EAST AFRICAN COMMUNITY
CIVIL AVIATION SAFETY AND SECURITY OVERSIGHT AGENCY
ACCOUNTS ASSISTANT (G5) (REF: CAS/HR/004/2023-2024
The Civil Aviation Safety and Security Oversight Agency (CASSOA) is a self-accounting institution of the East African Community. The Agency is looking for a highly motivated, result-driven and qualified professional from citizens of the Republics of Rwanda, Uganda, United Republic of Tanzania and South Sudan to fill the following position in the Agency.
Recommended:| JOB TITLE | ACCOUNTS ASSISTANTS |
| GRADE | G5 |
| REPORTS TO | Accountant |
| DURATION OF CONTRACT | Five years, renewable upon satisfactory performance and age requirement |
| DUTY STATION | CASSOA Headquarters Entebbe, Uganda |
1. MAIN PURPOSE OF THE JOB
Timely and accurate processing of transactions, accounts payable management, classifying, recording and reconciling transactions in Sun-Systems Accounting System.
2. DUTIES AND RESPONSIBILITIES
Function 1: (including expected results)
Managing office petty cash within the Agency rules and Regulations including requisition for replenishment and posting all petty cash vouchers in Sun-System achieving results as:
- Records of petty Cash transactions.
- Data for petty cash budgeting.
- Accounting for the cash issued .
- Recovery of petty cash not accounted for.
- Use of petty cash in line with the required rules.
- Smooth running of operations.
Function 2: (including expected results)
Reconciliation of Assets and liabilities achieving results as:
- Data for financial statements.
- Data for accurate valuation of the Agency assets.
- Data for management of Agency’s assets.
- Ease of settling of the Agency’s liabilities.
- Updated values of assets and liabilities.
Function 3: (including expected results)
Initiating the Payroll payment process achieving results as:
- Data for payroll updates.
- Production of pay slips/pay statements in time.
- Payment of salaries in time.
- Convenience to staff on salary related matters.
Function 4: (including expected results)
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Preparing Monthly Diplomatic VAT Returns achieving results as:
- Compliance to diplomatic laws and requirements.
- Utilization of diplomatic privileges on taxes.
Function 5: (including expected results)
Assisting the Accountant in Periodic Financial Reporting achieving results as:
- Timely production of financial reports.
- Convenience for the users of the financial reports.
Function 6: (including expected results)
Processing supplier invoices to ensure all relevant documents are attached for verification, checking and approval for payment purposes resulting into:
- Accuracy on payments made to supplies.
- Conveniency and expediency in effecting payments to suppliers.
- Good relations with suppliers.
Function 7: (including expected results)
Liaising with Procurement and contract managers on any issues that may arise with regard to supplier accounts resulting into:
- Expediency in processing payments to suppliers.
- Correction of errors arising on invoicing and receipting to do with suppliers.
- Good relations with suppliers.
Function 8: (including expected results)
Assisting in the preparation of the financial reports for Technical Committee (Finance and Administration achieving results as:
- Data for preparation of the reports.
- Accurate reports for the Committee to work with.
- Timely reports for the Committee meetings.
Function 9: (including expected results)
Reconciliation of all receipts and issue the official receipts to payers once funds are received resulting into:
- Records of payments received.
- Accountability for cash received.
- Management of cashflows.
Function 10: (including expected results)
Assisting the Accountant in carrying out inventory counts in stores and of fixed assets in line with the Rules and Regulations resulting into:
- Accurate stores inventory.
- Replenishment of stores in time.
- Updated assets register.
- Compliance to rules and regulations to do with stores and assets.
Function 11: (including expected results)
Filing of all the vouchers processed into the box files correctly to ensure easy future access to the documents in the Finance office resulting into:
- Availability of those records as and when required.
- Proper storage and security against destruction.
- Data for future reference.
Competencies
Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings
Problem Solving Skills: Identifies and understands the cause, analyzes the situation, distinguishes between effective and ineffective solutions, makes decisions quickly, communicates the problem solution to others.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
3. QUALIFICATIONS AND EXPERIENCE
3.1 Education Requirements
Bachelor’s Degree in Business Administration or related business degrees majoring in Accounting or Finance from a reputable Institution or University.
3.2 Technical Qualifications, Knowledge and Skills
CPA II / ACCA II or equivalent Accounting certification.
3.3 Experience
A minimum of Three (3) years of progressively work experience in professional Accounting. Experience with the regional and international organisation would be an added advantage. Proficiency in Accounting softwares would be an added advantage.
4. ELIGIBILITY FOR APPLICATIONS
This vacancy is open to the Republics of Rwanda, Uganda, United Republic of Tanzania and South Sudan.
5. TERMS AND CONDITIONS OF SERVICE
The above is an established position within the CASSOA organization structure and has a five-year term contract renewable once upon satisfactory performance. The Officer will be appointed by the CASSOA Board of Directors.
6. SALARY AND FRINGE BENEFITS
The established position offers a competitive salary and attractive fringe benefits including house allowance, education allowance, a medical scheme and insurance cover among others.
7. AGE LIMIT REQUIREMENTS
The Agency Staff Rules and Regulations stipulate that no candidate above the age of 55 years will be considered for employment in the Agency.
8. HOW TO APPLY
Interested candidates who meet the requirements are advised to send the following:
- Signed application letters,
- Duly filled and signed EAC-CASSOA Personal History Form, (Download Here!)
- Photocopies of academic degrees,
- Professional certificates/licenses, and
- A copy of their National Identity Card, Birth Certificate or Passport indicating the date of birth
Not later than 25th March 2024, quoting the Job Advert Reference Number of the position applied for. The application documents should be sent via email (all soft copies should be in PDF format and organized in one file) or in hard copies and addressed to:
EXECUTIVE DIRECTOR
EAC – CASSOA
P.O. Box 873
Entebbe, UGANDA
Email: recruitment@cassoa.org
EAST AFRICAN COMMUNITY
CIVIL AVIATION SAFETY AND SECURITY OVERSIGHT AGENCY
PRINCIPAL HUMAN RESOURCE AND ADMINISTRATION OFFICER (P3) (REF: CAS/HR/003/2023-2024
The Civil Aviation Safety and Security Oversight Agency (CASSOA) is a self-accounting institution of the East African Community. The Agency is looking for a highly motivated, result-driven and qualified professional from citizens of the Republics of Burundi, Kenya and South Sudan to fill the following position in the Agency.
| JOB TITLE | PRINCIPAL HUMAN RESOURCE AND ADMINISTRATION OFFICERS |
| GRADE | P3 |
| REPORTS TO | Executive Director |
| DURATION OF CONTRACT | Five years, renewable once upon satisfactory performance and age requirement |
| DUTY STATION | CASSOA Headquarters Entebbe, Uganda |
1.MAIN PURPOSE OF THE JOB
To provide effective and efficient human resources management and administrative services including procurement and general office management to the Agency.
2.DUTIES AND RESPONSIBILITIES
Function 1:
Coordinating the process of recruitment and selection of staff in accordance with established policies, procedures and practices achieving results as;
- Effective and efficient recruitment in accordance with the Agency Staff Rules and Regulations
- Development and implementation of staffing plans aligned to the Agency objectives and industry trends and norms.
- Adequate staffing and succession planning in place.
- Effective induction program implemented.
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Function 2:
Coordinating the review of the organization structure, development of job descriptions and specifications in liaison with relevant officers including job/functional analysis achieving results as;
- Optimum Organisation Structure in place that supports the objectives of the Agency.
- Clear job descriptions aligned with the Agency objectives.
- Alignment of the job/functional analysis with the strategic planning process
Function 3:
Designing and maintaining Agency staff performance management system achieving results as;
- Efficient and effective Agency staff performance management systems.
- Proper staff performance management records and reports including performance appraisals and objectives.
- Co-ordinated implementation of staff performance appraisal outcomes such as learning and development and rewards.
Function 4:
Compilation of accurate payroll data and preparation of the monthly payroll achieving results as;
- Updated staff data and records necessary for the payroll processing.
- Timely payment of staff emoluments.
Function 5:
Managing the Agency Human Resources Information Systems achieving results as:
- Efficient use of HRIS.
- Ease of storage, retrieval and management of personnel information and data.
- Available HR data for analysis, reports and strategic planning.
Function 6:
Formulating and implementing Human Resources management and development policies and strategies for the Agency achieving results as;
- Clear Staff Rules and Regulations that promote a respectful, healthy and productive work atmosphere.
- Human Resource Management policies, procedures and processes including guidance manuals that ensures the Agency keeps abreast with industry trends, relevant legislations, practices and employee occupational health and safety trends.
- Employee relations strategies that promote a conducive work environment and employee engagement and satisfaction.
- HR strategies that link performance to Agency objectives and facilitating capacity development and implementation of appropriate staff assessment and evaluation procedures that enhance productivity.
- Highly motivated staff retained.
- Resolution of workplace disputes leading to enhanced relations between Management and Staff.
Function 7:
Developing staff training and development programmes that effectively meet the Agency’s capacity development objectives achieving results as;
- High performance workforce that ensures proficiency at various jobs and delivery of efficient and safe operations that instill confidence in the Agency.
- Comprehensive Training Policy and annual training plans.
- Collaboration with the training organizations and specialists.
- Continuous training needs analysis
Function 8:
Supervising and ensuring implementation of all administrative matters of the Agency including procurement of goods, services and works and logistics in consultation with the relevant user departments achieving results as;
- Well planned resources e.g. stores, assets, facilities that support business units.
- Annual Procurement plans implemented to ensure timely availability of goods service and works.
- Facilitation of smooth operations of the Agency business.
Function 9:
Coordination of various administration services i.e, office and estate management, security, transport and logistic and procurement achieving results as:
- Effective supervision and management of the administration functions.
- Well-established procedures for all administrative services.
- Effective management of security services at the Agency premises.
- Effective maintenance of offices premises.
Function 10:
Preparing and providing input for the timely preparation of the Annual Workplans and budget for the Agency’s HR and administration department for approval by the Board achieving results as:
- Workplans and budget that address the needs and requirements of the HR and administration department.
- A framework for supervising and monitoring the activities in the HR and administration departments.
- Realignment of departmental activities with the Agency’s corporate goals.
- Effective management of the budget under the HR and administration department
Competencies
Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Judgement/Decision-making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines that the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.
Leadership: Serves as a role model that other people want to follow; empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvement; does not accept the status quo; shows the courage to take unpopular stands
Empowering Others: Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work; encourages others to set challenging goals; holds others accountable for achieving results related to their area of responsibility; genuinely values all staff members’ input and expertise; shows appreciation and rewards achievement and effort; involves others when making decisions that affect them.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
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3. QUALIFICATIONS AND EXPERIENCE
3.1 Education Requirements
Master’s degree in Business administration or Human Resources Management or any other related field from a recognized university.
3.2 Technical Qualifications
Post Graduate Diploma in Human Resource Management or Recognized Certifications in Human Resources Management (such as CHRA, PHRI, sPHRI, CHRP etc).
Membership to a Professional Human Resources Management Institute will be an added advantage.
3.3 Knowledge and Skills
- Good organizational, analytical, interpersonal, communication and report writing skills.
- Proficiency in computer use, Human Resources Information Systems (HRIS), and general IT applications.
3.4 Experience
A minimum of eight (8) years’ experience in Human Resource Management and Administration, four (4) of which should have been at supervisory or managerial level.
4. ELIGIBILITY FOR APPLICATIONS
This vacancy is open to citizens from the Republics of Burundi, Kenya and South Sudan.
5. TERMS AND CONDITIONS OF SERVICE
The above is an established position within the CASSOA organization structure and has a five-year term contract renewable once upon satisfactory performance. The Officer will be appointed by the CASSOA Board of Directors.
6. SALARY AND FRINGE BENEFITS
The established position offers a competitive salary and attractive fringe benefits including house allowance, education allowance, a medical scheme and insurance cover among others.
7. AGE LIMIT REQUIREMENTS
The Agency Staff Rules and Regulations stipulate that no candidate above the age of 55 years will be considered for employment in the Agency.
8. HOW TO APPLY
Interested candidates who meet the requirements are advised to send the following:
- Signed application letters,
- Duly filled and signed EAC-CASSOA Personal History Form, (Download Here!)
- Photocopies of academic degrees,
- Professional certificates/licenses, and
- A copy of their National Identity Card, Birth Certificate or Passport indicating the date of birth
Not later than 25th March 2024, quoting the Job Advert Reference Number of the position applied for. The application documents should be sent via email (all soft copies should be in PDF format and organized in one file) or in hard copies and addressed to:
EXECUTIVE DIRECTOR
EAC – CASSOA
P.O. Box 873
Entebbe, UGANDA
Email: recruitment@cassoa.org
