Job Title: Finance and Administration Assistant (2 Positions)
Organisation: Baylor Uganda
Duty Station: Kampala, Uganda
About Organisation:
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: To review and monitor the implementation of administrative and financial policies and procedures for general office administration, fleet, asset, and inventory management in line with the respective programs.
Key Duties and Responsibilities:
- Preparation of the weekly Cluster vehicle allocations and submission to the Administration Officer for consolidation in line with the Baylor Foundation Uganda Fleet Management & Transport policy.
- Review of the fleet mileage logs and preparation of monthly fuel consumption reports in line with the Baylor Foundation-Uganda Fleet Management & Transport policy.
- Maintain an updated maintenance fleet cost card schedule for motor vehicles and motorcycle management in line with Baylor Foundation-Uganda fleet management policy.
- Manage the security controls and procedures at the cluster office, supervise the security team, and prepare weekly security reports and updates to the Administration Officer
- Forecast and submit quarterly requisitions of the cluster’s needs for office consumables and always ensure no stockouts
- Oversee the office management functions of all administrative-related support at the Region/Cluster office, and maintain a conducive working environment in compliance with the occupational health and safety guidelines
- Verification of all operational utilities, security, cleaning and assorted cluster-delivered supplies with support documents to establish completeness and accuracy in line with Baylor Foundation Uganda Financial policy.
- Management and booking of hotel accommodation reservations for staff and stakeholders; verification of the hotel invoices and timely submission to finance for payment
- Handle basic finance functions by capturing cluster operational invoices, review subgrant operational accountabilities at the cluster level, initiate mobile money and other primary financial entries and submit to finance for further review
- Prepare procurement requests and Terms of Reference (TORs) for the procurement of goods, works, and services related to administrative and logistics activities.
- Obtain service confirmation forms, goods received notes, and delivery notes; compile and arrange vendor invoices and submit them to the Finance team for timely payment processing
Qualifications, Skills and Experience:
- The job holder should have;
- A bachelor’s degree (honors) in a business-related course or any degree oriented towards Administration.
- Good computer skills and knowledge of computer accounting packages,
- The job holder must have at least three (3) years of relevant working experience in general office administration and fleet management in a reputable organization,
- 3 Years Relevant Experience
How to Apply:
All suitably qualified and Interested applicants should apply online at the link below.
Deadline: 22nd May 2026
NB: Only shortlisted candidates will be contacted.
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Level of Education: bachelor degree
Work Hours: 8
Experience in Months: 36