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Job Title:  Finance Assistant (Fresher NGO Jobs)

Organization: Center for Health, Human Rights & Development (CEHURD)

Duty Station: Kampala, Uganda

About Organisation:

Center for Health, Human Rights & Development (CEHURD) is an indigenous, non-profit, research and advocacy organization, whose vision is “To realize social justice in public health systems.” CEHURD works with public, private and civil society organisations to ensure that public health laws are used as principle tools for the promotion and protection of public health of the vulnerable populations in Uganda.

Job Summary:   The Finance Assistant will be responsible for processing and recording financial transactions, maintaining accurate books of accounts for the TASO – Global Fund supported project titled “Supporting Uganda’s HIV and TB Reduction Strategic Plans” (UGA-C-TASO). The finance assistant will support  the preparation of financial reports that are derived from and shared with different stakeholders including internal clients, sub recipients, donors, auditors and regulatory authorities, within approved accounting standards and CEHURD’s policies and procedures.

Key Duties and Responsibilities:

The scope of work will include but will not be limited to the following:-

Financial accounting:

• Participate in the day-to-day financial transactions including payments and other related transactions.
• Maintain an up-to-date records of the financial transactions in CEHURD’s Financial Management System (Quick books).
• Accurately post all financial transactions in the financial management system (Quick books) in accordance with agreed institutional procedures and financial standards.
• Process payment requisitions and the corresponding payment vouchers and make payments
• File all financial records in accordance with approved procedures.

Payments and Reconciliations:

• Follow and implement all established protocols regarding payments processing specifically ensuring that all approvals are acquired before any payment is done.
• Confirm that there are sufficient funds on the account prior to processing payments.
• Make timely payment of service providers and follow up any late payments.
• Follow up procurements with the procurement officers, bring to the attention of the Finance Officer and Finance Manager any delayed procurements.

Financial Records Management

• File physical and computerised financial records in accordance with approved guidelines before and after surrenders to the donor in a sequentially organised manner
• Follow up staff field working advances and ensure that there are submitted in  a timely manner with all the supporting documents attached.
• Ensure all filed payments vouchers are fully supported, stamped and called with the stamp
• Prepare a weekly report for outstanding staff field advances, delayed procurements an delayed payments submitted to the Finance Officer and Finance Manager and shared in the weekly staff update meetings.
• Prepare financial journals and submit them to the Finance Officer for further action.

Project Management

• Support the project teams in funds requisition and processing of payments
• Prepare a weekly report for all outstanding payments and share it with supervisor and head of department
• Follow up the subgrantees of subrecipients and, review their funds applications, process payments, reconcile their accounts, and advise on any corrective actions to be undertaken as soon as errors or anomalies are observed.
• Follow up sub grantees to deliver the accountabilities to the CEHURD offices in time.
• Prepare Journals to be posted into the accounting system for both the sub grantees and any other.
• Share the prepared Journals with the Finance Officer and Finance Manager for review before posting them into the accounting system.
• Scan all the payments vouchers and any other necessary documents in an orderly manner and share with the Finance Officer to be surrendered and uploaded unto the donor(s) portal.
• Prepare monthly bank reconciliation of the grant account and submit findings with recommendations, if any, to the Finance Officer.
• Comply with all financial contractual obligations that CEHURD committed to with the donor. Where CEHURD has sent funds to partners, ensure that such partners comply with all financial reporting obligations that they agreed to with CEHURD.
• Participate in financial literacy activities of partners so that they can meet CEHURD’s financial performance standards.
• Attend and participate in all financial literacy and weekly meetings set up by the donor

Financial reporting and audit management

• Post accurate information in the financial management system and generate the required weekly and project financial reports.
• Share all the required files and supporting documents with the compliance team both internal and from the donor(s), and external auditor for review
• Ensure all the shared files and documents during compliance exercises and audits are filled and arranged back to there respective files in a sequential order and files are taken back for safe keeping.
• Prepare periodic financial donor reports in line with the donor agreements for the assigned projects.
• Prepare monthly reports regarding statutory fillings for instance withholding tax (WHT)
• Follow up with the Finance Officer to ensure that all statutory fillings and payments are done in time

Compliance management:

• Ensure Legal and Regulatory Compliance by enforcing compliance with CEHURD’s overall policies, good practice standards, external donor requirements and national laws and regulations, identifying corrective measures as required.
• Maintain up to date knowledge of financial legislation and good practice to ensure that CEHURD complies with all legal requirements.
• Keep abreast of changes in financial regulations and legislation and participate in financials and regulatory reporting submissions (e.g regulatory remittances, WHT filing etc)

Financial Risk Management

• Support the preparation of monthly reconciliations where anomalies are observed, notify the immediate supervisor for redress.
• Review partner financial reports and where anomalies are observed, alert management through the Finance Officer.
• Implement CEHURD’s policies and procedures to minimize financial risks and where loopholes are observed recommend changes to management to mitigate such risks.

Partners and staff support:

• Support partners by providing technical assistance to their finance teams in a manner that empowers them to accomplish project objectives and best practices
• Support partners and staff to understand and or interpret financial reports and utilize them in their daily activities.
• Support partners and staff in preparing simple finance reports to account for financial resources they are responsible for.

CEHURD organisational activities, events and any other duties:

• Attend events/activities organized by the Organization and/or its partners as required or as may be delegated by the line supervisor.
• Obtain, process and or use information in a fair and lawful way only. Always bearing in mind the importance of confidentiality relating to the work of CEHURD.
• Keep safe custody of any physical or financial assets assigned to you e.g. receipts, stamps, files, petty cash, passwords, log in keys etc. to ensure the security of such assets.
• Be aware at all times the responsibilities placed upon this role to ensure understanding of, and adhere to all relevant safety procedures put in place to maintain a safe environment for employees, volunteers and visitors.
• Undertake any other duties commensurate with the level of the post

Qualifications, Skills and Experience:

• Diploma in Business management and Accounting with at least 3 year’s relevant working experience working in finance department or audit firm

OR

• Bachelors Degree in Finance, Accounting, Business Administration, Economics, Financial Management, or any related field from a reputable Institution with at least 1 year’s experience in a finance department  or audit firm

Job related experience and knowledge:

• NGO experience is an added advantage
• Good knowledge and hands-on experience in using Spreadsheets particularly MS Excel
• Superior mathematical and accounting skills including financial reporting experience
• Good understanding of IFRS standards
• Basic experience of finance and accounting software and ability to adopt new technologies
• Strong interpersonal, communication and presentation skills
• Understanding of data privacy standards
• Bookkeeping, Data Entry Skills and use of Financial Software
• Experience in managing hard and soft copy records
• Good Communication, Problem-Solving and analytical skills
• Ethical, transparent and adaptable
• Honest and has Integrity

How to Apply:

Interested individuals must submit their applications clearly marked “Application for the position of………..” to the Human Resources & Administration Manager via email support@cehurd.org

Deadline: 7th March 2025.

NB: Only shortlisted applicants will be contacted. Women are encouraged to apply.

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