Finance & Administration Assistant

ZOA Uganda is looking for a Finance & Administration Assistant to be based in Kampala Office.

Your challenge The position is responsible for carrying out finance and Admin related procedures and practices according to ZOA policies, facilitate the staffs of Kampala coordination office, monitoring store keeping and use of resources in the office.

The Finance & Administration Assistant fulfills a technical role within the Operations department and reports to the Finance Manager, in Kampala.

He/she supports the project team members in implementation.

Your main tasks and responsibilities Bank Responsible for the timely and accurate transaction bookings in both Excel & ZOA ERP.

Maintaining Cash and Bank ledgers [Excel/ERP]. Responsible for the end of month reporting including but not limited to – Bank reconciliation, Withholding Tax, Work Advance maintenance, Cash reconciliation and other reporting processes that may be required from time to time.

Ensures timely processing transactions for authorized payments.

Ensures that all payments are properly supported with the required documentation and authorized; ensuring receipts/proof of payment are also retrieved and filed.

Maintain a proper filing system (soft- and hard-copy) for all payment vouchers and finance related documents for Kampala and Field Offices documents that are sent to Kampala on a monthly basis Ensures the availability of cash ledgers (ERP & Excel). Shall timely present reconciliations of respective ledgers upon request.

Responsible to maintain the monthly finance control sheet; responsible for generation, checks and balances, and monthly finalization before 10th of every month.

Any other duty as assigned by the Manager or other senior Management.

Responsible for the Cash held in Kampala Collect and examine supporting documents before a cash payment is made.

Preparing Payment Vouchers.

Preparing Receipts.

Maintain Cash float vouchers.

Request for petty cash replenishment to the finance’s office.

Support staff in understanding finance procedures and documentation.

Following up on advances and ensuring proper accountability and correctly approved by right and valid signatures.

Sharing the work advance ledgers with Finance Manager for scrutiny and follow up.

Maintain Cash Control Forms.

Provide Finance (technical) advice to the colleagues.

Support program team in bulky cash payments, like per diem and transport refunds.

Payment's preparation for the cash Transactions.

Administration.

Support ZOA Kampala Offices with all ZOA administration arrangements.

Prepare and implement guidelines for support functions of the reception, photocopies, office cleaning and maintenance.

Key among them is putting in place and implement guidelines for managing the purchase, storage, and distribution of office supplies.

Responsible for maintaining an accurate stock records of office supplies including stationery, consumables, cartridges/toners, etc Support in managing the ZOA Kampala movement of documents and supplies.

Overall responsibility for all travel and accommodation arrangements for ZOA guests and ZOA staff members visiting Kampala offices.

Handle international guest logistics; airport pick-ups, accommodation, field movement support, and other guest-related issues.

Conferencing and event management, including making all arrangements required by ZOA team members.

Facilitate timely payments for utilities for Kampala Offices.

The utilities include electricity, water, office telephone and any other utility bills for the facilities.

Ensure proper functioning and maintenance of the office, house equipment like photocopiers, printers, cookers, microwaves, and others.

Contribute to maintenance of a complete, accurate and up to date lease/rental agreement for ZOA Uganda.

Keep Kampala Office Travel/movement Tracker up to date.

File Maintenance.

Responsible for maintaining administration and Finance files.

Ensures that all administration and Finance documents are stored in a safe and secure location, protected from damage.

Such files including stock/inventory files, minutes of meetings.

The files must always be updated, organized, clearly marked, and complete.

Ensure all financial statements e.g., budget codes, payrolls, records /documents and cash should be under key and locks at all times.

Other duties Support with preparation of timesheets for ZOA staff Support the field offices with the day-to-day cash transactions and tasks.

Accountability Sensitize all stakeholders (beneficiaries, service providers, partners, government and other) on feedback and complaint mechanisms implemented by ZOA Uganda Upon receipt of a complaint or feedback, ensure that it is correctly documented following correct reporting procedures Understand ZOA’s code of conduct and safeguarding policies, ensure adherence to these policies and that project activities are implemented with a “Do No Harm” approach Knowledge & Experience Degree in Accounting, Finance, Business Administration or any related field; At least a minimum of INGO three years’ experience; Proven relevant work experience in finance and administration; Practical experience in any of the accounting packages, Unit4(ERP) would be an added advantage.

Accounting skills including preparing Bank Reconciliation, Cash Advance maintenance, Cash reconciliation; Good knowledge of financial practices; Fluent command of English; as well as excellent written and spoken communication skills.

Good understanding of procurement best practices with ability to proactively manage risks associated with procurements.

Skills: Good communication, writing and facilitation skills; Good time management Skill Ability to multi while ensuring quality Innovative, creative and enthusiastic; Good computer skills: Ms Excel and Ms Word; Self-motivator, able to work with limited supervision; Attitude: High level of personal integrity; Flexibility and adaptability; Interpersonal and cross-cultural sensitivity; Able to work under pressures and meet deadlines; Able to work in a sometimes fluid and innovative environment; Please send your resume/CV