Diakonia Administrative & Accounts Assistant Jobs in Uganda
Diakonia Administrative & Accounts Assistant Jobs in Uganda
Organization DetailsDiakonia 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
Responsibilities
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
Qualifications
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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