Locum Finance Assistant – Document Scanning & Archiving (3)

Makerere University Joint AIDS Program (MJAP) is hiring a Locum Finance Assistant – Document Scanning & Archiving (3) to provide short-term support focused on digitizing organizational records.

Reporting to: Finance and Operations Manager
Supervises: None
Location: Jinja Regional Office (Candidates around Jinja preferred)
Duration: 3 Months
Effective Date: 1st July 2026

Specific Duties and Responsibilities

• Scanning all assigned documents into soft copy format as sequentially filed in hard copy file folders.
• Ensuring scanned documents are clear and complete.
• Naming and indexing files according to the organization’s filing formats (refer to hard copy box files).
• Uploading and archiving documents in designated electronic storage systems/folders as shared by the IT Officer.
• Organizing and maintaining a structured digital filing system for easy retrieval.
• Cross-checking scanned documents against physical files to ensure completeness and accuracy of scanned and archived documents.
• Supporting safe storage and proper arrangement of physical documents after scanning.
• Maintaining a tracking log of scanned and archived documents.

Qualifications, Job Requirements and Competencies

• Candidates must have at least a Bachelor’s Degree in Finance and Accounting, Secretarial Studies, or Records and Archives Management.
• At least two (2) years’ experience in handling and scanning organizational records.
• Excellent written and oral communication and interpersonal skills.
• Proficiency with Microsoft Office products (Word, Excel, Outlook).
• Good people skills and ability to work under minimal supervision.

Financial, Anti-Fraud, Safeguarding and Risk Management Clause

MJAP enforces a strict zero-tolerance policy against fraud, corruption, sexual exploitation, abuse, and harassment in all program areas. All employees must uphold high ethical standards and ensure transparency and fairness in line with MJAP Human Resource policies.

In this role, you will be responsible for maintaining the organization’s financial integrity and supporting effective safeguarding and risk management practices.

Financial Accountability

• Uphold MJAP’s commitment to financial integrity through effective resource management and accurate expenditure reporting.
• Ensure responsible and transparent resource management in compliance with organizational standards and donor requirements.
• Take ownership of any discrepancies that arise.

Safeguarding

• Uphold the organization’s commitment to protecting vulnerable populations, including beneficiaries, staff, and volunteers.
• Identify, report, and address safeguarding concerns in accordance with established policies.
• Foster a safe and supportive environment for everyone involved in MJAP programs.

Risk Management

• Actively identify, assess, and mitigate risks related to program implementation and operations.
• Collaborate with teams to develop and maintain risk management plans aligned with organizational policies.
• Regularly review and update practices to address emerging challenges and changes in the operating environment.

Application Procedure

MJAP is committed to inclusion and diversity and evaluates all applicants solely on merit, regardless of race, gender, color, national origin, religion, age, marital status, or disability.

As an equal opportunity employer, MJAP does not charge applicants at any stage of the recruitment process and is not responsible for losses resulting from fraudulent recruitment activities.

All suitably qualified candidates are encouraged to apply by clearly stating the position applied for in the subject line.

Required Application Documents

Combine the following into one PDF document:

• Cover Letter
• Curriculum Vitae (CV)
• Academic Documents

Include the names and contact details of three referees, including your immediate supervisor.

Applications should be addressed to:

The Human Resources Manager
Makerere University Joint AIDS Program (MJAP)

Email: recruitment@mjap.mak.ac.ug

Application Deadline

Wednesday, 17th June 2026 at 5:00 PM

For details about the advertised position, please visit the website of Makerere University Joint AIDS Program.

Applicants should consider their applications unsuccessful if they do not hear from MJAP by Monday, 22nd June 2026.

Important Notice

Offer of employment will be subject to satisfactory references, including but not limited to:

• Appropriate background checks
• Criminal record checks
• Previous employment findings related to fraud, corruption, sexual exploitation, abuse, or harassment
• Any incidents under investigation at the time the applicant left previous employment

By submitting an application, the applicant confirms understanding of these recruitment procedures.

Please ensure that your attachments do not exceed 25 MB.

MJAP appreciates your interest in working with the organization; however, only shortlisted candidates will be contacted for interviews.