Finance and Administration Assistant Full Time

About Us:

HEKS/EPER was founded in 1946 by the Federation of Swiss Protestant Churches (FSPC) as the aid organization of the Protestant Churches in Switzerland committed to the dignity of every human being. HEKS/EPER is active in more than 30 countries with more than 200 projects around the world, running its own Coordination Offices in 17 primary-focus regions. HEKS/EPER has been present in Uganda since 2016 and strives for systemic change through its development work with a strong focus on access to land, livelihoods, and food security, improved access to safe and clean water, climate change and resilience, institutional strengthening of civil society and conflict transformation initiatives. HEKS/EPER also provides humanitarian assistance worldwide for victims of natural disasters and armed conflicts.

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JOB DESCRIPTION:

Purpose of the Role

The Finance and Administration Assistant is responsible for providing support to finance and administration functions in the Yumbe Field Office/West Nile Region. The role involves maintaining financial records, assisting with budgeting and forecasting, assisting with office administration, supporting procurement documentation, and ensuring compliance with internal processes. This position is strictly a support role with limited supervisory or decision-making responsibilities.

Key Responsibilities

1. Finance Support

• Assist in maintaining accurate financial records, including processing invoices, receipts, and payments.
• Support the preparation and organisation of supporting documents for financial transactions to ensure they are ready for audits and reviews.
• Assist in tracking project budgets, ensuring expenditures align with financial plans, and flagging any variances to the Area Manager and CO supervisor.
• Process petty cash transactions and ensure timely replenishment. Additionally, perform Cash Counts which will be verified by the Area Manager.
• Assist in bank and cash reconciliations by compiling necessary transaction details.
• Ensure proper filing of all financial documents and submit copies to the country office as required. Maintain and follow the HEKS-EPER online filing structure.
• Support compliance by ensuring that all expenditures have authentic supporting documentation before processing.
• Prepare bank payment requests for field transactions and submit them to the relevant officer at the Country Office.

2. Administrative Support

• Maintain an efficient physical and online filing system for financial and administrative documents following organizational filing guidelines in the FFAG.
• Assist in managing office supplies and stock records to ensure adequate resources are available and eliminate waste.
• Ensure timely processing of office utility payments such as rent, internet, electricity, and water.
• Assist in coordinating staff travel and logistical arrangements in collaboration with the logistics team.
• Coordinate with the Procurement and Logistics Officer in making sure that office equipment is tagged, well maintained and operating optimally.
• Ensure that office spaces are kept organized and functional, including basic facility management.
• Follow up on vendor payments to ensure timely processing especially for those centrally managed at the Country Office.
• Supports Partner organizations in administration and financial matters if needed and in coordination with his/her superior.
• Ensures that staff meeting minutes are fully signed, approved and filed for review and audit purposes.

3. Procurement Support

• Support the procurement team in compiling, filing, and archiving procurement-related documents related to the Yumbe Office.
• Ensure timely submission of monthly vehicle log sheets to the Procurement and Logistics Officer.

4. Human Resource Support

• Assist in maintaining and filing HR documentation, including contracts and leave records for the Yumbe office.
• Support the coordination of staff welfare initiatives, such as office meetings and staff activities for the Yumbe office.
• Assist in organizing onboarding materials for new staff in collaboration with the Head of Finance & Administration, the Area Manager.
• Follow up on outstanding staff advances to ensure timely settlements.

Minimum Requirements:

• Bachelor’s degree in accounting, Finance, Business Administration, or a related field.
• CPA Level 2 or ACCA Level 2 (Mandatory).
• At least 3 years of experience in finance and administration, preferably in an NGO setting.
• Strong understanding of financial regulations, donor compliance, and internal controls.
• Experience in using accounting software (e.g. Banana, or similar ERP systems).
• Strong organizational, communication, and problem-solving skills.
• Integrity and ability to handle confidential information responsibly.
• Ability to process payments, financial transactions, and budget monitoring.
• Willingness to relocate to Yumbe, West Nile.

Commitment to HEKS/EPER’s Values and Mission

The post holder commits to the organization’s values, core beliefs, and strategic mission. All employees are expected to act per the HEKS/EPER Code of Conduct, and Field Financial and Administrative Guidelines. The employee may be required to perform additional duties within their area of expertise, as assigned by their supervisor, while always operating within the boundaries of their designated support role. The post holder will agree and abide by HEKS/EPER’s policy base, systems and protocols and staff regulations. Copies of all polices, systems and protocols will be made available.

Tagged as: HEKS/EPER, Uganda