Finance and Administrative Assistant job at Seed Effect Uganda | Apply Now

Financial Management

• Maintain accurate financial records, including cash books, ledgers, and bank reconciliations.

• Prepare payment vouchers with proper documentation and approvals.

• Assist in monthly financial report preparation for the Accountant.

• Ensure all transactions follow donor and organizational policies with correct coding and budget allocation.

• Support budget preparation and monitor expenses against financial plans.

• Manage petty cash with proper documentation and timely replenishment.

• Code invoices and enter financial data daily.

• Prepare monthly cash flow control sheets and submit original documents to Head Office.

• Collaborate with the Program Coordinator to forecast funding needs and maintain positive cash flow.

• Review field budget activities to ensure cost efficiency.

• Train and coach field staff on financial reporting.

• Ensure all transactions are processed accurately and on schedule for month-end and quarter-end closes.

• Verify travel expense reports and manage travel advances, including tracking and reconciliation.

• Maintain filing and archiving of financial and administrative documents.

Administrative Support

• Oversee field office administrative functions to ensure smooth operations.

• Manage office supplies, equipment maintenance, and ensure availability.

• Develop and maintain paper and electronic filing systems.

• Assist with event organization, meetings, minute-taking, and report preparation.

• Support all departments with general administrative tasks, including data entry and database management.

• Facilitate communication between field staff and headquarters.

• Manage vehicle and motorbike fleet maintenance and usage policies.

• Oversee fixed assets management.

• Process payment requests per internal procedures.

• Coordinate travel arrangements for field staff.

• Manage correspondence, contracts, and invitations.

Compliance & Risk Management

• Ensure compliance with internal controls, donor requirements, and regulatory obligations.

• Assist in audit preparation and implement audit recommendations.

• Monitor and report financial and administrative risks.

• Ensure maintenance and insurance of organizational assets.

Logistics & Procurement

• Support procurement activities, including purchase requests, quotations, and adherence to policies.

• Manage vendor relationships for timely, cost-effective goods and services delivery.

• Track organizational resources to ensure accountability.

• Ensure competitive bidding with at least three quotes for procurements.

• Validate invoices, travel expenses, and credit memos.

Human Resources Support

• Manage employee leave requests and attendance records.

• Assist with onboarding and training coordination.

• Support performance management processes.

• Maintain confidential employee records.

• Assist in staff engagement activities.

Program Audits

• Support internal and external audits by preparing required documents and liaising with auditors.

• Facilitate on-site audit activities and assist in responding to audit findings.

Reporting & Communication

• Assist in preparing financial and narrative reports as needed.

• Maintain effective communication with the Program Coordinator and stakeholders.

• Provide regular updates to the Head of Finance on activities.