Accountant job at Uganda Girl Guides Association
JOB DETAILS:

Job Purpose:
The accountant is responsible for the integrity of accounting and financial reporting in the field and office. She participates in drawing up the annual budget and monitor its implementation, including regular forecasting and financial analysis. She advises on financial and economic matters and provide training and coaching to staff as required. She identifies potential risks and ensures control mechanisms are in place to mitigate their potential effects and prevent cases of fraud.

Key Responsibilities:
Finance and accounting
1. Ensuring the accuracy of financial documents, as well as their compliance with relevant laws and regulations
2. Preparing and maintaining important financial reports
3. Preparing tax returns and ensuring that taxes are paid properly and on time
4. Evaluating financial operations to recommend best practices, identify issues and strategize solutions, and help organizations run efficiently
5. Control petty cash, income and expenses; support budget preparation, execution and reporting
6. Offering guidance on cost reduction, revenue enhancement, and profit maximization
7. Conducting forecasting and risk analysis assessments
8. Conduct periodic financial analysis to identify and resolve issues, gaps or variances.
9. Manage cash controls as well as maintain book keeping up-to-date.
10. Prepare and maintain journals, the general and subsidiary ledgers and account balance;
11. Track investments and maintain relevant cash reserves.
12. Ensure all expenses are within assigned budget;
13. Prepare financial statements, invoices, proposals, etc as required

Audit and controls
1. Train staff on error free practices and other policies and help implement these policies;
2. Perform regular internal checks and repair with particular emphasis on cash transactions, asset management , stock keeping, operations and personnel management records and donor procedures compliance;
3. Prepare coordinate checks based on risk assessment. The checks should be reviewed and reassessed in consultation with management;
4. Produce internal control reports in the agreed standard format for presentation to the Management with findings and issues identified during each control given appropriate recommendation and suggestions;
5. Check justifications of transactions documents and ensure regularity and legality; Logistics and procurement
6. Preparing plans for the procurement of works, equipment, services, and supplies


Job Description
1. Following and enforcing the donor procurement policies and procedures;
2. Reviewing, comparing, analyzing, and approving products and services to be purchased;
3. Managing inventories and maintaining accurate purchase and pricing records;
4. Maintaining and updating supplier information such as qualifications, delivery times, past performance, product ranges, etc;
5. Maintaining good supplier relations and negotiating contracts;
6. Researching and evaluating prospective suppliers;

Required competencies
Core values
1. Commitment: Actively contributes to achieving organizational goals
2. Diversity: Respects others and values their diverse perspectives and contributions
3. Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
4. Accountability: Takes responsibility for own action and delegated work

Core competencies
1. Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
2. Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
3. Planning: Works towards the achievement of goals in a structured and measured manner
4. Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
5. Initiative-taking: Proposes and initiates new ideas, activities and projects
6. Flexibility: Responds positively and effectively to changing circumstances
7. Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
8. Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
9. Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities

The job description will be reviewed regularly and may be subjectto change
Qualifications
1. Must possess a BA in Accounts, knowledge in Finance and Accounting Management is an added advantage
2. Must have had over 05 years working experience in a reputable organization in Finance and Accounts field
3. Must be Girl Guide and has undergone two stages of second class test in guiding


JOB DETAILS:

Job Purpose:
The Membership Recruitment and Retention Officer will assist the association in the maintenance of member relations and support the board in communication with members. The role will require working closely with the board to deliver the Association’s membership strategy. She will maintain the members database, assist in the administration tasks of member recruitment, track member satisfaction and assist in monitoring member engagement with the relevant members of the association

KeyResponsibilities:
• To work in partnership with programme leads from across the organisation to ensure UGGA members benefits are delivered through the existing regional structure to our various districts, overseeingthe co-ordination of supportfor regional activities.
• To ensure that the information and intelligence about regional and district (local associations) needs, collected by relevant volunteers and staff, is recorded within UGGA database systems and is available to inform theUGGA strategy and planning processes.
• In conjunction with the Finance and Regional Commissioners propose a budgetfor each region to deliver the regional plan and undertake active monitoring ofthe regional budgets.
• To review regional plans and provide guidance to volunteer leads as needed, particularly with regard to:

The strategic goals and objectives of proposed activities
1. Programme and provided content of activities together with the training committees and programme lead/officer.
2. Recruitment and activation of members to support activities.
3. Maintaining an accurate and up to date database of the association
4. Monitor existing member engagement and subscription payment
5. Be the primary point of contact for new membership enquiries and ensure responses to all such enquiries are made in a timely manner.
6. Assist the chief commissioner through the finance department to ensure membership fees are paid on time and any long overdue fees are addressed with urgency.
7. Work closely with programme officer in identifying opportunities for more recruitment of members and enrolment of members through programmes and UGGA opportunities.

This job description is not exhaustive and serves only to highlight the main requirements of the post holder. The line manager (National Executive Secretary) may stipulate other reasonable requirements.
The job descriptionwill be reviewed regularly and may be subjectto change.
Core values
1. Commitment: Actively contributes to achieving organizational goals
2. Diversity: Respects others and values their diverse perspectives and contributions
3. Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
4. Accountability: Takes responsibility for own action and delegated work

Core Competencies:
1. Have an understanding ofthe membership organisations dynamics
2. Excellent written and verbal communication skills.
3. Excellent MS Office skills.
4. Ability to build and maintain relationships with third parties.
5. A track record of problem solving.

Qualifications:
1. A bachelor’s degree in development studies or social work, social administration, Business Computing, Computer Science or Information Technology.
2. Must have knowledge of database design and theories
3. Must have knowledge of database structure languages
4. Must have Experience with server installation and maintenance
5. Must be familiar with database management best practices
6. Must have knowledge of IT security best practices
7. Ability to work with data architects and other IT specialist to set up, maintain and monitor data networks.
8. Must have knowledge of database structure management and administration.


JOB DETAILS:

Job Purpose:
NES is the head of the secretariat; oversees programs, finance and human resources, manages internal and external communications and public relations and is answerable to the board and is the secretary to the Board of the organization.

Key Responsibilities:
Strategic direction and management
1. Provide leadership in the development of strategic plans and budgets for all programs in the organisation.
2. Provide leadership to the Programme Team towards achieving the objectives of the association strategic plan.
3. Review and ensure alignment of program priorities, strategies and plans
4. Support the board and the Management Team to lead the development of both strategic and operational plans in accordance with organization Strategy.

Performance management
1. Develop clear job descriptions and employee performance plans which includes the key result areas (KRA') and performance indicators.
2. Provide continuous coaching and feedback during the period of delivery of performance.
3. Identify the training and development needs by measuring the outcomes achieved against the set standards and implementing effective development programs for improvement.
4. Hold quarterly performance development discussions and evaluating employee performance on the basis of performance plans.
5. Providing promotional/career development support and guidance to the employees.
6. Perform exit interviews for understanding the cause of employee discontentment and thereafter exit from an organization.

Monitoring and evaluation
1. Provide overall supervision of the organisation M&E strategy though;
2. Developing the overall M&E framework, for projects and programmes, for example mid-term project review, impact assessment, final evaluation,
3. Develop project Performance Monitoring Plan with relevant data collection systems
4. Provide feedback on performance indicators of programmes/projects.

Financial management and control
Monitor the organisation budget and financial performance by;
1. Overseeing the operations and development of the association’s finance departments including creating and reviewing policies, budgeting, recruiting, training and conducting regular assessments of financial procedures.
2. Supervise the preparation of quarterly and annual account reconciliations, monitor and enforce compliance with financial reporting standards and assist with cash flow forecasting.
3. Act as the bank agent of UGGA and ensure the organisation seal and other important documents (sale agreements, land titles) are kept in the bank. These can only be picked by a registered trustee.

Partnership development
1. Develop and manage the implementation of an overall fundraising strategy and plan of the association
2. Establishing, maintaining and strengthening relations with key funding partners, members, the Board of Directors and other external stakeholders
3. Developing and managing partnership activities and high-level events
4. Proactively seeking and exploring fundraising opportunities, including grant challenges and awards
5. Writing and producing comprehensive and compelling major proposals and campaign reports

Required competencies
Core values
1. Commitment: Actively contributes to achieving organizational goals
2. Diversity: Respects others and values their diverse perspectives and contributions
3. Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
4. Accountability: Takes responsibility for own action and delegated work

Core competencies
1. Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
2. Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
3. Planning: Works towards the achievement of goals in a structured and measured manner
4. Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
5. Initiative-taking: Proposes and initiates new ideas, activities and projects
6. Flexibility: Responds positively and effectively to changing circumstances
7. Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
8. Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
9. Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities

The job description will be reviewed regularly and may be subject to change
Qualifications
1. Must possess a Master’s degree or post graduate in management, development studies or any relevant field related to the position
2. Must have had over 10 years working experience in a reputable organization at managerial level
3. Must be Girl Guide and has undergone two stages of second class tests in guiding.



Job application procedure

Applications should bear the title of the post as well as the reference number specified against the vacancy.
All applicants must attach professional, academic Documents and any other relevant information to the post applied for, National ID and motivational letter stating why you’re the most suitable candidate for the post applied for is a must.
Applications should be submitted to:
The Chief Commissioner,
Uganda Girl Guides Association,
P.O. Box 696,
Bombo Road, Kampala and in soft copy to; thegirlguidesuganda@gmail.com 
Applicants can access a detailed job description and requirements on the UGGA website, www.girlguidesuganda.org and also at UGGA Headquarters' notice board at Buganda Road, Bombo