Finance and Admin Assistant

Finance and Admin Assistant

Position: Finance and Admin Assistant
Job Type: Full-time
Location: Uganda

Seed Effect Uganda is seeking a Finance and Admin Assistant to support the organization’s financial management and administrative operations. This role is central to ensuring compliance, accurate record-keeping, smooth office management, and effective support for Seed Effect Uganda’s mission of empowering communities. If you are detail-oriented, organized, and passionate about finance and administration in the NGO sector, this opportunity is for you.

Key Responsibilities

1. Financial Management

• Maintain accurate and up-to-date financial records including ledgers, cash books, and reconciliations.

• Prepare and process payment vouchers with proper documentation and approvals.

• Assist in the preparation of financial reports for submission to the Accountant.

• Manage petty cash, cash-flow forecasts, and ensure compliance with donor policies.

• Support budget preparation, expense monitoring, and field staff financial reporting.

• Review payment vouchers, bank reconciliations, petty cash, and travel expense reports.

• Ensure proper filing and archiving of all financial documents.

• Verify completeness of supporting documents and ensure proper coding of transactions.

• Train and guide field staff on financial reporting procedures.

2. Administrative Support

• Oversee day-to-day administrative functions in the field office.

• Maintain office supplies, facilities, and equipment in good working condition.

• Manage filing systems (digital and paper) for easy access to records.

• Assist with planning and organization of meetings, events, and conferences.

• Coordinate staff travel arrangements, reservations, and transport logistics.

• Manage office correspondence, contracts, and communication with headquarters.

• Oversee vehicle and motorbike fleet management, ensuring compliance with policies.

• Manage fixed assets and inventory in the field office.

3. Compliance and Risk Management

• Ensure compliance with Seed Effect Uganda’s internal controls and donor regulations.

• Assist with audit preparations, document reviews, and implementing audit recommendations.

• Report financial and administrative risks to the Head of Finance.

• Ensure organizational assets are properly maintained and insured.

4. Logistics and Procurement

• Support procurement processes including preparing purchase requests and obtaining quotations.

• Manage vendor relationships to ensure cost-effective and timely service delivery.

• Track resources and ensure procurement processes comply with competitive bidding requirements.

• Review and validate supplier invoices and travel expense claims.

5. Human Resource Functions

• Track staff attendance, leave requests, and timesheets.

• Assist with onboarding of new employees and training sessions.

• Support the HR Manager in performance management and employee engagement.

• Maintain accurate and confidential employee records.

6. Program Audits and Reporting

• Support internal and external audits by preparing documents and responses.

• Facilitate auditors during on-site visits.

• Assist in implementing audit recommendations.

• Prepare financial and narrative reports as required by management and donors.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Accounting, Finance, or a related field.

• At least 2 years of proven experience as an Office Administrator, Finance Assistant, or in a similar role (preferably in an NGO or donor-funded project).

• Strong knowledge of basic accounting principles and financial management.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management systems.

• Excellent organizational, multitasking, and time management skills.

• Strong interpersonal and communication skills with ability to work in teams.

• High attention to detail, accuracy, and confidentiality in handling sensitive information.

• Personal confession of faith in Jesus Christ and commitment to Seed Effect’s mission.

Why Join Seed Effect Uganda?

• Work with a mission-driven NGO that empowers vulnerable communities through financial inclusion and Christian discipleship.

• Be part of a collaborative and impactful team.

• Gain exposure to finance, administration, and donor-funded project management in Uganda.

• Opportunity for personal growth and professional development.

How to Apply

All qualified candidates are encouraged to apply. To submit your application:

CLICK HERE TO APPLY