Description

Job title: Finance and admin Assistant (01 position)

Reports to: Finance Officer

Duty stations: Moyo field office

Purpose of the Role.

The admin assistant will be responsible for the day-to-day finance, administration, stores, logistics, procurement, and HR activities of the Moyo Field Office.

Specifically, your duties include:

• Welcome and attend to visitors at the reception desk
• Oversee office operations to keep the workplace orderly and running efficiently.
• Support the 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
• Store Management Roles to Logistics Officer
• Oversee day-to-day store operations and management
• Manage inventory levels, track stock movements, and carry out daily stock reconciliations
• Prepare the monthly stores report for submission to the Logistics Officer
• Finance and procurement roles
• 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.
• Fleet management roles
• Issue fuel vouchersupon receipt of an 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 to you from time to time.

Minimum Qualifications

• A 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 will be 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.

• Welcome and attend to visitors at the reception desk
• Oversee office operations to keep the workplace orderly and running efficiently.
• Support the 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 the 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 vouchersupon receipt of an 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 to you from time to time.

• 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.
• Good written and spoken English
• 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
• Able to work independently under minimum supervision while meeting deadlines.

• A 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.