interpersonal, communication skills Fleet management Security management Assets management skills Problem solving skills Procurement Negotiation skills Budgeting and budgetary control Good Interpersonal skills Good Communication skills Ability to work under pressure Team player Good Customer care Organisational Structure

28 Operations / Admin Officer Front Desk/ Administrative Assistant Drivers Office Attendant This Job Description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs. It is part of every staff member's responsibility to contribute to ULGA s mission and comply with ULGA s values Prepared by: Signature Date: HR Reviewed by: Signature Date: Secretary General Accepted by: Signature Date: Name of staff PROCUREMENT ASSISTANT Job Title: Procurement Assistant Prepared: July 2015 Directorate/ Department: Finance and Administration Job Family: Procurement Reports to: Ops/Admin Officer Grade: ULGA 4 Location: Direct Reports: ULGA Secretariat Job Role

29 Role Overview: To manage the procurement process and ensure value for money during procurement and disposal of the assets. Accountabilities Key Accountabilities / Responsibilities: 1. Facilitate the Procurement process of goods and services. Key Activities Development of the procurement plan Development of the pre- qualification list according to PPDA guidelines Development of the bid documents Identify and compile the procurement needs Advise the contracts committee on the PPDA guidelines Update all records and ensure they recorded correctly. Participate in meetings 2. Coordinate and manage the disposal of assets. 3. To procure goods and services in line with the organisational procedures & policies in place. 4. Documentation of the processes Provide advice and give support to the organization in matters of procurement & disposal of asset 6. Ensures the timely delivery of quality Prepare assets specifications Identify and compile the items for disposal Advertise the assets to be disposed in the relevant media Prepare the bid documents Participate in opening of the bids Attend contracts committee meeting Identify and compile the items to be procured Advertise the items to be procured in the recommended media Preparation of the bid documents Participate in the meetings Participate in the evaluation of bids Prepare &Compile procurement & disposal reports. Contribute towards the development & preparation of all the necessary procurement & disposal documents. Create an asset register Advise the organisation on matters regarding the procurement & supply of organisation assets Educate the staffs and contracts committee on the PPDA guidelines Participates in the selection of suppliers based on a criteria Conducts a comparative analysis on supplier prices