Fiscal Administrator job at The AIDS Support Organization ( TASO ) Uganda

Main purpose of the job

To manage the support services of a TASO Unit by fulfilling administrative and fiscal requirements that include finance and accounting functions, administrative management of the centre welfare, budgetary planning, space allocation and utilization, fiscal and administrative compliance.

Key Outputs

• Compile and review budgets for the service Centre
• Obtain and utilize funds as required for the Centre's operations
• Make timely payments and financial remittances as necessary
• Reconcile, avail and update books of accounts
• Produce timely monthly, quarterly and annual financial and fleet statements and reports
• Supervise and coordinate Centre stores
• Manage as well as maintain asset and inventory at the Centre
• Manage the security of fleet and its system at the centre

PERSON SPECIFICATIONS: Fiscal Administrator

Minimum Academic Qualifications

1st Degree in Accounting plus complete level II of ACCA/ CPA. Full ACCA or CPA is an added advantage.

Additional Training Necessary

• Public Administration
• Fleet management

Minimum Experience and Exposure

2 years or more of professional work experience with responsibility for accounting, budget and financial management; developing or implementing operational policies and procedures; administration and contract management

Special Knowledge

• Knowledge of budgeting, resource mobilization and supporting audit engagements
• Ability to interpret and follow administration and accounting policies, regulations instructions and rules
• Tax management

• Mobilize Heads of Department for preliminary compilation of departmental work plans
• Develop and consolidate the Centre budget aligned to the departmental work plans
• Generate monthly cash flow statement and Compute personnel costs and benefits per department plus linking the departmental budgets and personnel costs to the cash flow
• Check for proper coding of payment documents and monitor the budget ceiling
• Compile and distribute to head of departments the approved work plan and budget for implementation, Monitor utilization of funds against the budget allocation and work plan and update the implementing departments
• Compile monthly variance reports and provide technical support to the centre to implement activities as per the donor requirements
• Review payment requisitions, Local Purchase Orders, payment vouchers and purchase requisition forms against approved budget, verify the completeness of supporting documents before effecting payments
• Strengthen the financial and operational internal controls
• Make statutory deductions and remitting them by fifteenth of the following month plus Providing certificates for WHT to suppliers and communicate in case of challenges in payments
• Inform activity implementers of the availability of funds and ensure timely accountability
• Update and reconcile all the cash books with Navision ledgers daily
• Review payment receipts, deposit slips and prepare reconciliations
• Prepare advertisements for pre-qualification of suppliers, analyze bids and draft contracts for suppliers
• Allocate transport logistical support to staff
• Prepare monthly and annual reports for the various TASO activities i.e. financial & administrative reports
• Submit timely reports and centre financial needs in line with the guidelines
• Review all expenses and incomes of the centre
• Present financial reports to management and CAC for review and authenticity
• Manage fleet, administrative issues and ensure security of the premises and items
• Supervise stores activities and ensure that all items are kept in accordance with prescribed health, safety and other standards
• Regularly review stock cards, inventory and stores reports
• Ensure that the Stores and Pharmacy Information Management System is functional
• Maintain up-to-date assets and inventory registers
• Conduct periodic stock taking of all assets and inventory
• Reconcile the centre fixed assets register with TASO Headquarters register on an annual basis
• Ensure that all assets and inventory are engraved
• Conduct cost analysis for all centre utilities to guide budget projections
• Ensure that assets and inventory are disposed off as per the guidelines
• Ensure that all assets and buildings are insured
• Monitor the condition of fleet and ensure that they are in a desirable working condition
• Maintain the fleet management system operational and generate computerized fleet management reports
• Carry out monthly fuel consumption reconciliation and process fuel payments
• Ensure that all authorized fleet drivers/riders have valid driving permits

• Supervisory skills
• Organizing skills
• Hands-on-computer skills in MS Word, Excel and relevant accounting packages (including NAVISION)

• 1st Degree in Accounting plus complete level II of ACCA/ CPA
• Full ACCA or CPA is an added advantage
• Public Administration training
• Fleet management training