Finance and Administration Assistant

DEADLINE: 05/04/2024

Position: Finance and Administration Assistant
Type: Full-time
Location: Kampala, Uganda

Background:
The Uganda Non-Communicable Diseases Alliance (UNCDA) is a leading organization in the civil society sector’s response to the challenges posed by Non-Communicable Diseases (NCDs) in Uganda. Established in 2010, UNCDA serves as an umbrella organization for NCD-specific groups focusing on areas such as Cancer, Diabetes, Heart diseases, among others. The alliance was formed to address the significant impact of the global NCD epidemic, particularly in low- and middle-income countries. UNCDA, registered with the National NGO board as a national NGO, operates under a constitution and a Board of Directors.

UNCDA implements its project activities across Uganda through branches at the district level, currently encompassing eleven branches including Kampala. The organization has received support from the Civil Society in Development of Denmark (CISU) through a partnership with the Danish Non-Communicable Diseases Alliance (DNCDA). This engagement places UNCDA as one of the program organizations among five national NCD alliances in East Africa. The ongoing second phase of this engagement spans from January 2024 to December 2027.

Job Purpose:
The Finance and Administration Assistant will play a critical role in ensuring the proper implementation of financial procedures across all UNCDA programs. This role serves as the technical focal point for financial, administrative, and office management for the UNCDA team.

Reporting Line:
The Finance and Administration Assistant will report directly to the Program Manager. The position will have oversight of the office assistant, security guard, as well as all volunteers, interns, and part-time personnel within the Finance and Administration domain.

Contract Duration:
One (1) year contract, renewable based on performance and availability of funds.

Responsibilities and Tasks:

  1. Financial Management:
    • Assist program staff in preparing proposal and operational budgets.
    • Handle payroll, payslips, and monitor salary disbursements and reimbursements.
    • Identify and implement financial tracking and analysis tools for decision-making and ongoing management reviews.
    • Supervise cash disbursements, banking reconciliation, accounts payable, and payroll, ensuring adequate controls.
    • Monitor compliance with financial and administration contracts.
    • Perform routine banking services including preparing bank reconciliation statements.
    • Generate year-end financial statements and ensure compliance with UNCDA and donor requirements.
    • Monitor financial reports against budget and contract requirements, providing necessary alerts to management.
    • Communicate financial expectations to staff and provide feedback on forecasts and expenditures.
    • Prepare monthly financial reports ensuring accuracy, documentation, and timely submission.
  2. Human Resources Management, Compliances, and Capacity Building:
    • Ensure staff understanding of roles and responsibilities in financial management and accountability.
    • Support capacity building of member associations and branch teams.
    • Coordinate recruitment processes for vacant positions.
    • Manage staff HR documents and compliance with statutory regulations.
    • Supervise administrative volunteers in office administration tasks.
    • Organize field trips for the Program Manager and other staff.
    • Manage donor and partner visits in consultation with the Program Manager.
  3. Logistics Supervision:
    • Ensure compliance with UNCDA financial management and procurement procedures.
    • Oversee procurement, stock management, asset management, IT systems, office equipment, building maintenance, service provider relations, travel arrangements, and events management.
  4. Other Duties:
    • Perform additional tasks as assigned by the Program Manager.

Qualifications:

  • Bachelor’s degree in Finance or Accounting with at least 2 years of relevant experience.
  • Professional accountancy qualification such as CPA, ACCA (at least level 2).
  • Proficiency in QuickBooks accounting program and other spreadsheet programs.

Added Advantages:

  • Full professional qualification such as CPA, ACCA.
  • Prior finance experience in a charity/NGO/CSO sector.
  • Training in project planning and Project Management.
  • Basic IT knowledge (software installation, computer servicing, website updating).

Experience:

  • Financial management experience in institutions or donor-funded projects.
  • Proficiency in financial management software.
  • Strong analytical abilities and preparation of concise financial reports.
  • Excellent verbal and written communication skills in English.

Competencies / Personal Attributes:

  • Analytical and problem-solving skills.
  • Attention to detail and ability to plan with minimal supervision.
  • Strong networking and interpersonal skills.
  • Ability to work in a culturally diverse team.
  • Capacity to work under tight deadlines and pressure.
  • Excellent communication and reporting skills.
  • Demonstrates sound work ethics, honesty, and trustworthiness.
  • Flexibility in approach and tasks.

Salary: Negotiable based on qualifications and experience.

Start Date: Successful Candidate MUST be ready and willing to start work by 15 April 2024.

Application Procedure: Qualified and interested candidates are requested to submit their applications (Cover letter and CV only) addressed to the Program Manager, Uganda Non-Communicable Diseases Alliance (UNCDA), at info@uncdaug.org, with a copy to uncda.ug.org@gmail.com, not later than five (5) days after the date of this publication.

Note:

  • Only applications sent through the stated address will be received and processed.
  • Any form of solicitation will lead to automatic disqualification at any stage of the application process.
  • The cover letter should address all aspects of the job requirements including academic qualifications, roles experience, competencies, etc.

UNCDA – Jobs in Uganda
About Uganda NCD Alliance
Industry: HEALTH
Location: Kampala, Uganda

UNCDA is an equal opportunity employer, committed to a diverse and inclusive workforce. We do not discriminate on the basis of race/tribe, gender, religion, disability, etc. We do not charge any fees for recruitment purposes. Any attempt at solicitation at any stage, including after recruitment, will result in automatic disqualification.

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