Project Assistant job at The Aids Support Organisation

Job Title (2) REF: TS/HR/OPSP/1: Project Assistant (1)
Classification: Contract, Full-time
Reports to: Cluster Team Leader & Technically to Human Resources Specialist
Salary: Commensurate with training and experience
Duty Station: USAID LPHS-Acholi, Kitgum Cluster Office
Directly Supervisees: None

Main Purpose of the Job: The Project Assistant shall support the HR function at the Cluster office and shall ensure all logistics and supplies necessary for effective execution of project activities are provided to the team in a timely manner. S/he will ensure proper working environment monitor staff attendance and general staff welfare.

Key Outputs
• Records kept of all project items, and ensure that they are adequately delivered to the various project staff as directed by the Cluster Team Leader
• Ensure project timesheets are filled, reviewed and tracker updated
• Ensure meetings, presentations, seminars and trainings effectively organized
• Attend meetings and ensure minutes are taken for relevant action.
• Ensure project HRH and Community volunteers in the Cluster are supervised and motivated
• Ensure project staff Welfare and motivation is provided

Key Duties and Responsibilities
1. Provide logistical and supplies support to the project including staff welfare, and project premises.
2. Process and provide all logistics related to project work in due time
3. Attend to all visitors and ensure that the cluster or region office has an updated directory for all stakeholders.
4. Process rental fees for cluster, regional office and ensure that all insurance aspects of the cluster, regional offices are dully attended.
5. Ensure that staff airtime and internet data is processed in due time.
6. Carry out official clerical duties by sorting, filing and sending out project documents to the right personnel and stakeholders.
7. Track project progress and ensure that all issues related to the project are clarified and
8. completed to avoid confusion and interruption during execution of the project.
9. Keep records of all project items and ensure that they are adequately delivered to the various project staff as directed by the Cluster Team Leader or Human Resources Specialist
10. Review project time sheets for both staff and ensure that they are submitted and filed in time. 10. Plan for meetings, presentations, seminars and trainings being organized and call the attention
11. of the Cluster Team Leader to where and when they are needed.
12. Attend meetings and pay apt attention throughout to get details of items discussed at the
13. meeting, document and disseminate action paper in due time.
14. 12. Keep track of all project activities, and ensure constant reminder and intimate the Cluster
15. Team Leader of what needs to be done in order to meet donor reporting deadlines.
16. 13. Ensure PRs are raised and processed for stationary and any other assets as may be required. 14. Carry out other duties assigned by the Supervisors.

PERSON SPECIFICATIONS: Project Assistant
Minimum Academic Qualifications: A Bachelor's degree in Organisational Psychology, SWASA, Social Sciences, Human Resources Management, Business Administration, Project Planning and Management or a related field.
Additional Training: Training in Administrative Law is desired and Training in HIV/AIDS Counselling shall be an added advantage.
Required Experience and Exposure: 2 years' experience working in an HIV/AIDS setting.

Key Skills:
• Excellent skills with Microsoft Word Office, Excel, PowerPoint, Outlook etc.
• Ability to pay attention to detail
• Good communication skills and Ability to solve problems
• Ability to manage time effectively

Other Qualities/Attributes: Integrity, Emotional control, Confidentiality and Openness, Team player, Ability to work under mental and physical stress and Empathy.

Job Title (1) REF:TS/HR/OPFN/2: Finance and Operations Officer (1)

Duty Station: USAID LPHS-Acholi, Kitgum Cluster Office
Directly Supervisees: Finance and Operations Assistants, Stores Assistant

Main Purpose of the Job: The primary function of the Finance and Operations Officer shall be to prepare and examine financial records. They will make sure that records are accurate and that taxes are paid properly on time. The Finance and Operations Officer shall perform overviews of the financial operations of the project at Cluster and regional level in order to help it run efficiently. He/she will ensure the operations of the project is functional.

Key results
• Financial Statements examined to ensure accuracy
• Ensure that financial statements and records comply with laws and regulations
• Taxes owed computed, prepare tax returns, ensure prompt payment of staff, sub-grantees and service providers
• Books of Accounts inspected and accounting systems kept up to date

Key Duties and Responsibilities

1. Prepares assets, liability and capital accounts entries by compiling analyzing documentation of financial transactions by entering accounts information into Navision.
2. Recommends financial actions by analysing accounting options
3. Summarize current financial status by collecting information.
4. Preparing balance sheets, profit and loss statements and other reports.
5. Prepare bank and Beyonic reconciliation on a monthly basis and follow up on the unreconciled items on a monthly basis.
6. Initiate payments in Beyonic, bank and Navision and maintain appropriate Beyonic and bank balance levels.
7. Substantiate financial transactions by validating documents
8. Maintain accounting project staff by coordinating activities and answering questions
9. Reconciles financial discrepancies by collecting and analysing account information
10. Secure financial information by completing data base backups
11. Maintain financial security by following internal controls
12. Prepare payments by verifying documentation, and requesting disbursements
13. Answering accounting procedure questions by researching and interpreting accounting policy and regulations.
14. Complies with national and local financial requirements by studying existing and new legislation, enforcing adherence to requirements and advising management on needed action. 15. Prepare special financial reports by collecting, analysing and summarizing accounts information and trends
15. Maintain customer confidence and protect operations by keeping financial information confidential
16. Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications, establishing personal networks, participating in professional societies
17. Support district officials, In-Charges and health facilities in compilation and retiring accountabilities.
18. Contribute to team effort by accomplishing related results as needed.
19. Ensuring a functional Fleet system
20. Ensure project store are properly maintained
21. Carry out other duties assigned by the Supervisors.

PERSON SPECIFICATIONS: Finance and Operations Officer
Minimum Academic Qualifications:
• A Bachelor's degree majoring in Accounting and Finance. Level II CPA/ACCA will be an added advantage.
• Experience working in PEPFAR or USG- funded organizations is highly desirable.
Required Experience and Exposure
• At least 2 years' experience in financial accounting in a busy PEPFAR or USG-funded organization
• Experience in applications of the NAVISION Accounting Software
• Excellent Computer skills - MS Excel, MS. Word, Power point and MS. Outlook
Other Qualities/Attributes: Highest level of honesty and Integrity, Emotional control, Confidentiality and Openness, Team player, Ability to work under mental and physical stress and Empathy, Appropriate degree of assertiveness, Speed and accuracy.

Job application procedure
Only qualified candidates who meet all the above requirements are invited to submit their resume, copies of certified academic certificates, testimonials and three referees, two of who should be the present employer / immediate supervisor or last employer if unemployed, or any other if it is the first employment being applied for. None of the referees should be a relative, friend or business associate. All referees' designations should be stated and contact details included i.e. physical address, telephone/ mobile numbers and email contacts.
All interested Candidates MUST fully fill the TASO Online Job Application Form, scan and save all the relevant documents as one document (labeled with candidate's full names) and forward only online applications with the relevant credentials to:
https://www.cognitoforms.com/TASO1/THEAIDSSUPPORTORGANISATIONTASO .
Please visit the TASO Website at www.tasouganda.org  to access the detailed job advert. Also note that only applications received online shall be considered.
* Posting Date: March 30, 2023
Closing Date: April 14, 2023 at 4:30pm
While TASO appreciates all the interested applicants, only shortlisted candidates will be contacted for interviews. In case you do not hear from TASO Uganda One (01) month after the closing date, please consider yourself unsuccessful.
*Please note that any form of canvassing will lead to automatic disqualification.