Job Overview

ZOA Uganda is hiring a Finance & Administration Assistant to support finance and administration procedures in
the Kampala coordination office, in line with ZOA policies and internal controls. This role is part of the Operations
department and reports to the Finance Manager based in Kampala. You will support project teams by ensuring that
transactions are recorded correctly, payments are properly documented, reconciliations are completed on time, and
office administration runs smoothly.

If you are experienced in NGO finance processes, comfortable working with Excel and ERP systems, and able to manage
multiple priorities without compromising quality, this opportunity is ideal. You will also contribute to responsible
resource use through stock monitoring, filing discipline, and practical support to staff in understanding procedures.

Banking and Transaction Processing

A key part of this job is ensuring timely and accurate transaction booking in both Excel and ZOA ERP. You will
maintain cash and bank ledgers, ensuring data is updated, traceable, and consistent with supporting documents. You
will support authorised payments by confirming approvals are in place and that payment documentation is complete,
including proof of payment and receipts. You will also maintain cash ledgers in both ERP and Excel and present
reconciliations of respective ledgers when requested.

You will maintain a proper filing system for payment vouchers and finance documents for both Kampala and field
office documents submitted monthly to Kampala. This requires discipline in organizing soft-copy and hard-copy files,
ensuring documents are clearly marked, easy to retrieve, and protected from damage.

Month-End Controls and Reporting

The Finance & Administration Assistant supports end-of-month processes and routine reporting. Responsibilities
include preparing bank reconciliations, withholding tax reporting tasks where applicable, work advance maintenance,
cash reconciliation, and other finance processes requested from time to time. You will maintain the monthly finance
control sheet and ensure checks and balances are completed and finalised before the 10th of every month.

You will follow up on advances and ensure accountability is completed with correct approvals and valid signatures.
You will share work advance ledgers with the Finance Manager for scrutiny and follow-up, and help ensure that the
systems support clear visibility of outstanding advances and timely retirement.

Cash Management and Petty Cash Support

You will be responsible for cash held in Kampala and the related control systems. This includes collecting and
examining supporting documents before cash payments are made, preparing payment vouchers, preparing receipts, and
maintaining cash float vouchers. You will request petty cash replenishment following internal procedures and
maintain cash control forms that support strong accountability.

You will also support program teams with bulky cash payments such as per diem and transport refunds, while ensuring
that documentation, approvals, and payment evidence are properly handled. In addition, you will provide practical
finance advice to colleagues and support staff in understanding finance procedures and documentation requirements.

Administration, Logistics, and Office Support

This role includes office administration support for the Kampala offices. You will help prepare and implement
guidelines for reception, photocopying, office cleaning, and maintenance. A major focus is putting in place and
implementing guidelines for purchasing, storing, and distributing office supplies. You will maintain accurate stock
records for stationery, consumables, cartridges, toners, and related items, and support movement of documents and
supplies across the office.

You will coordinate travel and accommodation arrangements for ZOA guests and staff visiting Kampala, including
international guest logistics such as airport pick-ups, accommodation, and field movement support. You will support
conferencing and event arrangements and facilitate timely utility payments, including electricity, water, and office
telephone. You will also help ensure office and house equipment is functioning and maintained and keep the Kampala
travel and movement tracker up to date.

Accountability and Other Duties

You will contribute to accountability by sensitising stakeholders on feedback and complaint mechanisms implemented
by ZOA Uganda. When a complaint or feedback is received, you will ensure it is documented correctly and routed
through the right reporting procedures. You are expected to understand and follow ZOA’s code of conduct and
safeguarding policies, ensuring a Do No Harm approach in support functions and daily work.

Additional responsibilities include supporting timesheet preparation for staff, supporting field offices with
day-to-day cash transactions when required, and any other duty assigned by the manager or senior management.

Qualifications and Skills

• Degree in Accounting, Finance, Business Administration, or a related field.
• At least three years of experience in an INGO environment, with relevant finance and administration experience.
• Strong accounting skills including bank reconciliation, cash advance maintenance, and cash reconciliation.
• Experience with accounting packages; Unit4 (ERP) is an added advantage.
• Fluent English with strong written and spoken communication skills.
• Good computer skills, especially MS Excel and MS Word.
• Good understanding of procurement best practices and risk awareness.
• Integrity, confidentiality, cross-cultural sensitivity, flexibility, and ability to meet deadlines under pressure.

How to Apply

All interested and qualified candidates should apply directly through the official application link by
11 January.

CLICK HERE TO APPLY

CVs of no more than 5 pages are appreciated. Please provide at least 3 references related to your previous
employment listed in the application. References should not be older than five years. Only selected candidates
will be contacted and invited to participate in the recruitment process.