Finance and Administrative Assistant
2025-08-13T07:39:05+00:00
Seed Effect
https://cdn.greatugandajobs.com/jsjobsdata/data/employer/comp_7093/logo/seed%20effect.png
https://seedeffect.org/
FULL_TIME
Nonprofit, and NGO
Accounting & Finance
2025-08-21T17:00:00+00:00
Uganda
8
ROLE PURPOSE:
The Finance and Admin Assistant will provide essential support in managing Seed Effect Uganda’s day-to-day financial and administrative operations. This includes maintaining accurate financial records, ensuring compliance with donor and organizational policies, managing administrative functions, and supporting the overall efficiency of operations to achieve Seed Effect’s mission.
Key Responsibilities
Financial Management
• Maintain accurate and up-to-date financial records, including cash books, ledgers, and bank reconciliations.
• Prepare payment vouchers, ensuring proper documentation and approvals before processing payments.
• Support preparing monthly financial reports for submission to the Accountant • Ensure all transactions comply with donor and organizational policies, including accurate coding and allocation to approved budgets.
• Assist in preparing budgets and monitoring expenses to ensure adherence to financial plans.
• Manage petty cash and ensure timely replenishment with proper documentation and cash counts.
• Ensure completeness of supporting documentation for payment.
• Invoice coding and data input daily.
• Prepare monthly cash-flow control sheets with original documents of all transactions and send them to the Head Office.
• In coordination with the Program Coordinator, forecast the funds needed to ensure the positive cash flow in the field Office.
• Review field budget activities to ensure cost efficiency.
• Coach and train field staff in all matters regarding financial reports.
• Ensure all transactions are processed and ready in time for month-end and quarter-end Close as per the agreed timetable.
• Review payment vouchers, bank & petty cash control sheets,
• Verify travel expense reports.
• Issue, track, and reconcile approved travel advances to field office staff; review advance reconciliation and claims for completeness and accuracy.
• Manage filing/archiving of all documents and admin files (including invoices, payment vouchers, credit memos, expense reports)
• Ensure all transactions accepted for payment processing are correctly approved and accurate accounting information provided for posting in the ledger.
Administrative Support
• Oversee all administrative functions in the field office, ensuring smooth operations.
• Maintain office supplies and equipment, ensuring that they are always in good working order and fully stocked.
• Develop and maintain filing systems, both paper and electronic, ensuring that all documents are properly stored and easily accessible.
• Assist with the preparation and organization of company events, including meetings & taking minutes, conferences, and social gatherings.
• Provide general administrative support to all departments, including data entry, report preparation, and other tasks as assigned. Create and update records and databases with personnel, financial, and other data
• Manage office supplies, equipment, and facilities to support staff effectively.
• Facilitate communication between field staff and headquarters regarding administrative needs.
• Responsible for the vehicle/Motorbike fleet in the field office (regular maintenance and vehicle usage policies applied).
• Responsible for fixed assets management.
• Prepare a payment request according to the internal procedures of the organization.
• Coordinate and organize field staff travel and staff travel in the field.
• Responsible for correspondence, preparation of contracts, and sending invitations.
Compliance and Risk Management
• Ensure compliance with internal controls, donor requirements, and regulatory obligations.
• Assist in preparing documents for internal and external audits and implementing recommendations.
• Monitor and report financial or administrative risks to the Head of Finance.
• Ensure all organizational assets, such as motorbikes, are adequately maintained and insured.
Logistics and Procurement
• Support procurement processes, including preparing purchase requests, obtaining quotations, and ensuring compliance with procurement policies.
• Manage relationships with vendors and service providers to ensure timely and cost-effective delivery of goods and services.
• Track and monitor organizational resources, ensuring accountability and efficiency.
• Ensure all procurements comply with competitive 3 quotes bidding.
• Responsible for creating and validating invoices, such as supplier invoices, travel expenses, and creating credit memos
Human Resources Functions
• Manage employee leave requests, ensuring compliance with organizational policies.
• Track attendance and maintain accurate records of employee timesheets for payroll processing.
• Assist in onboarding new employees and coordinating training sessions.
• Support the Human Resource Manager (HRM) in performance management processes, including evaluations and feedback collection.
• Maintain employee records, ensuring confidentiality and compliance with HR policies.
• Assist in organizing staff engagement activities and training programs.
Program Audits
• Provide support role in audits (internal and external), including preparation of documents for internal, external, and donor audits, in the field office when necessary.
• Liaise with internal and external auditors on audit-related issues.
• Facilitate auditors in performing on-site visits.
• Assist in providing management responses to audit reports and timely implement the audit recommendations.
Reporting and Communication
• As required, assist in preparing reports, including financial and narrative components.
• Maintain effective communication with the Program Coordinator and other stakeholders to ensure smooth operations.
• Regularly update the Head of Finance on financial and administrative activities.
Person Specification
• Personal confession of faith in Jesus Christ and a passionate commitment to Seed Effect’s mission to serve as a holistic tool to live out the Great Commission alongside the Great Commandment as we empower the poor to know and follow Christ, plug into the local church, and overcome physical poverty
• A Bachelor’s degree in Business Administration or a related field
• Proven 2 years’ experience as an Office Administrator or in a similar role
• Excellent organizational and time-management skills, with the ability to multitask and prioritize tasks effectively
• Proficiency in Microsoft Office Suite and other office software
• Ability to work independently and as part of a team
• Strong attention to detail and accuracy
• Ability to maintain confidentiality of sensitive information
• Ability to adapt to changing priorities and handle multiple tasks simultaneously.
• Familiarity with office management procedures and basic accounting principles
Maintain accurate and up-to-date financial records, including cash books, ledgers, and bank reconciliations. • Prepare payment vouchers, ensuring proper documentation and approvals before processing payments. • Support preparing monthly financial reports for submission to the Accountant • Ensure all transactions comply with donor and organizational policies, including accurate coding and allocation to approved budgets. • Assist in preparing budgets and monitoring expenses to ensure adherence to financial plans. • Manage petty cash and ensure timely replenishment with proper documentation and cash counts. • Ensure completeness of supporting documentation for payment. • Invoice coding and data input daily. • Prepare monthly cash-flow control sheets with original documents of all transactions and send them to the Head Office. • In coordination with the Program Coordinator, forecast the funds needed to ensure the positive cash flow in the field Office. • Review field budget activities to ensure cost efficiency. • Coach and train field staff in all matters regarding financial reports. • Ensure all transactions are processed and ready in time for month-end and quarter-end Close as per the agreed timetable. • Review payment vouchers, bank & petty cash control sheets, • Verify travel expense reports. • Issue, track, and reconcile approved travel advances to field office staff; review advance reconciliation and claims for completeness and accuracy. • Manage filing/archiving of all documents and admin files (including invoices, payment vouchers, credit memos, expense reports) • Ensure all transactions accepted for payment processing are correctly approved and accurate accounting information provided for posting in the ledger. Administrative Support • Oversee all administrative functions in the field office, ensuring smooth operations. • Maintain office supplies and equipment, ensuring that they are always in good working order and fully stocked. • Develop and maintain filing systems, both paper and electronic, ensuring that all documents are properly stored and easily accessible. • Assist with the preparation and organization of company events, including meetings & taking minutes, conferences, and social gatherings. • Provide general administrative support to all departments, including data entry, report preparation, and other tasks as assigned. Create and update records and databases with personnel, financial, and other data • Manage office supplies, equipment, and facilities to support staff effectively. • Facilitate communication between field staff and headquarters regarding administrative needs. • Responsible for the vehicle/Motorbike fleet in the field office (regular maintenance and vehicle usage policies applied). • Responsible for fixed assets management. • Prepare a payment request according to the internal procedures of the organization. • Coordinate and organize field staff travel and staff travel in the field. • Responsible for correspondence, preparation of contracts, and sending invitations. Compliance and Risk Management • Ensure compliance with internal controls, donor requirements, and regulatory obligations. • Assist in preparing documents for internal and external audits and implementing recommendations. • Monitor and report financial or administrative risks to the Head of Finance. • Ensure all organizational assets, such as motorbikes, are adequately maintained and insured. Logistics and Procurement • Support procurement processes, including preparing purchase requests, obtaining quotations, and ensuring compliance with procurement policies. • Manage relationships with vendors and service providers to ensure timely and cost-effective delivery of goods and services. • Track and monitor organizational resources, ensuring accountability and efficiency. • Ensure all procurements comply with competitive 3 quotes bidding. • Responsible for creating and validating invoices, such as supplier invoices, travel expenses, and creating credit memos Human Resources Functions • Manage employee leave requests, ensuring compliance with organizational policies. • Track attendance and maintain accurate records of employee timesheets for payroll processing. • Assist in onboarding new employees and coordinating training sessions. • Support the Human Resource Manager (HRM) in performance management processes, including evaluations and feedback collection. • Maintain employee records, ensuring confidentiality and compliance with HR policies. • Assist in organizing staff engagement activities and training programs. Program Audits • Provide support role in audits (internal and external), including preparation of documents for internal, external, and donor audits, in the field office when necessary. • Liaise with internal and external auditors on audit-related issues. • Facilitate auditors in performing on-site visits. • Assist in providing management responses to audit reports and timely implement the audit recommendations. Reporting and Communication • As required, assist in preparing reports, including financial and narrative components. • Maintain effective communication with the Program Coordinator and other stakeholders to ensure smooth operations. • Regularly update the Head of Finance on financial and administrative activities.
Personal confession of faith in Jesus Christ and a passionate commitment to Seed Effect’s mission to serve as a holistic tool to live out the Great Commission alongside the Great Commandment as we empower the poor to know and follow Christ, plug into the local church, and overcome physical poverty • A Bachelor’s degree in Business Administration or a related field • Proven 2 years’ experience as an Office Administrator or in a similar role • Excellent organizational and time-management skills, with the ability to multitask and prioritize tasks effectively • Proficiency in Microsoft Office Suite and other office software • Ability to work independently and as part of a team • Strong attention to detail and accuracy • Ability to maintain confidentiality of sensitive information • Ability to adapt to changing priorities and handle multiple tasks simultaneously. • Familiarity with office management procedures and basic accounting principles
JOB-689c4119b7981
Vacancy title:
Finance and Administrative Assistant
[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Accounting & Finance]
Jobs at:
Seed Effect
Deadline of this Job:
Thursday, August 21 2025
Duty Station:
Arua | Arua | Uganda
Summary
Date Posted: Wednesday, August 13 2025, Base Salary: Not Disclosed
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JOB DETAILS:
ROLE PURPOSE:
The Finance and Admin Assistant will provide essential support in managing Seed Effect Uganda’s day-to-day financial and administrative operations. This includes maintaining accurate financial records, ensuring compliance with donor and organizational policies, managing administrative functions, and supporting the overall efficiency of operations to achieve Seed Effect’s mission.
Key Responsibilities
Financial Management
• Maintain accurate and up-to-date financial records, including cash books, ledgers, and bank reconciliations.
• Prepare payment vouchers, ensuring proper documentation and approvals before processing payments.
• Support preparing monthly financial reports for submission to the Accountant • Ensure all transactions comply with donor and organizational policies, including accurate coding and allocation to approved budgets.
• Assist in preparing budgets and monitoring expenses to ensure adherence to financial plans.
• Manage petty cash and ensure timely replenishment with proper documentation and cash counts.
• Ensure completeness of supporting documentation for payment.
• Invoice coding and data input daily.
• Prepare monthly cash-flow control sheets with original documents of all transactions and send them to the Head Office.
• In coordination with the Program Coordinator, forecast the funds needed to ensure the positive cash flow in the field Office.
• Review field budget activities to ensure cost efficiency.
• Coach and train field staff in all matters regarding financial reports.
• Ensure all transactions are processed and ready in time for month-end and quarter-end Close as per the agreed timetable.
• Review payment vouchers, bank & petty cash control sheets,
• Verify travel expense reports.
• Issue, track, and reconcile approved travel advances to field office staff; review advance reconciliation and claims for completeness and accuracy.
• Manage filing/archiving of all documents and admin files (including invoices, payment vouchers, credit memos, expense reports)
• Ensure all transactions accepted for payment processing are correctly approved and accurate accounting information provided for posting in the ledger.
Administrative Support
• Oversee all administrative functions in the field office, ensuring smooth operations.
• Maintain office supplies and equipment, ensuring that they are always in good working order and fully stocked.
• Develop and maintain filing systems, both paper and electronic, ensuring that all documents are properly stored and easily accessible.
• Assist with the preparation and organization of company events, including meetings & taking minutes, conferences, and social gatherings.
• Provide general administrative support to all departments, including data entry, report preparation, and other tasks as assigned. Create and update records and databases with personnel, financial, and other data
• Manage office supplies, equipment, and facilities to support staff effectively.
• Facilitate communication between field staff and headquarters regarding administrative needs.
• Responsible for the vehicle/Motorbike fleet in the field office (regular maintenance and vehicle usage policies applied).
• Responsible for fixed assets management.
• Prepare a payment request according to the internal procedures of the organization.
• Coordinate and organize field staff travel and staff travel in the field.
• Responsible for correspondence, preparation of contracts, and sending invitations.
Compliance and Risk Management
• Ensure compliance with internal controls, donor requirements, and regulatory obligations.
• Assist in preparing documents for internal and external audits and implementing recommendations.
• Monitor and report financial or administrative risks to the Head of Finance.
• Ensure all organizational assets, such as motorbikes, are adequately maintained and insured.
Logistics and Procurement
• Support procurement processes, including preparing purchase requests, obtaining quotations, and ensuring compliance with procurement policies.
• Manage relationships with vendors and service providers to ensure timely and cost-effective delivery of goods and services.
• Track and monitor organizational resources, ensuring accountability and efficiency.
• Ensure all procurements comply with competitive 3 quotes bidding.
• Responsible for creating and validating invoices, such as supplier invoices, travel expenses, and creating credit memos
Human Resources Functions
• Manage employee leave requests, ensuring compliance with organizational policies.
• Track attendance and maintain accurate records of employee timesheets for payroll processing.
• Assist in onboarding new employees and coordinating training sessions.
• Support the Human Resource Manager (HRM) in performance management processes, including evaluations and feedback collection.
• Maintain employee records, ensuring confidentiality and compliance with HR policies.
• Assist in organizing staff engagement activities and training programs.
Program Audits
• Provide support role in audits (internal and external), including preparation of documents for internal, external, and donor audits, in the field office when necessary.
• Liaise with internal and external auditors on audit-related issues.
• Facilitate auditors in performing on-site visits.
• Assist in providing management responses to audit reports and timely implement the audit recommendations.
Reporting and Communication
• As required, assist in preparing reports, including financial and narrative components.
• Maintain effective communication with the Program Coordinator and other stakeholders to ensure smooth operations.
• Regularly update the Head of Finance on financial and administrative activities.
Person Specification
• Personal confession of faith in Jesus Christ and a passionate commitment to Seed Effect’s mission to serve as a holistic tool to live out the Great Commission alongside the Great Commandment as we empower the poor to know and follow Christ, plug into the local church, and overcome physical poverty
• A Bachelor’s degree in Business Administration or a related field
• Proven 2 years’ experience as an Office Administrator or in a similar role
• Excellent organizational and time-management skills, with the ability to multitask and prioritize tasks effectively
• Proficiency in Microsoft Office Suite and other office software
• Ability to work independently and as part of a team
• Strong attention to detail and accuracy
• Ability to maintain confidentiality of sensitive information
• Ability to adapt to changing priorities and handle multiple tasks simultaneously.
• Familiarity with office management procedures and basic accounting principles
Work Hours: 8
Experience in Months: 24
Level of Education: bachelor degree
Job application procedure
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