Accounts Assistant-Payables Career Job at International Hospital Kampala (IHK)

Job Title: Accounts Assistant-Payables
Location: Namuwongo, Kampala, Uganda
Reporting To: Head of Finance/ Accountant
Interfaces with Staff, Suppliers, Specialists, Managers, Clients, Auditors, etc
Organisation: International Hospital Kampala (IHK)

Job Summary: To manage suppliers, ensuring effective management of invoices, authorization of these invoices, timely and accurate disbursement of authorized payments. Timely and accurate reconciliation of statements and posting. You are also responsible for preparing a suppliers’ evaluation, cheque preparation, safe keeping of cheques and other company assets in your custody.To be available for general finance duties from time to time e.g. leave cover, etc

About IMG:
International Medical Group (IMG) constitutes an NGO, International Medical Foundation (IMF), a hospital, International Hospital Kampala (IHK), a health management organization (IAA) with a network of clinics upcountry and in Kampala. IMG is committed to making a difference to healthcare in Uganda through education, innovation, applied research and community outreaches.

Key Duties & Responsibilities
        i.            Ensure that all supplier transactions are backed up by an LPO, quotation, delivery note, invoice and receipts; all attached to relevant documents.
     ii.            To ensure authorized requisitions for supplier payments by cheque or petty cash; based on dates agreed on payment plan from supervisor(s) and ensure timely and accurate follow up
   iii.            To forward authorized requisitions (based on suppliers’ outstanding balances and backed by payment plan) to Head of Finance or Accountant for final authorization of expenses. Please note that the payment plan must be based on close monitoring of creditors’ ledger e.g. Utility bills, to avoid late payment penalties.
    iv.            To ensure that a breakdown of remittances is regularly issued for all utility companies
      v.            To ensure cheques are signed by authorized signatories and issue them according to supervisors instructions
    vi.            To follow up and ensure that allocations to suppliers have been made for all authorized requisitions in a timely manner
 vii.            To send an authorized list of written cheques for issuing to the bank for bank verification and that they are sealed with a company seal before issuance.
viii.            To enter and post these transactions in the Navision system ensuring transactions are posted into the right accounts. Stamp posted vouchers with the POSTED stamp.
    ix.            To reconcile the cheques issued to suppliers with those appearing on the bank statement to ensure that only cheques issued by IMG go through the bank account
      x.            To ensure that monthly, accurate reconciliations of supplier balances are made of suppliers accounts /statements/balances
    xi.            To communicate ready payments to suppliers in a timely manner and follow up delayed collections
 xii.            To ensure appropriate signing of vouchers in accordance with agreed financial procedures and documentation requirements. Obtain receipts for all payments made and attach them to the payment for similar transactions.
xiii.            Ensure cheque payment vouchers are fully authorized by the supervisor(s) and purpose clearly indicated and cheque stubs fully completed before cheque issuance
xiv.            Daily enter and post all transactions in the Navision system; ensuring that right accounts are selected from the system. Stamp posted vouchers POSTED.
  xv.            To ensure that there is a clear description of expenses on the cheque payment voucher and cheque stubs before disbursement
To ensure that all Direct Debit transactions are logged into the suppliers accounts and invoices for the same obtained from suppliers e.g. MTN. The same reconciliation process is managed as in (ix) above.
xvi.            To ensure that all invoices that are paid are stamped “PAIP” with corresponding accurate cheque details e.g. cheque number, amount, date etc.
xvii.            To ensure that all posted and paid invoices are filed in a chronological order in a clearly labeled file for easy retrieval
xviii.            Prepare a monthly suppliers Age Analysis
xix.            Carry out a suppliers’ evaluation at least every six months.
  xx.            Track the movement of IMG Audited accounts; ensuring that whoever takes one signs for it and returns it
xxi.            Organize and issue out IHK pay slips and keep the information in confidence
xxii.            Shredding all confidential information that may not be needed for future purposes
xxiii.            Ensure cheque payment vouchers and stubs are fully completed at the time of making payment.
xxiv.            Perform any other duties as may be reasonably required within your skills mix and responsibilities
        i.            Monthly Age Analysis of suppliers
     ii.            Monthly suppliers ‘ reconciliation statements
   iii.            Bi annual Suppliers’ evaluation Sheet

·         Degree in finance or accounting from a recognized institution
·         Experience of at least 2 years in a similar field
·         Computer knowledge especially MS Excel, MS Word, emailing
·         Knowledge of finance computer packages/ software; preferably Navision or QuickBooks
·         A high level of integrity and confidentiality
·         Ability to deal with and analyze large amounts of statistical, financial data
·         Ability to process statistical information into reports
·         Good communication and interpersonal skills (both oral and written)
·         Ability to multitask
·         Ability to prioritize tasks
·         Ability to detect and prevent fraudulent transactions.
·         High level of intuition to be able to solve complex problems quickly
Job Commitment
Starting date: Immediately
Duration of commitment: Open  ended

How to Apply:  
Please Send CV, applications (including 3 work references) to:
The Human Resource Manager,
International Hospital Kampala,
Plot 4686 St. Barnabas Rd, Kisugu Namuwongo.
Deadline: Friday 25th of October, 2012
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