Finance and Administrative Assistant Job – Makerere Joint AIDS Program (MJAP)

Job Title:   Finance and Administrative Assistant (Fresher Jobs)    

Organisation: Makerere Joint AIDS Program (MJAP)

Project Name: USAID Local Partner Health Service Project East & Central (LPHS-EC)

Duty Station:  Jinja, Uganda

Reports to: Finance Officer

About US:

The USAID Local Partner Health Service Project East & Central (LPHS-EC) is a project of Makerere Joint AIDS Program (MJAP) funded by USAID. MJAP’s Mission is to build partnerships and strengthen Health Systems to optimally respond to HIV/AIDS, TB and other diseases of public health importance in Africa. MJAP has Integrity, Excellence, Team Spirit, Compassion, and Respect as Core Values. Our Vision is Universal and equitable access to quality health care for healthier populations. At MJAP, we believe that our performance is directly influenced by the set of values and principles by which we live and carry out our daily work. All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible.

Job Summary:  Working closely with Finance Officer, the Finance and Administrative Assistant will support in implementing the overall accounting, reporting, processing payments and financial control systems for the project.

Key Duties and Responsibilities:

• Support in the preparation/ development of field monthly financial reports which includes sun systems postings bank reconciliations journal entries preparation personal advances balance reports grand summary sheets supporting payment vouchers petty cash journal and summarized expenditure etc. Ensure expenses are in accordance with U.S. government regulations (expenses are reasonable allowable and allocable)
• Timely preparation and processing of payments by ensuring that all payments are reasonable allowable allocable to the project. This includes liaising with procurement to ensure that all payments are adequately supported.
• Review of Mobile Money payments against Mobile Money Registration forms, Participant registrations / attendance forms, Approved Activity Request (AAR), Travel Activity Budget and all related support documentation from the project implementing teams. Supporting the finance team in jinja in proper filing, scanning of documents both in hard and soft copy while managing filing system for record and control of key documents.
• The finance and administration assistant will be responsible for receiving, reviewing all the staff claims and accountability before they are submitted to the senior finance officer for approval.
• Ensures that any cases of fraud, deceit, scams, financial discrepancies, or errors are promptly reported and dealt with accordingly.
• Provide logistical support and back-up in the planning of meetings and workshops in and around jinja district.
• Review of all invoices from the procurement department to ensure they are complete and well supported before they are submitted to the senior finance officer or the finance manager for further processing.
• The Finance and administrative assistant will be responsible for ensuring all the activity request from the different program teams are fully coded and accurate before they are submitted to the senior finance officer or the finance manager for approval.
• The person will work closely with the administrative assistant to ensure that support staff and team such as cleaners and Security guards are working well to achieve the desired target.
• Perform work-related errands as requested and assigned by the supervisor.

Qualifications, Skills and Experience:

• A Bachelor’s degree in B.COM, Accounting & Finance, Business Administration, or its equivalent
• Level II qualification in professional course (CPA, ACCA or CIPS) is an added advantage.
• A minimum of two years of experience in office management and administration
• Knowledge of Sun Systems, Navision or Quick Books Accounting software will be an added advantage.
• Knowledge of logistical operations is an added advantage.
• Previous experience with online banking platforms especially BEYONIC is an added advantage.
• Excellent customer care and public relations.
• Excellent customer care and interpersonal relations
• Ability to work within a team environment.
• Computer skills including MS Office or equivalent and use of internet or email.
• Excellent skills in work management and prioritizing, verbal and written communication, problem-solving ability, paying attention to detail, accuracy, flexibility, reliability, and teamwork.
• Flexibility to work long hours to that suit program needs.

How to Apply:

All qualified and interested candidates should apply via the email below and submit their cover letters, a detailed curriculum vita and copies of relevant academic documents to: recruitment@mjap.mak.ac.ug addressed to; The Human Resource Manager, Makerere University Joint AIDS Program (MJAP), Kampala. Uganda

The Application letter, CV and certificates be attached as one document; and should not exceed 5 MB.

NB: MJAP does not charge a recruitment fee or any other fees at any stage of the recruitment process. MJAP is proud to be an Equal Employment Opportunity employer. We value and seek diversity in our workforce.

Deadline: 17th March 2023 by 5:00pm.