Organization: Uganda Local
Governments’ Association (ULGA)
Duty Station: Kampala, Uganda
Reports to: Finance
Officer
The Uganda
Local Governments’ Association (ULGA) is an Association for Local Governments
in Uganda that was formed in 1994 with the mandate to unite Local Governments,
and provide them with a forum through which to come together and give each
other support and guidance to make common positions on key issues that affect
Local Governance. ULGA carries out this mandate through lobbying, advocacy and
representation of Local Governments at local, National and International fora.
Its ultimate goal is to promote and build Democratic and Accountable Local
Governments capable of delivering Efficient and Sustainable Public Services to
the people of Uganda. Our current strategic focus is in the areas of lobbying
and advocacy; institutional strengthening; increasing services to members and
facilitating local economic development.
Job Summary: The Accounts
Assistant will provide financial support to ULGA management and staff and
provide administrative support to the Finance Team in line with ULGA Policies
and procedures
Key Duties and Responsibilities:
1.
Make remittances to Statutory bodies and payments in line with Statutory
requirements and the ULGA Finance Policy and the Budgets:
·
Submit the remittances to the relevant statutory
authorities
·
Make the appropriate payments to casual &
temporary staff as stipulated in the Labour laws.
·
Prepare the payroll in liaison with the OPS/Admin
Officer and make deductions as required e.g. staff salary advances, private
mileage, Medical, SWS, NSSF & PAYE as guided by statutory requirements
·
Prepare and write vouchers for payment of NSSF and
PAYE as guided by statutory requirements
·
The incumbent will also prepare payments, cheques,
vouchers and receipts
·
Work closely with the banks to receive and deposit
money on behalf of the organisation
·
Ensure the safe custody of money in line with finance
policies and procedures
·
Make daily bank and petty cash payments to staff and
clients
·
Maintain & update staff debtors & advance
registers
·
Make and review documents to ensure that payments
are in line with authorization levels & structure.
·
Make schedules for monitoring of prepayment accounts
e.g. fuel, rent, electricity & water
·
The Accounts Assistant will also make schedules for
monitoring accruals & creditors
·
Prepare cash flow forecasts as guided by the
department plans & budgets
·
Update bank and petty cash books on a daily basis
·
Maintain cash flow levels to cater for payments in
line with finance policies and procedures.
2.
Generate monthly reports and statements for financial management as stipulated
in the ULGA Finance Policy, and submit them to the Accountant:
·
Give explanations, clarifications about the report
/statements by use of supporting documents
·
Prepare and submit financial reports.
·
Relate the monthly cash flow forecast to the
department, project and plans & budgets
·
File supporting documents e.g. payment vouchers,
invoices, orders, and quotations & issue delivery.
·
Prepare and write vouchers as guided by the sun
chart of accounts
·
Enter primary data through the Accounting system to
be used generating monthly financial reports.
·
Extract and report financial data in the simplest
form that can be understood by staff and LGs
·
Explain to the Suppliers, LGs, regarding ULGA
financial policies and procedures.
3.
Prepare variance reports and expenditure analysis for the departments and seek
clarification from the budget holder in line with the ULGA Finance Policy:
·
Assist staff in the interpretation of report as
stipulated in the ULGA Finance Policy
·
Make a critical follow up on payments and accountabilities
of staff and clients
·
Make appropriate payments for the proper expenditure
levels.
·
Make appropriate payroll deductions for the proper
payments and reconciliation
·
Prepare and submit monthly funding reports to different
donors
·
Prepare monthly bank reconciliation statements for
all the bank accounts
·
Follow up on staff advances – ensuring that all
advances are promptly booked into the advance register and accounted for in
time as per the Finance policies and procedures.
·
Prepare monthly expenditure analysis reports for
each department in line with finance policies and procedures
·
Support the departments to prepare quarterly budget
forecasts for their activities in line with the approved budgets.
·
The incumbent will also support budget holders to
monitor their budgets and activities before a payment is done.
·
Make adjustments and clarify on the explanations
given by the programme officers regarding the variances.
·
Make the reconciliation on how the expenditures have
been categorized basing on what was in the budget.
·
Prepare cash flow forecasts as guided by the project
plans and budgets for project, departments and implementing LG partners (where
available).
·
Make a follow up of the adjustments in the budget
and plans in comparison with the proposals.
·
Support staff on codes to be used in payment
requests and accountabilities in line with department and programme activities.
·
Cross check the codes used before in putting them in
the system
4.
Manage stores and other organizational assets as per ULGA Finance policy
·
Identify equipment and facilities requirements for
departments from their plans and budgets.
·
Make purchases within the budget limits and in line
with approvals from the finance manager.
·
The incumbent will also identify the needs of other
departments, get requisitions & consolidate requisitions ready for
procurement.
·
Support procurement to maintain stock by replenishing
according to re-order level.
·
Receive, check and store materials as per the
authorized orders
·
Issue materials to departments as required in line
with financial policy guidelines
·
Arrange stock in an easily accessible manner i.e.
well labeled & placed to avoid accidents and damages.
·
Update stock card on a daily basis so as keep track
of stock movements.
·
Prepare and maintain a fixed assets’ register
showing location, condition and value of the assets.
·
Prepare stores, inventory asset reports and maintain
the inventory register.
·
Carry out a monthly physical stock count and relate
to the stock cards to get to know actual variations in case of any.
·
Identify obsolete and damaged stock from the store
to be written off.
·
Identify non-stock items held in store and clear
them off.
·
Maintain a file for store records e.g. delivery
notes, invoices, goods received & orders in order to carry out stock
taking, checking & end of year stock valuation.
·
Compile charges to departments and submit reports to
the Finance Officer/Accountant as per the ULGA finance policy
·
Carry out annual consolidated stock valuation, prepare
reports and submit to the line manager
5.
Support budget development for the department in line with ULGA Finance
policies and procedures and budget guidelines:
·
Make budget estimates of the planned activities
·
Consolidate the budgets as per the requirements of
the Finance Policy.
·
Determine expenditure levels of the Finance Section.
·
Make comparisons between last year’s budget to the
current year’s budget to ascertain realism.
·
Guide departmental staff in budgeting in line with
the ULGA Strategy.
·
Disseminate information pertaining budgeting to
departmental staff
Qualifications, Skills and
Experience:
·
The applicant for the Accounts Assistant job
opportunity should hold a Bachelor’s Degree in Commerce, Accounting, Business
administration or a relevant field.
·
Possession of professional certification with ACCA, CIMA
or CPA (Level 2) is mandatory
·
A minimum of two years’ experience in a large
reputable organization
·
Working knowledge of accounting information
processing packages
·
Computer literacy skills i.e. Proficiency in MS
Office
·
Excellent interpersonal skills, written and oral
communication skills, including the ability to communicate effectively within
all levels in the organization
·
High degree of integrity
·
Excellent communication skills
·
Financial Report writing skills
·
Working knowledge and skills in Stores Management
·
Good planning, organisation, time management, and
coordination skills
·
Fluency in written and spoken English
·
Organisational awareness and service orientation
NB: This is a re-advertisement so those who applied for these jobs in November 2015 don’t need to apply again.
All suitably qualified and interested candidates should send a filled application form, Download Here, and send it to: ulgajobs@gmail.com
Deadline: 11th January 2016
For more of the latest jobs, please visit http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline
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