Job Title: Accounts Assistant – LGCG
Organization: Uganda Local
Governments’ Association (ULGA)
Governments’ Association (ULGA)
Duty Station: Kampala, Uganda
Reports to: Business
Development Manager – LGCG
Development Manager – LGCG
About US:
The Uganda
Local Governments’ Association (ULGA) is an Association for Local Governments
in Uganda that was formed in 1994 with the mandate to unite Local Governments,
and provide them with a forum through which to come together and give each
other support and guidance to make common positions on key issues that affect
Local Governance. ULGA carries out this mandate through lobbying, advocacy and
representation of Local Governments at local, National and International fora.
Its ultimate goal is to promote and build Democratic and Accountable Local
Governments capable of delivering Efficient and Sustainable Public Services to
the people of Uganda. Our current strategic focus is in the areas of lobbying
and advocacy; institutional strengthening; increasing services to members and
facilitating local economic development.
Local Governments’ Association (ULGA) is an Association for Local Governments
in Uganda that was formed in 1994 with the mandate to unite Local Governments,
and provide them with a forum through which to come together and give each
other support and guidance to make common positions on key issues that affect
Local Governance. ULGA carries out this mandate through lobbying, advocacy and
representation of Local Governments at local, National and International fora.
Its ultimate goal is to promote and build Democratic and Accountable Local
Governments capable of delivering Efficient and Sustainable Public Services to
the people of Uganda. Our current strategic focus is in the areas of lobbying
and advocacy; institutional strengthening; increasing services to members and
facilitating local economic development.
Job Summary: The Accounts
Assistant – LGCG will provide financial support to LGCT and provide
administrative support to the LGCT Team (BDM and consultants) in line with LGCG
Policies and procedures
Assistant – LGCG will provide financial support to LGCT and provide
administrative support to the LGCT Team (BDM and consultants) in line with LGCG
Policies and procedures
Key Duties and Responsibilities:
1.
Make remittances to Statutory bodies and payments in line with Statutory
requirements and the LGCG Finance Policy and the Budgets:
Make remittances to Statutory bodies and payments in line with Statutory
requirements and the LGCG Finance Policy and the Budgets:
·
Submit the remittances to the relevant statutory
authorities
Submit the remittances to the relevant statutory
authorities
·
Make appropriate payments to LGCG staff and
consultants as stipulated in the Labour laws.
Make appropriate payments to LGCG staff and
consultants as stipulated in the Labour laws.
·
Prepare the LGCG payroll and make deductions as
required e.g. staff salary advances, private mileage, Medical, NSSF & PAYE
as guided by statutory requirements
Prepare the LGCG payroll and make deductions as
required e.g. staff salary advances, private mileage, Medical, NSSF & PAYE
as guided by statutory requirements
·
Prepare and write vouchers for payment of NSSF and
PAYE as guided by statutory requirements
Prepare and write vouchers for payment of NSSF and
PAYE as guided by statutory requirements
·
Prepare payments, cheques, vouchers and receipts
Prepare payments, cheques, vouchers and receipts
·
Work closely with banks to receive and deposit money
on behalf of the organization
Work closely with banks to receive and deposit money
on behalf of the organization
·
Ensure the safe custody of money in line with LGCG
finance policies and procedures
Ensure the safe custody of money in line with LGCG
finance policies and procedures
·
Make daily bank and petty cash payments to staff and
clients
Make daily bank and petty cash payments to staff and
clients
·
Maintain and update staff debtors & advance
registers
Maintain and update staff debtors & advance
registers
·
Make and review documents to ensure that payments
are in line with authorization levels & structure.
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 of prepayment accounts
e.g. fuel, rent, electricity & water
·
Make schedules for monitoring accruals &
creditors
Make schedules for monitoring accruals &
creditors
·
Prepare cash flow forecasts as guided by the LGCG or
consulting project plans & budgets
Prepare cash flow forecasts as guided by the LGCG or
consulting project plans & budgets
·
Update bank and petty cash books on a daily basis
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.
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 LGCG Finance Policy, and submit them to the BDM
Generate monthly reports and statements for financial management as stipulated
in the LGCG Finance Policy, and submit them to the BDM
·
Give explanations/clarifications about the report
/statements by use of supporting documents.
Give explanations/clarifications about the report
/statements by use of supporting documents.
·
Write up financial reports.
Write up financial reports.
·
Relate the monthly cash flow forecast to the LGCG,
consulting projects and plans & budgets
Relate the monthly cash flow forecast to the LGCG,
consulting projects and plans & budgets
·
In charge of file supporting documents e.g. payment
vouchers, invoices, orders, and quotations & issue delivery.
In charge of file supporting documents e.g. payment
vouchers, invoices, orders, and quotations & issue delivery.
·
Prepare and write vouchers as guided by the sun
chart of accounts
Prepare and write vouchers as guided by the sun
chart of accounts
·
Enter primary data into the Accounting system to be
used generating monthly financial reports.
Enter primary data into 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 consultants
Extract and report financial data in the simplest
form that can be understood by staff and consultants
·
Explain to the Suppliers, LGs, regarding LGCG
financial policies and procedures.
Explain to the Suppliers, LGs, regarding LGCG
financial policies and procedures.
3.
Prepare variance reports and expenditure analysis for LGCG and seek
clarification from the budget holder in line with the LGCG Finance Policy:
Prepare variance reports and expenditure analysis for LGCG and seek
clarification from the budget holder in line with the LGCG Finance Policy:
·
Support the BDM in the interpretation of report as
stipulated in the LGCG Finance Policy
Support the BDM in the interpretation of report as
stipulated in the LGCG Finance Policy
·
Make a critical follow up on payments and
accountabilities of consultants and clients
Make a critical follow up on payments and
accountabilities of consultants and clients
·
Make appropriate payments for the proper expenditure
levels.
Make appropriate payments for the proper expenditure
levels.
·
Make appropriate consultancy fees deductions for the
proper payments and reconciliation
Make appropriate consultancy fees deductions for the
proper payments and reconciliation
·
Prepare monthly funding reports to different donors
Prepare monthly funding reports to different donors
·
Prepare monthly bank reconciliation statements for
all the bank accounts
Prepare monthly bank reconciliation statements for
all the bank accounts
·
Follow up on consultants or LGCG 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.
Follow up on consultants or LGCG 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
consulting assignment/ project in line with LGCG finance policies and
procedures
Prepare monthly expenditure analysis reports for each
consulting assignment/ project in line with LGCG finance policies and
procedures
·
The incumbent will also support the Lead consultants
and BDM to prepare quarterly budget forecasts for their activities in line with
the approved budgets.
The incumbent will also support the Lead consultants
and BDM to prepare quarterly budget forecasts for their activities in line with
the approved budgets.
·
Support budget holders to monitor their budgets and
activities before a payment is done.
Support budget holders to monitor their budgets and
activities before a payment is done.
·
Make adjustments and clarify on the explanations
given by the budget holders regarding the variances.
Make adjustments and clarify on the explanations
given by the budget holders regarding the variances.
·
Make the reconciliation on how the expenditures have
been categorized basing on what was in the budget.
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, consulting teams and implementing LGCG partners
(where available).
Prepare cash flow forecasts as guided by the project
plans and budgets for project, consulting teams and implementing LGCG partners
(where available).
·
Make a follow up of the adjustments in the budget
and plans in comparison with the proposals.
Make a follow up of the adjustments in the budget
and plans in comparison with the proposals.
·
Support staff and consultants on codes to be used in
payment requests and accountabilities in line with department and programme
activities.
Support staff and consultants 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
Cross check the codes used before in putting them in
the system
4.
Manage stores and other organizational assets as per LGCG Finance policy:
Manage stores and other organizational assets as per LGCG Finance policy:
·
Identify equipment and facilities requirements for
LGCG activities from the LGCG plans and budgets
Identify equipment and facilities requirements for
LGCG activities from the LGCG plans and budgets
·
Make purchases within the budget limits and in line
with approvals from the BDM (Business Development Manager).
Make purchases within the budget limits and in line
with approvals from the BDM (Business Development Manager).
·
Identify the needs of consulting teams/assignments,
get requisitions & consolidate requisitions ready for procurement.
Identify the needs of consulting teams/assignments,
get requisitions & consolidate requisitions ready for procurement.
·
Support procurement to maintain stock by
replenishing according to re-order level.
Support procurement to maintain stock by
replenishing according to re-order level.
·
Receive, check and store materials as per the
authorized orders
Receive, check and store materials as per the
authorized orders
·
Issue materials to consultants as required in line
with LGCG financial policy guidelines
Issue materials to consultants as required in line
with LGCG financial policy guidelines
·
Arrange LGCG stores items in an easily accessible
manner i.e. well labeled & placed to avoid accidents & damages.
Arrange LGCG stores items in an easily accessible
manner i.e. well labeled & placed to avoid accidents & damages.
·
Prepare and maintain a fixed assets register showing
location, condition & value of the LGCG assets.
Prepare and maintain a fixed assets register showing
location, condition & value of the LGCG assets.
·
Prepare stores, inventory asset reports and maintain
the inventory register.
Prepare stores, inventory asset reports and maintain
the inventory register.
·
Carry out a monthly physical stores /stock count and
relate to the stock cards to get to know actual variations in case of any.
Carry out a monthly physical stores /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 LGCG
store to be written off.
Identify obsolete and damaged stock from the LGCG
store to be written off.
·
Identify non-stock items held in LGCG stores and
clear them off.
Identify non-stock items held in LGCG stores 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.
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 organizations, clients or
consultants and submit reports to the BDM – LGCG as per the LGCG finance policy
Compile charges to organizations, clients or
consultants and submit reports to the BDM – LGCG as per the LGCG finance policy
·
Carry out annual consolidated stock valuation,
prepare reports and submit to the line manager
Carry out annual consolidated stock valuation,
prepare reports and submit to the line manager
5.
Support budget development for LGCG in line with LGCG Finance policies and procedures
and budget guidelines:
Support budget development for LGCG in line with LGCG Finance policies and procedures
and budget guidelines:
·
Make budget estimates of the planned activities
Make budget estimates of the planned activities
·
The job holder will also consolidate the budgets as
per the requirements of the LGCG Finance Policy.
The job holder will also consolidate the budgets as
per the requirements of the LGCG Finance Policy.
·
Determine expenditure levels of the LGCG.
Determine expenditure levels of the LGCG.
·
Make comparisons between last year’s budget to the
current year’s budget to ascertain realism. Provide guidance to the LGCG BDM in
budgeting in line with the LGCG Strategy.
Make comparisons between last year’s budget to the
current year’s budget to ascertain realism. Provide guidance to the LGCG BDM in
budgeting in line with the LGCG Strategy.
·
Share information pertaining budgeting to relevant
stakeholders in line with instructions from the Business Development Manager
Share information pertaining budgeting to relevant
stakeholders in line with instructions from the Business Development Manager
Qualifications, Skills and Experience:
·
The applicant should preferably hold a Bachelor’s
Degree in Commerce, Accounting, Business administration or a relevant field.
The applicant should preferably hold a Bachelor’s
Degree in Commerce, Accounting, Business administration or a relevant field.
·
Professional certification with ACCA,CIMA or CPA
(Level 2) is a requirement.
Professional certification with ACCA,CIMA or CPA
(Level 2) is a requirement.
·
A minimum of two years’ experience in a large
reputable organization
A minimum of two years’ experience in a large
reputable organization
·
Working knowledge of accounting information
processing packages
Working knowledge of accounting information
processing packages
·
Computer literacy skills i.e. Proficiency in MS
Office
Computer literacy skills i.e. Proficiency in MS
Office
·
Excellent interpersonal skills, written and oral communication
skills, including the ability to communicate effectively within all levels in
the organization
Excellent interpersonal skills, written and oral communication
skills, including the ability to communicate effectively within all levels in
the organization
·
High Level of integrity
High Level of integrity
·
Excellent communication skills
Excellent communication skills
·
Financial Report writing
Financial Report writing
·
Working knowledge and skills in Stores Management
Working knowledge and skills in Stores Management
·
Good planning, organisation, time management, and
coordination skills
Good planning, organisation, time management, and
coordination skills
·
Fluency in written and spoken English
Fluency in written and spoken English
·
Organisational awareness and service orientation
Organisational awareness and service orientation
·
Problem solving skills
Problem solving skills
·
Working knowledge and skills in procurement
Working knowledge and skills in procurement
·
Good negotiation skills
Good negotiation skills
·
Budgeting and budgetary control
Budgeting and budgetary control
·
Excellent interpersonal skills
Excellent interpersonal skills
·
Ability to work under pressure
Ability to work under pressure
·
Good team player
Good team player
·
Good customer care and organisational skills
Good customer care and organisational skills
How to Apply:
All suitably
qualified and interested candidates should send a copy of their updated CVs
with a cover letter indicating three professional referees, two of whom should
have been direct supervisors to: [email protected]
qualified and interested candidates should send a copy of their updated CVs
with a cover letter indicating three professional referees, two of whom should
have been direct supervisors to: [email protected]
OR
Drop your
application at our offices at:
application at our offices at:
ULGA HOUSE,
Kibuga, Block 13, Plot 136,
Kibuga, Block 13, Plot 136,
Najjanankumbi,
Entebbe Road, Kampala
Entebbe Road, Kampala
OR Post to:
Uganda Local
Governments Association
Governments Association
P.O. Box 23120,
Kampala, Uganda
Kampala, Uganda
Deadline: 27th November 2015
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