Summary
Date Posted: Friday, December 15 2023, Base Salary: Not Disclosed

JOB DETAILS:
Overall job purpose
To manage and record the Transactions into the SUN field upload template and ensure payments to all suppliers based on the invoices generated from Logistics and administrative Offices; Process all the Payment Vouchers ensuring all necessary supporting Documentations are available, appropriately signed by various authorities and ensuring that all documents are Scanned and arranged properly to be uploaded to Share point

Reporting lines
Reporting to: Finance Manager
Supervising: N/A
Receives technical advice from: Finance Manager, Finance Officer and Finance Coordinator Gives technical advice to:
Standing in for: Finance Officer
Replaced by: Finance Officer

Tasks:
Strategy and Vision
• Actively supports the values of Johanniter and shapes programme work according to these values
• Together with Finance Coordinator and Finance Manager, ensures the development and implementation of the Johanniter International Assistance strategy in her/his area of responsibility
• Contributes to the development and implementation of the global strategy of Johanniter International Assistance

Administrative Duties
• Responsible for the management of USD/EUR/UGX cash & bank books.
• On a daily basis, record all the transactions into the SUN upload template and ensure that the booking texts conforms to the organizational financial guidelines, L codes are completed.
• Ensure the safety of the safe and perform Cash Counts every Friday (in presence of Finance Manager) and file cash counts in file.
• Ensure accuracy and completeness of the cash/bank books and ensure proper filling of all financial documents

Processing and payment to suppliers/vendors
• Receive payment requests from Logistics department and prepare the voucher of payments and submit to Finance Manager for review and approval from authorized signatories, ensuring that all documentation is properly signed and dated correctly.
• After approval release payment and record it in SUN budget template.
• Ensure that all receipts are stamped using the Johanniter Approval/ Paid stamp and that all invoices and or receipts are signed by the suppliers
• Ensure the invoices are arranged in a chronological order and file them accordingly in the various files for each cashbook
• Ensure that all checks to suppliers and bank transfers are done when necessary and Assist the Finance Manager with banking related issues.

Cashbook Management – Recording Transactions into SUN field upload template
• Maintain the Cashbook in specified SUN upload template, ensuring that all transactions are properly recorded.
• Ensure booking text descriptions, L-codes (project code L1, JUH budget lines L2, donor budget lines L3, source of funds L4, Country L5, partner L6, person L7 and Fibu code) are rightly allocated.
• Supports with Monthly balance sheet accounts reconciliations, Bank reconciliations, and all cashbook reconciliations.

Support to ensure the accountancy in terms of quality, reliability and transparency
• Ensure the management of cash boxes (following up advances and maintaining the advances register, expenditure conciliations, etc.)
• Checking purchasing procedures are followed (RFPs, PA, NCP and Payment Vouchers are systematically signed by authorized persons).
• Check that expenditures are validated by the management taking into consideration all the Validation Thresholds of Johanniter for Project Coordinators, Senior Program manager, Head of Mission and the Desk Officer at the HQ
• Check the justification documents and their conformity (requisition forms, quote analyses, invoices, inventories, etc.) in for all the transactions done before payments are made.
• Properly file all the invoices and other financial documents, ensuring that the filling system is updated, complete and accurate.

Administrative Procedures
• Maintain all finance files up to date and ensure file database is up-to-date.
• Supports with retrieving documentation required for the different reviews, especially support to the audit processes with documentation required from the archives
• Receive, distribute, circulate and file all documents that come into the office
• Distribute documents to other agencies.
• Ensures full compliance with the financial procedures in respect of accountancy requirements of the organization as well as for donors

Person Specification
Professional Qualification and Experience:
• Degree in Business Administration, Accounting, Finance or commerce
• Minimum of one (1) year of solid experience in financial management, and administration in an NGO/ INGO setting. Or six (6) months of internship experience with an International Organization.
• Professional in Excel, Words and computerised accounting. Knowledge of the SUN System or any accounting software is essential
• A Republic of Uganda national

Skills
• Honest and of high integrity
• Ability to Multi-task while maintaining a stringent eye on detail
• Excellent interpersonal, communication, negotiation and representation skills
• Accurate and precise work style
• Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines
• Flexibility, ability to adapt, good team player, discrete, responsible and innovative
• Fluency in English. Knowledge of local languages will be an added advantage Application Instructions
• Johanniter is an equal opportunity employer that values diversity. Suitable candidates with disabilities are encouraged to apply.
• We conduct background checks (incl. criminal record, certificates of service from past employers and reference checks) to protect the vulnerable and prevent abuse.


Work Hours: 8

Experience in Months: 12

Level of Education: Bachelor Degree

Job application procedure

Applications for this position MUST include the following:
A cover letter and CV in PDF o Reference contacts of at least 3 referees.
Certificates of service from past employers

Applications missing the above information will not be accepted

Applications should be sent to hr.uganda@thejohanniter.org before Tuesday 2nd January 2024
• Please indicate “Finance Assistant- Uganda” in the subject line of your e-mail and in the application mention your earliest date of availability.
• Only complete applications will be considered.
• Only short-listed candidates will be notified.
• Written tests and interviews are expected to take place before end of January 2024. The candidates will be invited by email at short notice.



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