The Ugandan Jobline

Job
Title: Management Assistant 

• ·        
  Prepare,
  register and keep cheques.
• ·        
  Assist
  in preparing staff payroll for bank transfers at the end of each month.
• ·        
  Ensures
  all invoices from external parties (contractors, suppliers, other related agencies)
  are paid in due time, by bank transfer, cheque or cash and arrange those
  documents by date.
• ·        
  Responsible
  for sound cash planning & cash withdrawals.

2. Financial Activity Reporting

• ·        
  Record
  all expenses properly in BTC software, following guidelines and within the
  deadlines.
• ·        
  Make
  all necessary corrections and make all preparations for the monthly closing of
  the accounting.
• ·        
  Enter
  daily of expenses in the cashbook.
• ·        
  Ensure
  smooth accounting of advances. This includes verification of financial reports,
  expenses and supporting documents.
• ·        
  Ensure
  accounting coding and budgeting lines are correct: this includes verification
  of financial reports, expenses and supporting documents.
• ·        
  Keep
  track accounting data by putting references on the specific documents on a
  monthly basis.
• ·        
  Responsible
  for consistent filing of all accounting, banking and cash management documents.
• ·        
  Organize
  copies of all supporting bank documents and cash documents before sending to
  BTC Finance and Administrative Officer on a daily basis.

• ·        
  Ensure
  prompt maintenance of vehicles and keep up of the office building.
• ·        
  Ensure
  routine vehicles maintenance, verification of log books and mileage tracking.
• ·        
  Manage
  filing, storing and security of documents.
• ·        
  Manage
  repair and maintenance of office equipment.
• ·        
  Ensure
  proper petty cash management.
• ·        
  Manage
  incoming and outgoing correspondences
• ·        
  Ensure
  proper management of the Stocks.
• ·        
  Prepare
  tax returns and claims.
• ·        
  Manage
  the reception.
• ·        
  Prepare
  and manage watchmen schedule.

• ·        
  A
  minimum of a diploma or its equivalent preferably in Business Administration.
• ·        
  Minimum
  8 years experience in accounting and project administration;
• ·        
  Experience
  with an international organization or NGO;
• ·        
  Experience
  working in a similar position;
• ·        
  Very
  good hands-on knowledge of Excel and Word is a must. Other programs (Database,
  accounting programs) a strong advantage;
• ·        
  Knowledge
  of related procurement legislation for public procurement
• ·        
  Ability
  to work independently;
• ·        
  Experience
  supervising other staff;
• ·        
  Proficient
  in English;
• ·        
  Mature,
  good communicator and team player;
• ·        
  Able
  to work under stressful conditions

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