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Job Title:The Management Assistant
Location: Kampala
Duration of the
contract: for 1 year with
possible extension
Remuneration: Attractive depending
on years of relevant experience
BTC, the Belgian
Development Agency, together with different Government Ministries, are
implementing the bilateral cooperation between Uganda & Belgium.
The Management Assistant
shall be selected by
and is responsible for a variety of administrative and finance-related tasks
including the ones listed below (this list is not exhaustive).
S/he works under direct supervision of the
Administrative & Financial Officer of BTC for all type of activities.
Major tasks
Banking, cheque and
cash management
• Prepare, register
and keep cheques.
• Assist in preparing
staff payroll for bank transfers at the end of each month.
• Ensures all
invoices from external parties
(contractors,
suppliers, other related agencies) are paid in due time, by bank transfer,
cheque or cash and arrange those documents by date.
• Responsible for
sound cash planning & cash withdrawals.
Financial activity
reporting
• Record all expenses
properly in BTC software, following guidelines and within the deadlines.
• Make all necessary
corrections and make all preparations for the monthly closing of the
accounting.
• Enter daily of
expenses in the cashbook.
• Ensure smooth
accounting of advances. This includes verification of financial reports,
expenses and supporting documents.
• Ensure accounting
coding and budgeting lines are correct: this includes verification of financial
reports, expenses and supporting documents.
• Keep track
accounting data by putting references on the specific documents on a monthly
basis.
• Responsible for
consistent filing of all accounting, banking and cash management documents.
• Organize copies of
all supporting bank documents and cash documents before sending to BTC Finance
and Administrative Officer on a daily basis.
Administration/Logistics
• Ensure prompt
maintenance of vehicles and keep
up of the office
building.
• Ensure routine
vehicles maintenance, verification
of log books and
mileage tracking.
• Manage filing,
storing and security of documents.
• Manage repair and
maintenance of office
equipment.
• Ensure proper petty
cash management.
• Manage incoming and
outgoing correpondences
• Ensure proper
management of the Stocks.
• Prepare tax returns
and claims
• Manage the
reception.
• Prepare and manage
watchmen schedule
Profile:
• A minimum of a
diploma or its equivalent preferably in Business Administration.
• Minimum 8 years
experience in accounting and project administration;
• Experience with an
international organization or NGO;
• Experience working
in a similar position;
• Very good hands-on
knowledge of Excel and Word
is a must. Other programs
(Database, accounting programs) a strong advantage;
• Knowledge of
related procurement legislation for public procurement
• Ability to work
independently;
• Experience supervising
other staff;
• Proficient in
English;
• Mature, good
communicator and team player;
• Able to work under
stressful conditions.
Interested?
Please apply not later than 30th
April, 2013 by sending your
application letter and resume, plus
copies of academic
and professional qualification certificates as well as at least three recent
professional references to the
Resident Representative, BTC,
P.O Box 40131,
Kampala-Uganda. Hand deliver to:
Lower Kololo Terrace,
Plot 1B. Please only submit
your application if
it meets the above criteria.
ONLY SHORT LISTED
APPLICANTS SHALL BE
RESPONDED TO.
