Finance & Admin Assistant Job at Infectious Disease Institute

Infectious Disease Institute

Finance & Admin Assistant Job Post

Location: Jobs in Uganda 2023 - 2024

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: June 28 2024

Hiring Organization: Infectious Disease Institute

Job Details:

General Summary
The post holder will provide finance, administrative and secretarial support to the project office, staff, and to project consultants as appropriate. He/she will participate in drawing of periodic work plans/budgets-in relation to the set targets, account for all the project field funds and ensure proper utilization of project assets and equipment. Develop a database of contact information; maintain distribution lists for various kinds of project communication and schedule all project meetings; attend and take minutes as appropriate.

Key Responsibilities
• Support financial function for the project especially managing budgets and processing of mobile money payments
• Support day to day project activities in the Districts.
• Participate in drawing of periodic work plans/budgets-in relation to the set targets.
• Work with the Districts & project teams to support delivery of comprehensive HIV services.
• Ensure safe custody and account for all the project field funds and ensure proper utilization of project assets and equipment.
• Develop monthly schedules to allocate use of vehicles.
• Supervise the drivers / Transport Assistants
• Support in the management of project resources such as human resources, finances, vehicles among others.
• Prepare financial reports on a monthly, quarterly and annual basis.
• Assist with all aspects of administrative management, directory maintenance, logistics, equipment inventory and storage.
• Managing inventory of assets and supplies, monitoring critical level of stocks.
• Coordinating between project operating units in resolving day-to-day administrative and operational problems.
• Scheduling and coordinating all appointments and meetings both staff and those for other stakeholders as scheduled.
• Preparing meeting minutes, meeting notes and internal support materials.
• Manages staff Leave schedules and maintain an updated staff project leave tracker
• And any other duties as reasonably assigned.

Person Specification
• Bachelor’s degree in a Business Administration and any other related field
• Accounting Professional in ACCA, CPA - at least stage two
• Proven abilities in project administration, including the prioritization of tasks, setting timelines and record keeping
• At least three years’ experience; ideally in an international NGO financial and administrative project administration performing similar duties
• Experience in managing US government funds (rules and regulations) is an added advantage
• Strong written and verbal communication skills
• Able to support finances for the project
• Understanding of budget preparation processes
• High proficiency in the use of office computers and spreadsheets.