Diakonia Administrative & Accounts Assistant Jobs in Uganda

Diakonia Administrative & Accounts Assistant Jobs in Uganda

Organization Details

  • 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.

    Knowledge, Skills & Competences

  • 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


    Overall Job Purpose

  • 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.

    Essential Duties & 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

  • Performs other related duties and functions as requested


  • 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

    Details of Experience

  • At least 3 years of finance and administration experience gained from a non-profit organization

    How to Apply

  • All interested and qualified persons are strongly encouraged to apply online on www.futureoptions.org or by email: 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.

  • Applications should be received by 5:00pm on the 30th November 2020.

  • Only the shortlisted candidates will be contacted

  • Application deadline: 2020-11-30

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