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Job Title:    Administrative & Accounts
Assistant

Organization:  Diakonia

Duty Station:  Kampala,
Uganda

 

About US:

Diakonia is a
faith-based Swedish development organization which supports and works with
around 400 local partner organizations in 25 countries. In Uganda, Diakonia
works in the Northern and North- eastern Uganda, mainly in the Karamoja and
Acholi regions focusing on voice giving, promoting active citizenship, as well
as the protection and realization of human rights and dignity of marginalized
girls, boys, women and men.

 

Job Summary:   The Administrative & Accounts Assistant
mainly performs a variety of critical tasks to deliver administrative,
logistics, travel, procurement, human resources and book-keeping services,
including preparation and maintenance of accurate and updated records
management system to support delivery of effective and efficient front office
operations.

 

Key Duties and
Responsibilities:

Administrative and
Logistical Support

·        
Coordinate
the provision of all incoming and outgoing physical letters, courier and postal
mail

·        
Coordinate
procurement of goods and services against approved purchase orders

·        
Verify
that purchased goods meet specification in accordance to the purchase order

·        
Process
incoming and outgoing shipments documentation and obtain customs clearance

·        
Keep
track of all approved procurement and logistical requests and expenditures

·        
Arrange
travel and hotel reservations, and obtain travel authorizations

·        
Process
requests for visas and resident permits for staff members and their dependents

·        
Provide
administrative support to programmes and internal processes in the organization
in relation to events, conferences, workshops and retreats

·        
Prepare
and book meeting rooms and video-conference facilities

·        
Maintain
an effective records management system to ensure safe custody of documents

·        
Maintain
an effective asset management system to ensure timely maintenance of office
equipment

·        
Coordinate
front office operations and ensure clean, hygienic and safe working environment

·        
Coordinate
motor vehicle maintenance and repair to ensure availability of transport at all
times

·        
Ensure
maintenance of a variety of office equipment including computer, photocopying
machine; utilize various computer applications and software packages

·        
Coordinate
office security to ensure adequate protection of organizational property and
assets

·        
Provide
support in the planning and execution of staff orientation

Human Resources

·        
Research,
compile and analyze data for special personnel projects and reports

·        
Provide
support in setting appointments and arranging meetings

·        
Provide
support in the planning and execution of new staff orientation

·        
Maintain
accurate and updated employee records and files

·        
Monitor
employee leave records and prepare and implement annual leave schedules

·        
Implement
employee benefits and welfare programme, including sick leave entitlements

Accounting and
Reporting

·        
Examine
payment requests and ensure complete documentation to support payments

·        
Receive
and process all approved expense claim forms and requests for payments

·        
Monitor
and review outstanding invoices with prompt resolution of queries

·        
Update
payroll reference tables against approved salary and allowances scales

·        
Prepare
and maintain the payroll, effect voluntary deductions and statutory tax returns

·        
Timely
and accurate preparation of bank reconciliations and take action on
discrepancies

·        
Maintain
and update accounting records, in accordance with accounting policies and
procedures

·        
Prepare
receipts and vouchers to be entered correctly in the accounting system

·        
Proper
receipting of goods and services and establishment of accruals

·        
Maintain
safe custody of petty cash and prepare schedules in relation to sufficient cash
for disbursement and cash flow management

·        
Prepare
all necessary information in relation to accounting of staff advance

·        
Present
information on the status of financial resources as required

·        
Maintain
accurate records for the purpose of auditing, and finance reports

·        
Maintain
safe custody of accounting and physical vouchers that relate Diakonia

·        
Submission
of tax and statutory returns in accordance to the local law

Others: Performs other related duties and functions
as requested 

 

Qualifications, Skills and Experience:

·        
The
applicant must hold a Diploma in Business Administration or equivalent
qualification

·        
Computer
training in accounting software and MS Word, Excel, etc

·        
Part-qualified
accountant from recognized accountancy body CPA/ACCA

·        
At least
three years of finance and administration experience gained from a non-profit
organization

·        
High
level of attention to detail and accuracy

·        
Demonstrates
consistency in upholding integrity and ethics

·        
Acting
as a team player and facilitating team work

·        
Proficiency
in Microsoft Word, Excel and accounting software

·        
Effective
communications and interpersonal skills

·        
Consistently
approaches work with energy and a positive, constructive attitude;

·        
Remain
calm, in control and good humored even under pressure;

·        
Respond
positively to critical feedback and differing points of views.

·        
Good
knowledge of national/official language of the Country Office

·        
Ability
to understand and speak English is highly desirable

 

How to Apply:

All interested and
qualified persons are strongly encouraged to apply online via email to:
hr@futureoptions.org. Applicants should submit an application letter, a CV
along with the contacts of three professional referees and copies of academic
documents. Please indicate the title of the position you are applying for in
the subject line.

 

Deadline: 30th November 2020.

 

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