Admin Jobs – Management Assistant at Belgian Development Agency (BTC)

Job
Title: Management Assistant 

About
BTC:
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.
Key Duties &
Responsibilities:
1. 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.

2. 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.

3. 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 correspondences
  • ·        
    Ensure
    proper management of the Stocks.
  • ·        
    Prepare
    tax returns and claims.
  • ·        
    Manage
    the reception.
  • ·        
    Prepare
    and manage watchmen schedule.

Qualifications,
Skills & Experience:
  • ·        
    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

How
to apply:
All interested applicants
should send their 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, PO Box 40131,
Kampala-Uganda. Hand deliver to: Lower Kololo Terrace, Plot 1B. Please only
submit your application if it meets the above criteria.
All Candidates are
important to us nevertheless, we shall contact only short listed candidates.
Deadline:
30th April, 2013
For More Ugandan Jobs,
Please Visit https://www.theugandanjobline.com   or
find us on our facebook page https://www.facebook.com/UgandanJobline

Leave a Reply

Your email address will not be published.