USAID Project Jobs – Finance & Administrative Assistant at Stop Malaria Project (SMP)

Job Title: Finance & Administrative Assistant
Organisation: Stop Malaria Project

Location: Kampala, Uganda
Reports to: Finance Manager

About SMP: The Stop Malaria Project (SMP) is a five-year USAID funded initiative awarded in September 2008. The project is being implemented by a consortium of partners led by the Johns Hopkins University, Bloomberg School of Public Health, Center for Communication Programs (JHU/CCP). Other Partners include Malana Consortium. Communication tor Development Foundation Uganda (CDFU) and Infectious Diseases Institute Limited (IDI).
Job Summary: The Finance & Administrative Assistant will be responsible for providing financial and administrative support for the Stop Malaria Project Office in Kampala while adhering to JHU/CCP’s finance regulations and administrative policies.

Key Duties and Responsibilities:
Finance Responsibilities:
  • Accurately enter financial transaction data into QuickBooks and update regularly with current balances.
  • Assist with end-of-month reconciliation and reporting processes and review coding.
  • Travel to zonal offices to provide financial and administrative support either independently or with other project staff located in Hoima, Soroti and any other zonal office which may be established during the life the of the project. Overnight travel may be required.
  • Maintains Petty Cash & Bank Cash Registers and ensure reconciliations are done in a timely manner.
  • Ensure entries posted in Cash and Bank Cash Registers have appropriate budget codes.
  • Transmit Weekly Bank Transactions and Petty Cash Summaries to the Finance
  • Officer II.
  • Ensures sufficient pipeline of Bank Funds and Petty Cash is available.
  • Prepare transaction voucher forms for approval and disbursement.
  • Issue payment to vendors/suppliers after verification for appropriate approval has been followed up in a timely manner.
  • Prepare checks for approval and disbursement as per SMP’s finance policies and procedures.
  • Maintain the filing system in place for easy accessibility of documents.
  • Assist with other activities as directed by his/her supervisor.
Administrative Responsibilities:
  • Assist with travel arrangements for staff in accordance with SMP’s travel policies and procedures.
  • Provide support to all SMP offices to ensure that established filing systems, finance and administrative controls are maintained.
  • Assist as needed during preparation for workshops, trainings and meetings.
  • Assist with other activities as directed by his/her supervisor.
Qualifications, Skills and Experience:

  • The assistant should posses a Bachelor’s degree in Business Administration. Accounting, Finance or related field required.
  • At least a year’s working experience in Finance and Administration preferably in an  NGO.
  • Previous experience working on a US government funded project a plus.
  • Strong computerized accounting and financial skills.
  • Strong computer skills including Windows and Microsoft Office applications.
  • Ability to handle multiple and conflicting priorities, to work under pressure and to observe and work under strict deadlines.
  • Strong analytical and result-oriented skills.
  • High standards of integrity.
  • Ability to work well with others.
  • Fluent in English, both written and spoken.
  • Excellent communication skills, both verbal and spoken
  • Excellent with math and comprehension/ verbal skills, coordination and planning.
  • Honest and able to manage and account for funds accurately.
  • Fluency in English, both written and spoken
How to Apply:
All interested job applicants should send copies of their CVs, academic transcripts/testimonials and three professional referees to:
Johns Hopkins University,
Center for Communication Programmes,
Plot 15 Binayomba Avenue, Bugolobi
(Same street as Royal suites and Ambrossoli International School) Attn: HR Manager.
Please submit your CV of not more than 3 pages typed and a letter of interest not more than 1 page typed. Please write on the envelope what position you are applying for.
Deadline: 1st July, 2013

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