Administration Assistant job at African Network for the Care of Children Affected by HIV/AIDS (ANECCA)

African Network for the Care of Children Affected by HIV/AIDS (ANECCA)

Administration Assistant job Post

Location:  Jobs in Uganda 2021 - 2022

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 09 December 2021

Hiring Organization: African Network for the Care of Children Affected by HIV/AIDS (ANECCA)

Job Details:

Reports to: Director Finance and Administration
Location: Eastern Uganda – Karamoja

The African Network for the Care of Children Affected by HIV/AIDS (ANECCA) is a network of clinicians and social scientists with a mission to improve the quality of health care services for women, children, adolescents, young adults and their families in Africa. It’s core values are Caring, Accountable, Respect, Excellence, Simplicity (CARES).

Key Responsibilities:
Office Management
• Ensure that the reception area and the entire office is kept neat and tidy
• Set up and maintain a filling system for all departments.
• Tracking communication within the office.
• Participate in scheduling and setting up meetings and workshops
• Draw up lists and budgets of office supplies requirements and ensure they are replenished on time
• Manage program equipment and ensure that they are safely kept in sound working condition at all times – thus being in charge of office repairs, liaison with landlord, etc.
• Manage the staff attendance system, by uploading new users, removal of exiting staff.
• Manage Office supplies ensure they are available and properly used
• Maintain up to date administrative information e.g. staff database
HR Support
• Support the Finance Director in recruitment by updating job descriptions, drafting and placement of adverts, receiving applications, short listing, inviting candidates and preparing for the interviews.
• Pro-actively follow up with the ANECCA staff, to ensure timely submission and retirement of accountability reports and ensure that subordinate staff adheres to the ANECCA financial regulations.
• Ensure that each new member has an updated personal file, issued with ID and Medical cards, included on the Insurance list and has provided details for salary processing
• Maintain an updated staff list and ensure that personal files are updated, kept under key and lock and retrieved whenever needed
• Generate HR communications for the Country Directors signature like resignation acceptance letters, confirmation etc.
• Ensure that all staff complete the appraisal process
Finance And Procurement
• Assist in preparing payment vouchers, cheques, tax returns and staff payroll in accordance with the laws applicable.
• Participate in the procurement of goods and services adhering to set guidelines and policies ensuring efficiency, quality and transparency as well as maintaining an updated list of prequalified firms.
• Initiate payments in Online Banking platforms for review by Director Finance or his designate.
• Initiate mobile money payments for approval.
• File Tax returns including PAYE and NSSF remittances
• Petty Cash management according to the imprest system as par ANECCA’s policies and guidelines
• Generate LPO’s for all office procurements.
• Manage Fixed asset register in accordance to ANECCA’s policies and donor requirements
• Receive and review invoices for completeness before submitting for payment
• Source for quotations for office procurements as required
• Generate procurement requests for stationary and other office supplies
• Ensure that each new member or staff has a personal file and necessary documents and processes of recruitment are followed
• Being custodian of office petty cash. Ensure timely reconciliation of the account for prompt replenishment for efficient running of the office.
• Reviewing cash receipts for accuracy and timely banking
• Any other activities assigned by your supervisor
Front Desk Management
• Receive incoming and outgoing telephone calls as and when required.
• Receive and attend to visitors whilst they await appointments.

Required Qualifications:
• At least a bachelor’s degree in Business Administration, BCOM
• At least two years’ experience in Finance and Administration for a busy entity preferably NGO
• Must have a credit in Math or English
• Good Communication skills
• Possession of at least Level 2 CPA/ACCA is an added advantage.
• Knowledge of donor rules and regulations will be an added advantage

Application procedure

All interested persons are requested to apply by sending detailed applications with most recent resumes and references to Esther Namwase email: not later than 5:00pm 9th December 2021.

Date Posted: 2021-11-29