Accounts / Administrative Assistant Job at FINCA Uganda

Job Title: Accounts/Administrative Assistant
Location: Multiple Locations, Uganda
Department: Finance
Reports to; Agency/Branch Accountant
Duty Station; Agency/Branch (Country wide)
Immediate Subordinates; Office Assistants

Role definition: The accounts/administrative assistant is a member of the branch accounting operations team and will participates actively in regular Branch operations with high interaction with the branch accountant and the Accounts relation’s officers and supervisors, and represents the branch accountant at the meetings to be held at their branch offices in case he/she is absent.

Major Areas of Responsibility
Loan Tracking and Portfolio Management:
·         Receive all weekly credit officers’ coupon (green) and ensure that they are sorted by bank and date follow up for any non-remittances with the Administrative assistant and ensure they are remitted next week.
·         Reconciles and clears unapplied deposits for the branch in coordination with the accounts relations’ officers/ supervisors before final close of books, present report to the Branch accountant on daily basis.
·         Perform all accounting processing of loan requests and to ensure they are submitted in time and posted online with the paper work required attached under the prescribed policies and procedures.
·         Maintain and track loan portfolio for the branch and regularly report to the accountant on the progress of this function. Posting to loan subsidiary ledger accounts (including repayments that have not been posted on the VB account statement on recapitalization). Ensure that all loans processed have the prior cycles cleared to zero
·         Writing journal entries (Debit/Credit memos) for loan adjustments and other loan portfolio related transactions.
·         Making an immediate follow-up on aged loans on a monthly basis with the branch accountant from the branches (keeping records of all communications & actions taken.
·         Conduct basic accurate reports as requested by the branch accountant.
·         Respond to issues raised in Branch meetings and provide a response to the Branch accountant within two business days of the reported meeting.
·         Compilation of the validation report on client numbers, outstanding portfolio and aged loans, establish reasons for the variances.
·         Conduct weekly/monthly bank reconciliation for the branch and forward them to the branch accountant with all the adjustments attached copy clearing unapplied deposits, bank charges and errors.
Book Keeping:
·         Making correct and complete entries of all transactions ensuring that the narration relates clearly to the transaction.
·         Organize and forward the batched vouchers to branch accountant with a detailed log of posted batches in the batch register.
·         Prepares accurate cheques for loan disbursements and other branch transactions.
·         Forwards them to the branch accountant for review.
·         Arranges to send to Head office for verification and second signatory with all the attached documents.
·         Reviewing and controlling petty cash voucher replenishments and ensure availability of funds at all times through the standard procedure as arranged by the branch management.
·         Follow closely the policy on petty cash like replenishment levels and all other relevant policies.
·         Ensure that cash is available for every cheque issued.
Data/File security:
·         Data processed should be protected from destruction; unauthorized persons should not access the data, log off every time you are off your desk.
·         All financial information about the branch/FINCA Uganda should be kept under key and lock for confidentiality.
·         File all the batched vouchers in an orderly manner by pre-numbered voucher numbers & stored in a secure place & keeping them out of reach to unauthorized persons.
Back Office Processing:
·         Prepares all the batch vouchers, withdrawal slips, repayments and other transaction from the tellers, counts the net cash balance daily with the till sheets and general ledger in SIEM6.
·         Perform and posts all the transactions to and from the Teller to provide quality service to customers and a branch as a whole.
·         Review all the withdrawals above the set limit of the Teller cashiers to be approved by the regional manager.
·         Arranges for any cash demands from the strong room to cover the branch cash requirements, in liaison with the branch accountant.
Maintaining Records:
·         Creates filing system for all accounting records.
·         Ensures that all accounting documents are filed on a timely basis
·         Ensures that files are kept within prescribed retention periods set by government or state authorities
Other Duties:
·         Perform any other duties as required or requested by the branch accountant, and automatically step in for the branch accountant in case of his/her absence and perform all tasks except (signing and approving of transactions of any kind or cheques).
Qualification and Experience
·         Minimum of Diploma in a Business/Accounting related field
·         At least 1 years’ working experience in the Accounting/Administrative field
Key Personal Competencies
·         Proficiency in use of computer
·         Ability to work in a team
·         Good analytical skills and attention to details.
How to Apply
For all interested candidates, Kindly log onto  for the job details and application log.
All applications should be on line using the provided format/guide on the website provided by close of business day Friday 31st August 2012
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