Job Title:  Finance & Archive Officer

Organization: Marie Stopes

Duty Station: Kampala, Uganda

Reports to: Finance Manager

Job Reference: REF008/02/2015

About MSI:

Marie Stopes International exists to bring quality family planning and reproductive healthcare to the world’s poorest and most vulnerable people. We’ve been delivering family planning, safe abortion, and maternal health services for over 35 years. Millions of women worldwide turn to us for help each year, whether in limiting the size of their families, or avoiding dangerous complications in pregnancy or unsafe abortion.

Job Summary:  The Finance & Archive Officer will be responsible for the effective and appropriate management of all MSI Uganda financial record keeping from their creation through to their eventual disposal in accordance with MSI and donor regulations. The incumbent will also provide access to accurate records for a range of operational and strategic purposes and liaise with the data entrants and records clerks to improve efficiency of the filing and to help ensure the preservation of archives for the future.

Key Duties and Responsibilities: 

1. Records Management & Archiving:

• Responsible for the safe storing, arranging, indexing and classifying all MSI Uganda electronic and paper based financial and administrative records
• In charge of managing and improving existing filing systems
• Ensure filing and security reflect MSI and donor requirements for record keeping and compliance
• Overseeing the appropriate disposal of documentation as appropriate and as approved by the Finance Director, CD and COP
• Guiding on and implementing new records management policies and classification systems
• Providing a policy framework to guide staff in the management of their records and use of the employer’s records system
• Manage all requests from staff for access to archived documentation; ensuring appropriate approvals, tracking and accountability for records “checked out” from the archive
• Ensure the effective preparation of the archives in advance of all audits
• Ensure the effective tracking and return of all documents during audits
• Supervise temporary records clerks as necessary

2. Financial Management & Processing:

• The incumbent will manage all program petty cash
• Ensure all payments are entered into the online banking module (NBOL) in line with MSI financial policies and procedures
• Ensure all payments being processed are duly authorized and accompanied with adequate supporting documents

Qualifications, Skills and Experience: 

• The ideal candidate should hold professional qualification in archiving or library science desirable
• Hold a Relevant degree or diploma, or equivalent experience
• Proven experience managing complex hard copy and electronic archive system in a donor funded program
• Highly organised and detail oriented
• Working knowledge of donor archiving regulations essential
• Possess the ability to perform under pressure
• Keen attention to detail
• Ability to communicate effectively at all levels
• Cross-functional team player
• Fluency in more than one Ugandan language is desirable

The Finance Officer and Archivist is required to demonstrate MSI Uganda’s core values of:

• Accountability of all staff to each other and our clients and stakeholders
• Equality of opportunity and access
• Value for money in the management of our resources

How to Apply for the job:

All candidates who wish to join Marie Stopes are strongly encouraged to send an updated CV and cover letter by email to jobs@mariestopes.or.ug

NB: Please do not attach transcripts

Deadline: Friday 13th March, 2015 by 5pm

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