The Finance and Administration Officer will be responsible for overseeing all financial transactions and ensuring complete accountability throughout the life of the project to ensure effective financial management, efficient procurement and reliable administrative operations . The role also includes managing procurement processes and providing administrative support to ensure effective project implementation and compliance with financial and procurement policies.

Key Responsibilities

Finance

• Manage day-to-day financial transactions of the project. Ensure that financial transactions are in accordance with internal policies and procedures and donor requirements.
• Maintain accurate documentation and accountability for all financial expenditures.
• Prepare timely financial reports and ensure compliance with donor and internal requirements.
• Monitor budget performance and provide variance analysis to support decision-making.
• Maintain financial records and ensure timely filing and remittance of statutory obligations such as NSSF, PAYE, and others.
• Assist project manager in the preparation of budget forecast and support external audits and ensure readiness of all financial documentation.

Procurement.

• Lead and manage procurement processes in compliance with organizational and donor procurement policies.
• Prepare and issue Request for Quotations (RFQs), evaluate bids, and manage vendor selection processes.
• Maintain an up-to-date supplier database and ensure contracts are in place.
• Oversee procurement documentation, including purchase orders, goods received notes, and payment requests.
• Ensure value for money, transparency, and accountability in all procurement transactions.
• Support inventory management and maintain accurate records of assets and supplies.
• Ensure proper documentation and filing of procurement and administrative records.
• Oversee office administration functions including logistics, asset management, and coordination of meetings or events.

Administration:

• Manage general office operations, including utilities, logistics, supplies, and facility management.
• Oversee asset and inventory management, ensuring items are tracked, labeled, and properly maintained.
• Support human resources functions such as leave tracking, staff records management, and onboarding.
• Ensure effective document management systems, both physical and electronic.
• Assist with travel arrangements, workshop logistics, and event coordination.

Qualifications and Experience

• Bachelor’s degree in Accounting, Finance, Commerce, or a related field.
• A professional qualification such as CPA or ACCA (completed or in progress) is an added advantage.
• Minimum of 3 years’ experience in finance and administration, with procurement responsibilities, preferably in a project-based or NGO setting.
• Strong knowledge of Ugandan financial and procurement regulations.
• Proficiency in accounting software (e.g., QuickBooks, Odoo, or similar) and Microsoft Office applications.

Key Competencies

• High level of integrity and attention to detail.
• Strong organizational, financial, and analytical skills.
• Excellent communication and negotiation skills.
• Ability to multitask and manage competing priorities under pressure.
• Knowledge of procurement best practices and financial compliance standards.