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Department Planning and Strategy

• Draws up and manages the annual plans for the finance and administration department plans in line with the departmental mandate
• Designs and updates administration guidelines for Little Dreamers identifying key gaps in the department and proposing mitigating measures to improve service delivery to users.
• Drafts and monitors budgets for the department
• Provides management information for decision making through monthly report writing.

Finance and Accounts Management

• Reviews and maintains financial record systems in accordance with Generally Accepted Accounting Principles and monitors the use of all funds.
• Examines and analyses accounting and financial records and documents such as bank statements, expenditures, budgets, loans and others.
• Prepares journal and ledger entries. Processes financial and accounting transactions such as reviewing, verifying and processing expense reports, requisitions, claims, advances, savings, invoicing and charges.
• Sets up accounts, sub-accounts, and budgets. Receives funds, processes deposits and approves expenditures.
• Compiles and prepares material to be sent to bank.
• Provide support on organizational cash flow and expenses forecasting.
• Ensures accuracy and compliance with Little Dreamers Education Academy, government and granting agency guidelines, tax laws as well as accounting and reporting policies and procedures. Maintains up to-date knowledge of these matters and gives explanations to staff.
• Monitors staff loans. Follows up on missing payments. Advises on and arranges payment schedules.
• Reconciles various accounts, statements, and reports. Identifies and analyzes discrepancies and errors. Makes corrections, processes adjustments and follows up on problems. Audits outstanding items.
• Verifies the completeness and accuracy of documentation.
• Prepares schedules, reports and financial statements. Makes recommendations on budget allocations.
• Participate in the annual audit process, liaise with external auditors and assess any changes necessary. Supplies information and documentation to auditors.
• Implement internal control policies and procedures related to accounting and financial matters.

Human Resources and Team Development

• Supports in coordinating the development of Little Dreamers Human Resources.
• Ensuresthat recruiting processes are consistent and streamlined.
• Educates and ensures that employees are well versed and adhere to policies and procedures.
• Supports in coordination of periodic appraisals processing and creation of performance improvement plans for Little Dreamers Education Academy.
• Provides support on the preparation of payroll, pay slips and all personnel reports monthly and presents these to the supervisor for approval.
• Ensures compliance with Ugandan laws for payment of statutory employee benefits, registration fees, tax submissions, etc. and keeps abreast with changes in the Labor / related Acts for the same purpose.
• Maintains personnel files of all employees per organization’s guidelines.
• Supports in developing and planning periodic retreats and training programs as needed to develop capacity of all staff.
• Supports in development of scopes of work for contractors.

Operations

• Provide support on contracts management and financial management/ reporting system; ensure that the contract billing and collection schedule is adhered to, and that financial data and cash flow are steady and support operational requirements.
• Provide support on administrative functions as well as facilities to ensure efficient and consistent operations as the organization scales.
• Provide support in implementation of Little Dreamers’ procurement policies and procedures and ensure sufficient competition for efficient use of funds and strong internal controls.
• Liaise with counterparts at partner organizations to ensure effective and efficient collaboration on all matters related to operations, human resources, administration and logistics, including when space and resources are shared.