Background

To support the Finance Department by ensuring proper documentation, archiving, and compliance with MTI Finance Manual, donor, and Government of Uganda requirements, while assisting in the efficient management of petty cash and providing support in audits, reporting, and daily financial transactions.

Job Responsibilities

Archive and Record Management

• Ensure that all vouchers are properly coded, stamped PAID, scanned and hard copies filed daily, and referenced sequentially according to the MTI Finance manual
• Ensure appropriate and systematic storage of project documents (both electronic and hard copy) as per MTI Uganda Finance SoPs.
• Maintain both physical and electronic checklists for all the documents to be archived
• Maintain the standard archiving system like voucher numbering and physical archiving for easy retrieval.

Support to daily transactions and end-of-month financial reporting

• Ensure a complete and accurate record of all cash transactions is always maintained and data entry into the Post back file.
• Ensure that expenditure of petty cash is fully monitored; and requests for replenishment are made promptly, when required.

Audit, Compliance, and Risk Management

• Retrieve and provide adequate support during project audits and ensure all the required documents are availed to the auditors or donor verification teams.
• Ensure that the appropriate finance forms are always available and provide guidance on how to use them to all staff.
• Support in preparing files for the Monthly/ Quarterly VAT reports for the respective donor reports.
• Retrieve the invoices and the POPs for VAT transactions as per the GL extract.
• Record the invoice details in the Diplomatic VAT return template.
• File and stamp the invoices and the POPs.
• Scan the invoices and POPs and save them to the Finance Teams folder
• Photocopy the documents to make a second file for submission to the respective donor.

Others

• Perform any other duties as may be assigned from time to time

Qualifications

EDUCATION, LICENSES, CERTIFICICATIONS & EXPERIENCE

• Bachelor’s degree or equivalent in finance, accounting, Information Technology or Business Computing, economics, business management, commerce, or related field. (CGPA of above 4.0 and Maximum of Credit 3 in English and Mathematics at O level)
• Experience (including internships or volunteering) in finance/audits, or related fields is an added advantage.

KNOWLEDGE, SKILLS, & ABILITIES

• Commitment to Medical Teams Calling Statement, Core Values and Code of Conduct
• Ability to learn fast and perform various tests in an efficient manner.
• Good written and verbal communication skills
• Demonstrated ability to initiate plan, organize and follow through to meet deadlines.
• Ability to be flexible and manage stress, especially in situations which require a high degree of sensitivity, tact, and diplomacy.
• Ability to act with integrity and maintain the highest ethical standard

• Ensure that all vouchers are properly coded, stamped PAID, scanned and hard copies filed daily, and referenced sequentially according to the MTI Finance manual
• Ensure appropriate and systematic storage of project documents (both electronic and hard copy) as per MTI Uganda Finance SoPs.
• Maintain both physical and electronic checklists for all the documents to be archived
• Maintain the standard archiving system like voucher numbering and physical archiving for easy retrieval.
• Ensure a complete and accurate record of all cash transactions is always maintained and data entry into the Post back file.
• Ensure that expenditure of petty cash is fully monitored; and requests for replenishment are made promptly, when required.
• Retrieve and provide adequate support during project audits and ensure all the required documents are availed to the auditors or donor verification teams.
• Ensure that the appropriate finance forms are always available and provide guidance on how to use them to all staff.
• Support in preparing files for the Monthly/ Quarterly VAT reports for the respective donor reports.
• Retrieve the invoices and the POPs for VAT transactions as per the GL extract.
• Record the invoice details in the Diplomatic VAT return template.
• File and stamp the invoices and the POPs.
• Scan the invoices and POPs and save them to the Finance Teams folder
• Photocopy the documents to make a second file for submission to the respective donor.
• Perform any other duties as may be assigned from time to time

• Commitment to Medical Teams Calling Statement, Core Values and Code of Conduct
• Ability to learn fast and perform various tests in an efficient manner.
• Good written and verbal communication skills
• Demonstrated ability to initiate plan, organize and follow through to meet deadlines.
• Ability to be flexible and manage stress, especially in situations which require a high degree of sensitivity, tact, and diplomacy.
• Ability to act with integrity and maintain the highest ethical standard

• Bachelor’s degree or equivalent in finance, accounting, Information Technology or Business Computing, economics, business management, commerce, or related field. (CGPA of above 4.0 and Maximum of Credit 3 in English and Mathematics at O level)
• Experience (including internships or volunteering) in finance/audits, or related fields is an added advantage.