Finance Administrative Assistant

Organisation: Partners in Population and Development

Duty Station: Kampala, Uganda

Reports to: Finance and Administration Officer

About Organisation:

Partners in Population and Development Africa Regional Office (PPD ARO) is part of the Global PPD which is a southern-led and southern-run Inter-Governmental alliance of developing countries, that was founded during the International Conference on Population and Development (ICPD) held in Cairo, Egypt in 1994. PPD was founded to expand and strengthen South-South collaboration between and among the developing countries in the field of reproductive health, population and development in the context of implementation of the ICPD agenda. PPD has a membership of 27 developing countries, 15 of which are in Africa.

Job Summary:   The Finance Administrative Assistant will provide overall support to the Finance department. The position requires keen attention to detail and high levels of confidentiality and integrity. Working under the supervision of the Finance and Administration Officer, PPD Africa Regional Office, the Finance Administrative Assistant will undertake the following duties;

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

Deadline: 18th April at 05:00 PM

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