Finance and Administrative Assistant job at Agency for Cooperation in Research and Development Uganda (ACORD-U)


ACORD-U

Finance and Administrative Assistant job Post

Location:  Jobs in Uganda 2022 - 2023


Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 19 May 2022

Hiring Organization: ACORD-U

Job Details:

Job title: Finance & Administrative Assistant
Location: ACORD Field Office – Lamwo
Responsible to: Finance Officer, Lamwo
Job Purpose: To assist in the management of finances and assets at ACORD Lamwo Field Office by maintaining proper books of accounts and other records to facilitate accurate and timely reporting.
Relationship with others: The Finance & Administrative Assistant will be working in close collaboration with the Finance Officer, Project Coordinator, Programme Manager, Project Officer, Monitoring and Evaluation Officer, Senior Finance Officer, Finance & Administration Manager and other administrative and project staff. S/he is also expected to establish good working relationships with other ACORD partners, bankers and suppliers.
Job Summary: - The Finance Assistant will provide support to the Finance & Admin Department in the management of financial and administrative systems and internal control procedures to ensure that books of accounts are properly recorded, and funds and other assets are secure.

Responsibilities
Under the supervision of the Finance Officer, the main areas of responsibility include but are not limited to the following:
a) Bank transactions
• Writing cheques and bank payment vouchers ensuring correct coding,
• Maintaining an accurate and up-to-date cheque book and cheque payment register.
• Process online payments and keep an up-to-date online payment register
• Ensuring that the right persons/entities are paid by carrying out the necessary confirmations/verifications
• Preparing monthly bank reconciliation statements for project bank accounts.
• Will be an agent of all bank accounts, and therefore handle banking, withdrawals, collecting bank statements and other correspondences.
b) Filing
• Ensure orderly and prompt filing of all vouchers, bank statements and other documents for easy reference.
• Ensure that all payment vouchers contain adequately support documents and can easily be traced from the financial reports.
c) Cash Management
• Receiving and paying out petty cash
• Keeping an up-to-date record of all cash receipts and payments in the petty cash book
• Ensuring availability of petty cash by making timely cash replenishment requests and cash reconciliations,
• Safe –keeping of all cash and cash equivalents
d) Asset Management
• Maintain registers of all fixed assets and inventory for Country Office ensuring a correct record of all assets procured, sold, transferred, or donated.
• Ensure that all assets are engraved for proper identification,
e) Stores
• Safe keeping of stores
• Keeping stores ledgers and registers of all items coming in and going out of the stores
• Ensure proper documentation of all GRNs, stores requisitions, and delivery notes,
• Make regular stock-taking and provide reports thereof.
f) Office Management & Administration
• Supervise the cleaner and ensure that the offices are clean and orderly, the premises and its environment are clean, secure and well maintained.
• Ensure that motor vehicles, generator, computers, photocopier and other office equipment is regularly serviced and properly maintained at all times.
• Keep track of motorcycle mileage and ensure proper documentation
• Responsible for issuing fuel orders and submission for approval
• Organize and convene monthly staff meetings.
• Offer administrative support and organize meetings, trainings, workshops, ensuring that all logistical arrangements are effectively made.
• Facilitate the procurement process – soliciting for quotations, issuing LPOs, etc.
• Manage office stationery and other administrative requirements.
g) Any other duties as may be assigned by Finance Officer, Project Coordinator, Programme Manager, Senior Finance Officer, Finance & Administration Manager, Director of Programmes or the Country Director.


Person Specification
Skills

• Microsoft Office skills, including Excel
• Good interpersonal skills
• Ability to work with minimal supervision
• Methodical and highly organized approach to work.

Knowledge and Experience
• A first degree in B.Com/ BBA with a bias in finance/ accounting or other related disciplines.
• Early stage of Professional Course (ACCA or CPA) would be an added advantage
• Preferably a minimum of 1 years’ experience working in a related position.

Behavioral Qualities
• Adopts proactive and pre-emptive approach to work
• Demonstrates readiness to adapt to continuously changing priorities
• Upholds principles of accountability, transparency, honesty

Application procedure

Send CV and Application Letter to hr@acorduganda.org to apply.

Date Posted: 2022-05-13

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