Finance and Admin Assistant

Job Details

Finance and Admin Assistant (01 position) reporting to Finance Officer, duty station Moyo Field Office. Full-time role responsible for day-to-day finance, administration, stores, logistics, procurement, and HR activities of the Moyo Field Office. Office operations and fleet support role.

Key Duties and Responsibilities

• Welcome and attend to visitors at the reception desk
• Oversee office operations to keep the workplace orderly and running efficiently
• Support scheduling of meetings and handling of correspondence at the field level
• Support HR functions, including arranging for interviews, onboarding, and employee records management, and submit these to HR as required
• Ensure daily attendance records are complete and accurate for monthly reporting to HR
• Oversee day-to-day store operations and management
• Manage inventory levels, track stock movements, and carry out daily stock reconciliations
• Prepare monthly stores report for submission to the Logistics Officer
• Manage, issue, reconcile, and account for petty cash funds received during the month
• Follow up promptly on invoices for goods supplied to ensure timely payment, and submit them to the Procurement Officer
• Scan and share requisitions received from the project team for submission to the accountants
• Support accountants with accountability follow-ups with Project Coordinators
• Issue fuel vouchers upon receipt of approved work plan, movement plan, and log sheet, for submission to the Logistics Officer
• Receive, verify, and submit completed Fleet Utilization documents and logbooks to the Logistics Officer
• Receive and verify maintenance requests and defect forms for onward submission
• Collect fuel schedules from the stations monthly for reconciliation by the Logistics Officer
• Share monthly fuel utilisation and repairs records with the Logistics Officer
• Perform any other duties assigned from time to time

Qualifications, Skills and Requirements

• Minimum of a Diploma in Accounting, Finance, Business Administration, Procurement and Logistics Management, Stores Management, Human Resource Management, or a closely related field from a recognised institution
• At least two years of relevant work experience in finance, administration, procurement, logistics, stores, fleet support, or office operations, preferably in an NGO, field office, or busy organisational setting in Uganda
• Working knowledge of basic accounting, petty cash management, accountability procedures, procurement documentation, stores records, inventory control, and administrative filing systems
• Good computer skills, especially in Microsoft Word, Excel, email, and internet use; experience using accounting, inventory, or procurement systems is an added advantage
• Good written and spoken English, with strong interpersonal, customer care, coordination, and communication skills
• Ability to maintain accurate records, prepare routine reports, follow organisational procedures, and handle confidential information with integrity
• Highly organised, detail-oriented, flexible, and able to work independently under minimum supervision while meeting deadlines