Finance and Administration Assistant NGO Jobs – Baylor

Job Title:    Finance and Administration Assistant

Organisation: Baylor College of Medicine Children’s Foundation -Uganda (Baylor-Uganda)

Duty Station:  Uganda


About US:

Baylor College of Medicine Children’s Foundation -Uganda (Baylor-Uganda) is an indigenous not-for-profit child health and development organisation affiliated to the Baylor College of Medicine International Paediatric AIDS Initiative (BIPAI), a Network of paediatric HIV/AIDS care and treatment Children’s Clinical Centres of Excellence and international program offices in 11 countries across Africa and Eastern Europe.


Job Summary:  The Finance and Administration Assistant will mainly review and monitor the implementation of policies and procedures for general office administration, fleet, asset, and inventory management in line with the departmental mission.


Key Duties and Responsibilities: 

  • Monitor the implementation of a procedure of periodic travel planning by the cluster team, make consolidate organizational monthly & quarterly travel plan in alignment to appropriate vehicle scheduling and allocations
  • Weekly vehicle allocations while giving feedback to the key stakeholders in line with Baylor-Uganda fleet management policy.
  • Develop and monitor the implementation of the periodic regular service schedule for timely routine servicing and repairs of the motor vehicles and motorcycles.
  • Prepare monthly trip reports, fuel consumption reports and vehicle repair and routine maintenance reports to management.
  • Develop and monitor the schedule for all motor vehicles and motorcycles insurance and update the insurance claims file and e-data base in line with Baylor-Uganda fleet management policy
  • Verification of all utility bills, security, cleaning and vehicle repairs with supporting documents to establish their completeness and accuracy before submission to finance.
  • Provide administrative support during the management of micro procurements within the Region in line with Baylor Uganda regional procurement guidelines.
  • Receive and Capture Vendor Invoices in Navision system. Support the finance team to timely capture cluster-based vendor invoices in Navision system and submit then to the regional office for review, posting and payment.
  • Review and upload mobile money payments at cluster level in the system.
  • Reconciliation of Vendor ledgers and provide feedback to the respective vendors on the invoices paid.
  • Generate Withholding Tax certificates and share with the respective vendors.
  • Timely accountabilities for the petty cash for the cluster office
  • Review and implement the approved security controls and procedures and supervision of the security team.

Qualifications, Skills and Experience:

  • The applicant must hold a Bachelor’s Degree (honors) in a business-related course or any degree oriented towards Administration.
  • At least three (3) years relevant working experience in general office administration and fleet management in a reputable organization,



  • Applications should include a cover letter, CV, daytime telephone contact, three traceable professional references and certified UNEB certificates as well as certified University Transcripts
  • You must have at least a credit 6 in MATHEMATICS and ENGLISH at Ordinary Level (UCE). Only shortlisted candidates will be contacted for interview. Please note only shortlisted candidates will be contacted.


How to Apply:

All qualified and interested candidates should apply online at the link below.


Click Here


Deadline: 8th June 2021


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