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Job Title:   Locum Program & Finance Assistant (2 Fresher Jobs)    

Organisation: Makerere Joint AIDS Program (MJAP)

Project Name: USAID Local Partner Health Service Project East & Central (LPHS-EC)

Duty Station:  Jinja, Uganda

Reports to: Finance Officer

About US:

The USAID Local Partner Health Service Project East & Central (LPHS-EC) is a project of Makerere Joint AIDS Program (MJAP) funded by USAID. MJAP’s Mission is to build partnerships and strengthen Health Systems to optimally respond to HIV/AIDS, TB and other diseases of public health importance in Africa. MJAP has Integrity, Excellence, Team Spirit, Compassion, and Respect as Core Values. Our Vision is Universal and equitable access to quality health care for healthier populations. At MJAP, we believe that our performance is directly influenced by the set of values and principles by which we live and carry out our daily work. All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible.

Job Summary:  The Locum Program & Finance Assistant will provide support in the preparation of timely financial reports, implementation of a strong internal control system as well as ensuring compliance with USAID and MJAP regulations.

Key Duties and Responsibilities:

• Work closely with the finance officers in preparing monthly financial reports for timely submission to home office. This includes but not limited to QB posting, preparing monthly bank reconciliations, cash reconciliations, staff advances reconciliations etc.
• Verify payment documentation for adequacy and completeness before posting to QB.
• Manage petty cash accounts, including ensuring the maintenance of an appropriate level of petty cash in safe deposit if any.
• Process per diems and other travel advances for project related work.
• Together with the finance team, ensure that all costs in the project adhere to USAID/MJAP regulations, and are allowable, reasonable, and allocable.
• Assist Finance Officer in addressing all monthly field report review comments from home office including providing feedback for missing vouchers and outstanding information following review of payment documentation.
• Assist Finance Officer in preparation of monthly cash projections for submission to home office.
• Receive & prepare journals to reconcile staff advances / accountabilities before being reviewed by Finance Officer and the Finance and Operations Director.
• Preparation and continuous update of the vendor tracker as per guidelines/ requirements by Contracts department.
• Assist in the update of the Excel cash book to enable timely preparation and submission of weekly cash balance to home office.
• Ensure all financial documents, journals and payment vouchers are filed in a timely manner.
• Preparation of monthly payment vouchers and accountability journals for shipment to home office as per policy.
• Assist with the maintenance of a proper filing system for all financial reports, field wire requests, bank reconciliations; field accounts review certifications and other finance documentation.
• Assist Finance Officers in ensuring that sub grantee accountabilities and reconciliations are properly documented and journalized in sun system.
• Receipt of hotel invoices from the admin department and timely reconciliation of the same with the introductory letters issued to staff and their respective accountabilities before payment is affected.
• Work closely with the program team to ensure that all the necessary support documentation and information is obtained for direct payment of various MOH officers, Local Government Officers, Stakeholders and Teams we work with in the field.
• Liaise with the operations department to ensure timely receipt, reconciliation and payment of telephone, internet, and modem bills.
• Liaise with the operations department to ensure receipt of invoices and necessary support documentation for timely payment of vendors.
• Assist the Finance Officer in gathering information and documentation required in preparing foreign tax reports (VAT).
• Assist the finance officer in carrying out regular physical verification of project inventory and or/ assets.
• Together with the finance officer, perform regular audit reviews of the project operational functions including stores, transport, assets, security, safety, and related functions; to ensure compliance with MJAP and USAID regulations.
• Prepare and maintain a tracking log of all documents received in and released from finance department.
• Initiate transactions in Beyonic for participants and staff advances/perdiem and facilitation.
• Any other duties as may be assigned form time to time by your supervisors

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Qualifications, Skills and Experience:

• Degree in accounting or comparable certifications/qualifications.
• Level II of CPA or ACCA will ne an added advantage
• Three years of experience in accounting and general financial management.
• At least two years’ experience with sun system or QuickBooks is preferred.
• Excellent written and oral communication and interpersonal skills.
• Knowledge of Sun Systems, Navision or Quick Books Accounting software will be an added advantage.
• Proficiency with Microsoft Office products (Word, Excel, Outlook)
• Attention to detail, ability to prioritize and manage multiple tasks.

How to Apply:

All qualified and interested candidates should apply via the email below and submit their cover letters, a detailed curriculum vita and copies of relevant academic documents to: recruitment@mjap.mak.ac.ug addressed to; The Human Resource Manager, Makerere University Joint AIDS Program (MJAP), Kampala. Uganda

The Application letter, CV and certificates be attached as one document; and should not exceed 5 MB.

NB: MJAP does not charge a recruitment fee or any other fees at any stage of the recruitment process. MJAP is proud to be an Equal Employment Opportunity employer. We value and seek diversity in our workforce.

Deadline: 17th March 2023 by 5:00pm.

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