Finance Assistant

JOB SUMMARY                               

The Finance Assistant contributes to the calling of Medical Teams International by supporting financial operations, including disbursement processing, transaction processing, document archiving, processing and remitting statutory deductions, and real-time ERP transaction registration posting. Plays a key role in ensuring compliance, timely reporting, and proper documentation flow between finance teams.

 

JOB RESPONSIBILITIES                            

               

ERP Transactions & Disbursements

• Register fully authorised transactions in real-time, including JVs, in line with approved budgets in the Enterprise Resource Planning (ERP).
• Ensure timely disbursement processing and check to ensure that payments are made to the correct beneficiaries as per the approved payment pack; Track payments and, where necessary, notify beneficiaries of transfers.

 

Tax & Statutory Compliance

• Process and submit monthly and annual tax returns and statutory deductions (WHT, PAYE, VAT, NSSF, etc.) by the 15th of the following month.
• Reconcile payroll and statutory account ledgers with submitted returns and payments monthly.
• Prepare and submit donor-specific VAT reports and supporting documentation as required.

 

Treasury Support

• Manage custody of office petty cash and perform monthly reconciliations
• Prepare monthly cash count certificates; these should be reviewed by the Financial Accountant, scanned, and filed for audit purposes.
• Prepare periodic liquidity reports that show the status of the Cash Position, Cash Flow Forecasts, Disbursement Tracker, and Funds by donor.  
• Coordinate the process of timely addition and removal of signatories/agents as the need arises and ensure a register of bank signatories and agents is maintained.

 

Reporting, Audit & Compliance Support

• Support the Financial Accountant in the preparation of end-of-month reports.
• Support non-finance staff by providing guidance on finance procedures and tools, for example, Expense Voucher Forms, Advance Request Forms, etc.
• Participate in internal, external, and donor audits and verifications and ensure timely follow-up on findings related to finance.

 

Documentation & Records Management

• Lead the document archiving process at the Country Office ensuring finance payment documents are complete and include necessary supporting documentation.
• Ensure all finance documents are properly labeled, scanned, and retrievable.

•  Verify vouchers from field teams and provide feedback on missing documents.
• Ensure appropriate and systematic storage of project documents (both electronically and hard copy) as per Medical Teams International - Uganda Finance SOPs.
• Track document retention and destruction dates.
• Retrieve documents and provide adequate support during audits, ensuring all required documents are made available to the auditors or donor verification teams.
• Maintain a standard archiving system like voucher numbering and physical archiving for easy retrieval.

 

Other Duties

• Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding code of conduct and behavior expectations. 
• Additional duties as assigned. 

                                                                                                                                                                                   

 

Qualifications

EDUCATION, LICENSES & CERTIFICICATIONS

Required:

• Bachelor’s Degree in Accounting & Finance, Business Administration, Economics or Commerce.
• Minimum Level 2 progressive stage in CPA certification or Level 1 ACCA.

Preferred:

• Level III CPA/ Level II ACCA

EXPERIENCE

Required:

• Minimum 2 years of progressive experience in Finance management

Preferred:

• Experience working with INGOs.

KNOWLEDGE, SKILLS, & ABILITITES

KNOWLEDGE

• Strong and demonstrated knowledge of accounting principles, internal controls, financial systems, and relevant donor requirements
• In-depth knowledge of preparation and presentation of financial statements and audit practices
• In-depth knowledge of ERP systems and computerized accounting software such as MS Office and  Unit4.
• In-depth knowledge of Uganda Tax and other statutory laws in line with the Income Tax Act, NSSF Act, etc.

SKILLS

• Skilled in using ERP systems to process financial transactions
• Proficiency in MS Excel
• High degree of analytical and financial reporting skills
• Strong administrative skills in managing documentations and project funding information
• Skilled in training and capacity building
• A good command of both written and spoken English
• Strong interpersonal skills

ABILITIES

• Commitment to Medical Teams International Calling Statement and Core Values. 
• Ability to respond to tight deadlines and changing priorities
• Ability to maintain detailed records with high accuracy
• Highly organized with good quantitative ability
• Ability to act with integrity and maintain the highest ethical standards
• Ability to maintain confidentiality of highly sensitive information
• Ability to work collaboratively with others. 

 PHYSICAL CONDITIONS & WORK ENVIRONMENT

Physical Requirements: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

• Frequent use of computers, databases and digital platforms, and other office productivity machinery, such as a copy machine and computer printer. 
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer. 
• Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself. 
• Frequent close vision and the ability to adjust focus. 
• Occasionally ascends/descends stairs, steps, or ladder.
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc. 
• The employee may occasionally lift and/or move heavy items 
• Seldom to occasionally positions oneself to stoop, kneel, crouch, or crawl. 
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot. 

 

NOTE: 

• The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position. Duties, responsibilities and skills are also subject to change based on the changing needs of the job, department or organization. The job description does not constitute an employment agreement between the employer and employee and is subject to change by Medical Teams International as the requirements of the job change.

 

• Medical Teams International is committed to safeguarding children, young people and vulnerable adults, and expects all employees and volunteers to share the same commitment. We believe every stakeholder and every member of the communities we work with has the right to be protected from all forms of harm, abuse, neglect, harassment, and exploitation - regardless of age, race, religion, and gender, status as an individual with a disability or ethnic origin. Therefore, our recruitment process includes extensive reference and background checks, self-disclosure of prior issues regarding sexual or other misconduct and criminal records and our values are a part of our Performance Management System.

 

• Medical Teams International Uganda is an equal opportunity employer and DOES NOT at any stage of the recruitment process request candidates to make payments of any kind. Further, Medical Teams International Uganda DOES NOT retain any agent to conduct recruitments on behalf of the organization. Please note that under NO circumstances shall Medical Teams International Uganda be held liable or responsible for any claims, losses, damages, expenses or other inconvenience resulting from or in any way connected to the actions of fraudsters and other false agents.