Vacancy title:
Finance and Admin. Assistant

[Type: FULL_TIME, Industry: Professional Services, Category: Accounting & Finance]

Jobs at:
Lively Minds

Deadline of this Job:
Tuesday, September 30 2025

Duty Station:
Uganda | Jinja | Uganda

Summary
Date Posted: Friday, September 19 2025, Base Salary: Not Disclosed

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JOB DETAILS:

The Finance and Admin. Assistant will be responsible for general finance, accounting, and administration duties requiring high-level accuracy and will provide support to the finance and programming team in all matters of finance.

Operating in a fast-paced, collaborative environment, this position calls for an energetic, responsive, proactive, and solution-oriented team player with a strong ‘can-do’ attitude.

Success in this role demands reliability, integrity, and the ability to work independently while maintaining close coordination with colleagues and other departments.

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Main Duties and Responsibilities

a.    Finance systems and processes

.      Setting up beneficiaries on the mobile money payment system.

• Ensuring an up-to-date database on the mobile money platform by informing the system administrator of any changes in the data.
• Managing and processing petty cash-related payments on the mobile money system.
• Daily posting of transactions into the accounting system.
• Assist in internal and external audit activities.

b.    Procurement and Logistics Support

• Ensure timely payment of office utilities, that is, electricity, water, and internet.
• Assist in soliciting for vendor quotations and follow up on invoices, receipts, and supporting documents.
• Arrange for transportation and accommodation for teams travelling to the field and guests.

c.    Compliance with Policies and Procedures  

• Report any troubling discoveries or suspicion of wrong doing to the proper authorities.
• Track any non-adherence to Lively Minds financial policies and procedures and bring to the attention of the supervisor.
• Ensure confidentiality and safeguarding of sensitive financial, donor, staff, and beneficiary information.

d.    Administration, Teamwork and Collaboration

• Prepare monthly admin budgets and raise requisitions for admin-related expenses. 

• Assist the finance officer in drafting routine financial reports on a regular basis.
• Answer finance-related questions and help stakeholders and staff with issues that need to be explained.
• Attend finance department meetings, write minutes, and follow up on outstanding issues.
• Support the admin assistant to ensure all the data collection forms for the SC activities are ready on time, documents are scanned and uploaded on SharePoint, and files are filed. 
• Prepare and process documentation for payments, advances, retirements, and staff reimbursements.
• Suggest to the supervisor changes or improvements that are necessary to increase accuracy, efficiency, and cost reductions.

You may be assigned any other responsibility in agreement with your line manager, in contribution to LivelyMinds' work, and in recognition of your experience and skills. It is therefore expected for staff to be flexible and willing to contribute to the work of the wider team.

Experience and Skills

Essential Experience and Skills

• Bachelor’s degree in accounting and finance, business administration, commerce, or equivalent.
• At least 1 year’s experience in an accounting or finance role.
• Strong quality focus, and able to keep accurate financial records.
• Self-starter who can work with limited supervision and in a fast-paced work environment.
• Able to uphold and enforce financial protocols and demonstrate utmost accountability.
• English language proficiency is a must.
• Acute attention to details is a must.
• Experience in using the MS Office suite. High-level user of Excel is a must.
• Strong interpersonal skills with the ability to work and engage with all kinds of people with respect and professionalism.

Desirable Experience and Skills

• Familiarity with accounting software is desired.
• Good communication skills and ability to present information in graphs and charts for the understanding of non-finance persons.
• Good time management and willingness to work extra hours when the need arises.
• Ability to work in a diverse cultural environment.

This role offers the opportunity to develop and progress into more responsible positions within the organization, depending on performance, skills development, and organizational needs.

You will be expected to perform against the Lively Minds Competencies.

Work Hours: 8

Experience in Months: 12

Level of Education: bachelor degree

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