Job Title: Accounts Assistant

Grade: G5

Reports to: Accountant

Duration of Contract: Five years, renewable upon satisfactory performance and age requirement

Duty Station: CASSOA Headquarters, Entebbe, Uganda

1. Main Purpose of the Job: The Accounts Assistant will be responsible for the timely and accurate processing of transactions, accounts payable management, classification, recording, and reconciling transactions in the Sun-Systems Accounting System.

2. Duties and Responsibilities: Function 1: Managing Office Petty Cash:

  • Maintain office petty cash within Agency rules and regulations, including requisition for replenishment and posting all petty cash vouchers in Sun-System.
  • Ensure accurate records of petty cash transactions.
  • Prepare data for petty cash budgeting.
  • Account for issued cash and recover any petty cash not accounted for.
  • Ensure compliance with required rules for using petty cash.

Function 2: Reconciliation of Assets and Liabilities:

  • Reconcile assets and liabilities to provide data for financial statements.
  • Manage the Agency’s assets based on accurate valuation.
  • Facilitate the settlement of the Agency’s liabilities.
  • Maintain updated values of assets and liabilities.

Function 3: Initiating the Payroll Payment Process:

  • Update payroll data.
  • Produce pay slips/pay statements promptly.
  • Ensure timely payment of salaries.
  • Provide convenience to staff on salary-related matters.

Function 4: Preparing Monthly Diplomatic VAT Returns:

  • Ensure compliance with diplomatic laws and requirements.
  • Utilize diplomatic privileges on taxes.

Function 5: Assisting in Periodic Financial Reporting:

  • Support the Accountant in producing financial reports.
  • Ensure timely production of financial reports for user convenience.

Function 6: Processing Supplier Invoices:

  • Verify and approve supplier invoices for payment.
  • Ensure accuracy in payments made to suppliers.
  • Maintain good relations with suppliers.

Function 7: Liaising with Procurement and Contract Managers:

  • Coordinate with procurement and contract managers on supplier account issues.
  • Ensure expedient processing of payments to suppliers.
  • Correct errors in invoicing and receipting related to suppliers.

Function 8: Preparation of Financial Reports for Technical Committee:

  • Provide data for the preparation of financial reports.
  • Ensure accurate and timely reports for the Committee meetings.

Function 9: Reconciliation of Receipts and Issue of Official Receipts:

  • Reconcile all receipts and issue official receipts to payers.
  • Maintain records of payments received for accountability.

Function 10: Assisting in Inventory Counts:

  • Conduct inventory counts in stores and of fixed assets.
  • Ensure compliance with rules and regulations related to stores and assets.

Function 11: Filing of Processed Vouchers:

  • Properly file all processed vouchers for future access.
  • Ensure proper storage and security of financial documents.

Competencies:

  • Professionalism
  • Teamwork
  • Problem Solving Skills
  • Communication
  • Accountability

3. Qualifications and Experience:

  • Education Requirements: Bachelor’s Degree in Business Administration or related business degrees majoring in Accounting or Finance.
  • Technical Qualifications, Knowledge, and Skills: CPA II / ACCA II or equivalent Accounting certification.
  • Experience: Minimum of three (3) years of progressively work experience in professional Accounting. Experience with regional and international organizations would be an added advantage.

4. Eligibility for Applications: This vacancy is open to the Republics of Rwanda, Uganda, United Republic of Tanzania, and South Sudan.

5. Terms and Conditions of Service: The position has a five-year term contract renewable once upon satisfactory performance.

6. Salary and Fringe Benefits: The position offers a competitive salary and attractive fringe benefits, including house allowance, education allowance, medical scheme, and insurance cover.

7. Age Limit Requirements: Candidates above the age of 55 years will not be considered for employment.

8. How to Apply: Interested candidates meeting the requirements are advised to submit the following:

  • Signed application letters
  • Duly filled and signed EAC-CASSOA Personal History Form
  • Photocopies of academic degrees and professional certificates/licenses
  • A copy of their National Identity Card, Birth Certificate, or Passport indicating the date of birth

Applications should be submitted not later than 25th March 2024 via email (in PDF format) or in hard copies to the address provided.

Address: Executive Director EAC – CASSOA P.O. Box 873 Entebbe, UGANDA Email: recruitment@cassoa.org

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