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| Baylor College of Medicine Children's Foundation |
Finance and Administration Assistant Job Post
Location: Jobs in Uganda 2024 - 2025
Work Hours: Full-time, 08 hours per day
Salary:
UGX
No. of vacancies: 01
Deadline: 12 January 2025
Hiring Organization: Baylor College of Medicine Children's Foundation
Job Details:
Job Summary
To review and monitor the implementation of policies and procedures for general office administration, fleet, asset, and inventory management in line with the departmental mission.
Overall Responsibilities
Monitor the implementation of a procedure for periodic travel planning by the cluster team, consolidate organizational monthly and quarterly travel plans, and align them with appropriate vehicle scheduling and allocations.
Conduct weekly vehicle allocations while providing feedback to key stakeholders in line with Baylor-Uganda fleet management policy.
Develop and monitor the implementation of a periodic regular service schedule for timely routine servicing and repairs of motor vehicles and motorcycles, including the timely management of instant repairs and services based on drivers’/riders’ reports, in line with Baylor-Uganda fleet management policy.
Prepare monthly trip reports, fuel consumption reports, and vehicle repair and routine maintenance reports for management to monitor expenditures on repairs and service costs for the entire Baylor-Uganda fleet, in line with Baylor-Uganda fleet management policy.
Monitor the proper usage of motor vehicles using the fleet monitoring system to track trip movements, fuel usage, speed, and proper handling of vehicles on the road. Submit related reports to the supervisor and follow up on feedback provided to drivers/riders in line with Baylor-Uganda fleet management policy.
Develop and monitor the schedule for all motor vehicle and motorcycle insurance, update the insurance claims file, and maintain an e-database in line with Baylor-Uganda fleet management policy.
Verify all utility bills, security, cleaning, and vehicle repair documents to establish their completeness and accuracy before submission to finance for payment, in line with Baylor-Uganda financial policy.
Provide administrative support during the management of micro procurements within the region in line with Baylor-Uganda regional procurement guidelines.
Receive and capture vendor invoices in the Navision system. Support the finance team to timely capture cluster-based vendor invoices in the Navision system and submit them to the regional office for review, posting, and payment.
Review and upload mobile money payments in the payment system at the cluster level.
Reconcile vendor ledgers and provide feedback to the respective vendors on the invoices paid.
Generate withholding tax certificates and share them with the respective vendors.
Manage cash by ensuring timely accountabilities for petty cash at the cluster office and report on any other cash within their custody.
Review and implement the approved security controls and procedures at the central region, supervise the performance of the security team, and prepare monthly consolidated security reports to the supervisor in line with Baylor-Uganda security policy.
Required Qualification, Experience, and Competencies
- A Bachelor’s Degree in a business-related course or any degree oriented towards Administration.
- At least three (3) years of relevant working experience in general office administration and fleet management in a reputable organization.
3 Years Relevant Experience
Application procedure
INTERESTED AND QUALIFIED? CLICK HERE TO APPLY
Date Posted: 2025-01-05
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