Finance Administrative Assistant

Reports to: Finance and Administration Officer

Key Duties and Responsibilities:

• Maintenance, monitoring the petty cashbooks
• Receiving all approved payment requests
• Entering approved payment requests into accounting software- Sage Evolution.
• Preparation of payment vouchers for both cash and bank payments
• Registering all payments before issuing them to the vendors and ensuring availability of receipts.
• Ensuring that accounts are accurately monitored and recorded
• Follow up accountability of advances following procedures in the accounting manual
• Files all accounting documents in properly labelled files
• Preparation of Bank reconciliations
• Maintaining financial records which accurately record the Organization’s incoming and outgoing finances
• Assist in dealing with the payroll by processing wages and employee expense claims.
• Assist in the preparation of monthly management/ financial accounts/ reports.
• Carrying out banking duties as a third-party agent including making cash deposits, cash withdrawals, picking bank statements and other related tasks.
• Participate in field activities to ensure project resources are properly utilized.
• Participate in the preparation of Audit files / Audit processes
• Other duties assigned by the supervisor and / or Head of Department
• Key Performance indicators:
• Bank reconciliation is carried out on a monthly basis and MUST be completed by the 5th day following the month under review.
• Attaching correct ledger account, funders and projects codes
• Carrying out routine reconciliation of all accounts receivable and payables
• Ensure staff salaries are processed as per policy.
• Payroll deductions are prepared and submitted by the 15th of the following month.
• Monthly management accounts are completed by the 5th day of the month following the month under review and forwarded to the supervisor for further review.
• Accountability of work advances is done within the specified time as per accounting manual guidelines.

Qualifications, Skills and Experience:  Successful candidates for this post will possess the following profile:

• Knowledge: Accountancy qualification appropriate to the role. A university degree (BA, BS) in the field of Accounts/Finance. At-least Level 2 certificate of professional accounting qualifications such as ACCA, CPA.
• Sound knowledge of financial management methods;
• Good understanding of grant relationship management;
• Sound knowledge of office administration; and
• Good knowledge of web-based and e-mail communications.

Experience

• A minimum of two years of experience managing finances for an organization or significant projects;
• Experience servicing meetings and/or conferences;
• Experience liaising with donors and partners, particularly for financial and reporting matters;
• Experience working in civil society organizations engaged in advocacy.

Abilities & aptitudes

• Strong interpersonal skills and the ability to work effectively with people across cultures and levels of seniority;
• Ability to work effectively in a small team;
• Proactive, flexible, able to plan and implement own work and decide when to consult or seek advice;
• Excellent numeracy skills;
• Excellent writing and oral communication in English (good communication in French a bonus);
• Knowledge of accounting software, preferably Sage Evolution.
• Understanding of and commitment to equal opportunities.

How to Apply:

Please send your curriculum vitae with two (2) references and a cover letter by emailing recruitment@ppdsec.org and addressing to;

The Ag. Regional Director/ Programme Manager,

PPD ARO Statistics House (Third Floor, Room 3.2)

9 Colville Street, P.O. Box 2666

Kampala, Uganda

Note: PPD ARO is an equal-opportunity organization, and women are encouraged to apply.