About ZOA

We are here for people who have lost everything due to armed conflict or natural disaster.

ZOA, as an international NGO, supports people who have lost everything due to armed conflict or natural disaster. Together, we can come to their aid in emergencies and remain faithful to communities as they recover – providing new opportunities for them to help themselves again. The work of ZOA is coordinated from the Netherlands. We are active in multiple countries in Africa, South America, the Middle East Region, and Asia. We work with approximately 900 employees worldwide and with (local) partners. We invite you to join our team of committed colleagues. In Uganda, ZOA has offices in Kampala, West Nile (Arua), Acholi (Gulu), and Karamoja (Amudat). ZOA Uganda works both in relief and recovery on the themes of food security & livelihoods, education, and conflict management with a special focus on land Rights.

About the CCCD Program by Help A Child

The Child-Centered Community Development Programs (CCCD) is implementing by Help a Child (HaC) in Upper Madi Okollo. The program focuses on Early Childhood Development (ECD), parenting, and Child protection. The program is looking for a Finance & Admin Officer to be based in ZOA Arua Office.

Your challenge

The Finance & Admin Officer is responsible for supporting the programs teams and finance department in matters financial administration, procurement, finance systems management, record keeping, documentation, grants and program financial management while ensuring that the organization adheres to all statutory and legal obligations in its area of operation.

Your main tasks and responsibilities

1. Finance Documentation

• Preparation of online payments vouchers/documents against received invoices and submitting a weekly list of payments for financial Accounting
• Managing the financial system by uploading all documents in the system and balancing the accounts.
• Cancelling of all paid project finance/petty cash documents with a stamp PAID

Result: An updated, accurate and complete financial system reflecting the financial operations of programs implementation and completed and filed financial documents.

2. Procurment and Administration

• Coordinate procurement processes including sourcing quotations, preparing purchase requests, facilitating bid evaluations, and ensuring timely acquisition of goods and services in compliance with organizational policies.
• Maintain an updated supplier database and support vendor selection, contract management, and supplier performance monitoring.
• Ensure proper procurement documentation, filing, and record keeping for audit and compliance purposes.
• Monitor stock levels of office supplies and assets, and coordinate replenishment to ensure uninterrupted office operations.
• Support inventory and asset management processes including asset tagging, tracking, verification, and disposal procedures.
• Coordinate office administration activities including facility management, office maintenance, utilities, and workspace organization.
• Facilitate logistics arrangements for meetings, workshops, trainings, travel, accommodation, and field activities.
• Support fleet and transport management including vehicle scheduling, maintenance follow-up, fuel monitoring, and logbook tracking.
• Process and track procurement and administrative payments, ensuring completeness of supporting documentation.
• Ensure adherence to organizational procurement, administrative, and donor compliance requirements.
• Prepare periodic procurement and administration reports, updates, and status trackers for management review.
• Support implementation of health, safety, and security procedures within office operations.

Result: Efficient, compliant, and well-coordinated procurement and administrative operations that enable smooth organizational and program delivery.

3. Financial Reporting

• Receiving of project cash expenses from projects allocated by 5th of every month, analysing them and uploading on to the finance system and filling the analysis documents in their files.
• Facilitate the production of monthly project financial reports by 10th of every month, submit for review and approval. This includes reviewing of project expenses against the approved budget and providing the explanations thereof.
• Reconciling of projects allocated accounts receivable.
• Receiving cash requests from projects allocated, reviewing them against the approved budgets and preparing a tracked disbursement schedule to the teams on a weekly basis.
• Preparation of bank reconciliations for review and approval and filing by 5th of every month
• Participate in multi-disciplinary teams to support the development of financial budgets and provide finance-related supporting documents for programs and operations

Result: Project financial results are achieved as per the approved budgets and grant agreements.

4. Legal and statutory compliance

• Development and regular updating of program specific statutory and legal compliance requirements and deadlines
• Preparation of legal and statutory checklist for use in managing statutory requirements and updating it when new statutory changes arise.
• Review compliance with the prepared cheklist every month.
• Preparation of monthly statutory deduction forms and submission to relevant government authorities.
• Oversee timely submission of all key documentation to the government key line ministries and the NGO bureau, and ensure full compliance by the organization.
• Ensuring all contractual agreements are settled on time.

Result: Programs are fully compliant with all legal and statutory obligations.

5. Project Monitoring Visits

• Visiting the project sites by 15th of every month (or scheduled as needed) to:
  • Monitor project compliance with financial and procurement policies and procedures
  • Review payment documents
  • Review invoices submitted for payment and attach them to payments made
  • Visit project sites and build the capacity of staff on finance and procurement procedures, including providing updates on any new regulatory requirements.
  • Prepare a project visit report for allocated projects, highlighting any risks foreseen and providing action points/recommendations
  • Follow up on implementation of visit recommendations.

Result: Well-managed project financial resources with staff well aware of what is expected of them to meet project objectives.

6. Child Protection & Safeguarding

• Promote and enforce child safeguarding, child protection, and PSEA policies and procedures across all financial activities.
• Identify and report child protection concerns in line with organizational guidelines.
• Perform additional duties as assigned by your line manager

Result: Safe, protective, and accountable program environment where children’s rights are upheld and safeguarding risks are effectively prevented and addressed.

Your profile

Identity

The candidate is expected to fully support the vision, mission and Christian values of ZOA (see https://www.zoa-international.com/corporate-identity)

Qualification & Experience:

• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.
• Professional certification (e.g., CPA, ACCA, or equivalent) is an added advantage.
• 5 years’ experience in finance, accounting, or grant management, preferably in an NGO or development context.
• Experience in budgeting, financial reporting, and donor compliance.
• Sound knowledge of financial systems, accounting principles, and internal controls.
• Proficiency in accounting software and Microsoft Office (especially Excel).

Competences

• Demonstrates high integrity, commitment to child-safeguarding, and upholds Christian faith-based values
• Financial management & reporting – strong ability to manage budgets, track expenditures, and prepare accurate financial reports.
• Compliance & accountability – good understanding of donor regulations, financial policies, and audit requirements.
• Attention to detail – high level of accuracy in financial data management and documentation.
• Analytical skills – ability to interpret financial data and support decision-making.

Attitude/behaviour:

• 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;
• Commitment to ZOA’s mission, vision and values (see https://www.zoa-international.com/corporate-identity)

Special conditions/circumstances

The Finance & Admin Officer will be based in Arua with regular field visits to selected project implementation areas.

The role is 1.0 FTE (40 hrs/ week). Working hours are outlined in the ZOA Uganda Employee Handbook. Some flexibility on working hours may be required, e.g. for travel/work at weekends, or during reporting times.

The role is recruited at Grade 3 in the ZOA Uganda salary scale.

Our offer

ZOA offers a challenging role in a dynamic context, and you will be part of an inspiring and motivated team.

We offer good benefits and remuneration which suits the NGO sector.

• Preparation of online payments vouchers/documents against received invoices and submitting a weekly list of payments for financial Accounting
• Managing the financial system by uploading all documents in the system and balancing the accounts.
• Cancelling of all paid project finance/petty cash documents with a stamp PAID
• Coordinate procurement processes including sourcing quotations, preparing purchase requests, facilitating bid evaluations, and ensuring timely acquisition of goods and services in compliance with organizational policies.
• Maintain an updated supplier database and support vendor selection, contract management, and supplier performance monitoring.
• Ensure proper procurement documentation, filing, and record keeping for audit and compliance purposes.
• Monitor stock levels of office supplies and assets, and coordinate replenishment to ensure uninterrupted office operations.
• Support inventory and asset management processes including asset tagging, tracking, verification, and disposal procedures.
• Coordinate office administration activities including facility management, office maintenance, utilities, and workspace organization.
• Facilitate logistics arrangements for meetings, workshops, trainings, travel, accommodation, and field activities.
• Support fleet and transport management including vehicle scheduling, maintenance follow-up, fuel monitoring, and logbook tracking.
• Process and track procurement and administrative payments, ensuring completeness of supporting documentation.
• Ensure adherence to organizational procurement, administrative, and donor compliance requirements.
• Prepare periodic procurement and administration reports, updates, and status trackers for management review.
• Support implementation of health, safety, and security procedures within office operations.
• Receiving of project cash expenses from projects allocated by 5th of every month, analysing them and uploading on to the finance system and filling the analysis documents in their files.
• Facilitate the production of monthly project financial reports by 10th of every month, submit for review and approval. This includes reviewing of project expenses against the approved budget and providing the explanations thereof.
• Reconciling of projects allocated accounts receivable.
• Receiving cash requests from projects allocated, reviewing them against the approved budgets and preparing a tracked disbursement schedule to the teams on a weekly basis.
• Preparation of bank reconciliations for review and approval and filing by 5th of every month
• Participate in multi-disciplinary teams to support the development of financial budgets and provide finance-related supporting documents for programs and operations
• Development and regular updating of program specific statutory and legal compliance requirements and deadlines
• Preparation of legal and statutory checklist for use in managing statutory requirements and updating it when new statutory changes arise.
• Review compliance with the prepared cheklist every month.
• Preparation of monthly statutory deduction forms and submission to relevant government authorities.
• Oversee timely submission of all key documentation to the government key line ministries and the NGO bureau, and ensure full compliance by the organization.
• Ensuring all contractual agreements are settled on time.
• Visiting the project sites by 15th of every month (or scheduled as needed) to: Monitor project compliance with financial and procurement policies and procedures, Review payment documents, Review invoices submitted for payment and attach them to payments made, Visit project sites and build the capacity of staff on finance and procurement procedures, including providing updates on any new regulatory requirements., Prepare a project visit report for allocated projects, highlighting any risks foreseen and providing action points/recommendations, Follow up on implementation of visit recommendations.
• Promote and enforce child safeguarding, child protection, and PSEA policies and procedures across all financial activities.
• Identify and report child protection concerns in line with organizational guidelines.
• Perform additional duties as assigned by your line manager

• Financial management & reporting – strong ability to manage budgets, track expenditures, and prepare accurate financial reports.
• Compliance & accountability – good understanding of donor regulations, financial policies, and audit requirements.
• Attention to detail – high level of accuracy in financial data management and documentation.
• Analytical skills – ability to interpret financial data and support decision-making.
• Proficiency in accounting software and Microsoft Office (especially Excel).

• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.
• Professional certification (e.g., CPA, ACCA, or equivalent) is an added advantage.
• Sound knowledge of financial systems, accounting principles, and internal controls.