FINANCE OFFICER JOB DESCRIPTION AND APPLICATION PROCEDURE

FINANCE OFFICER JOB DESCRIPTION

JOB PURPOSE

To provide financial and administrative support to colleagues, Members and Stakeholders of UNABSEC. Under the general supervision of the Finance & Administration Manager, the Finance Officer is responsible for day to day management of financial resources. The position interacts with other departments internally in a way to facilitate Member service in a fast-paced environment. It is for persons who are results oriented, with excellent problem solving and strong communication and interpersonal skills.

Your specific duties and responsibilities include:

Wages, salaries & employment matters

  1. Prepare monthly salaries taking into account statutory deductions like PAYE and NSSF.
  2. Prepare end of year returns.
  3. Liaise with Bank on payroll matters.
  4. Be aware of procedures for maternity, sick leave and pay.

Computerized bookkeeping & accounts

  1. Follow up on outstanding invoices, identify funds received and match them to projects / activities and ensure they are accurately recorded in the system.
  2. Day to day bookkeeping using the Association’s approved accounting package and Microsoft Excel
  3. Prepare payment requisitions and ensure all disbursements have appropriate supporting documents.
  4. Disburse payments, both cheque and from petty cash.
  5. Monitor and reconcile petty cash
  6. Prepare monthly bank reconciliations
  7. Assist supervisor in preparation of monthly reports, quarterly budget and variance analysis and quarterly accounts for the board.

Payment of suppliers

  1. Check suppliers’ statements and follow up on invoice and payments discrepancies and resolve them.
  2. Ensure all accounts payables are recorded in the system.
  3. Ensure that all expenses and requests for disbursements are approved by the appropriate authority.
  4. Prepare cheques for signature in accordance with mandate, with supporting documentation and within specified timelines.
  5. Ensure that insurance and other periodic payments are made and that proof of payments is obtained.

Monitor bank accounts, liaise with bank

  1. Prepare cheques / funds for banking.
  2. Deal with routine correspondence and filling of forms.
  3. Monitor bank accounts regularly and reconcile statements monthly.
  4. Regularly update cash flow forecast.

Draft accounts, preparation for audit with auditors

  1. Participate in running year end procedures and preparing all reports relating to the accounts.
  2. Participate in producing the draft accounts and prepare books and documentation for the auditors.

Use of computer equipment & software

  1. Keep equipment and software in good repair.

Prepare budget & forecasts

  1. Assist the finance and administration manager and other staff to compile an annual budget for the association as a whole and for individual projects.
  2. Monitor expenditure against budgets and report regularly to finance and administration manager.

Subscription and annual membership fees

  1. Record and issue receipts of all subscription and membership fees.

Grant application & financial information for funders

  1. Assist supervisor to prepare financial information required for funding application to funding bodies.
  2. Complete financial monitoring reports and ongoing funding claims as required.
  3. Participate in producing regular financial monitoring reports for meetings of funding partners.

Supervision, staff meetings & training

  1. Attend and contribute to staff meetings and one to one supervision meetings.
  2. Must be willing to attend training.

Filing of documents

  1. Ensure financial documents are properly filed and assist in retrieving them whenever they are required.
  2. Perform any other lawful duties that may be assigned to you from time to time.

QUALIFICATIONS

  1. Possess Bachelors degree preferably in BCOM, Bachelors degree in Finance and Accounting and professional accounting qualification like ACCA or CPA.
  2. At least three (3) years prior financial management experience.

APPLICATION PROCEDURE
Send your application letter via email finance@unabsec.co.ug and CC: executive.director@unabsec.co.ug with a detailed CV indicating 3 referees and copies of academic documents as a single pdf document addressed to:

Executive Director,
Uganda National Association of Builders, Suppliers and Engineering Contractors,
Lugogo UMA Show Grounds, plot M764 Coronation Avenue,
P.O Box 129536, Kampala GPO.


Submission deadline: 31st May 2024

NB: Only shortlisted candidates will be contacted and invited for interview.