Finance and Administration Officer job at Little Dreamers Education Academy

Little Dreamers Education Academy is hiring a Finance and Administration Officer to be a strategic thought-partner and report to the Managing Director.

Reports to: Managing Director

Manages: Operations

Contract Term: One Year (Renewable)

Reporting Date: Immediately

KEY RESPONSIBILITIES

1. Department Planning and Strategy

• Draws up and manages the annual plans for the finance and administration department plans in line with the departmental mandate.
• Designs and updates administration guidelines for Little Dreamers identifying key gaps in the department and proposing mitigating measures to improve service delivery to users.
• Drafts and monitors budgets for the department.
• Provides management information for decision making through monthly report writing.

2. Finance and Accounts Management

• Reviews and maintains financial record systems in accordance with Generally Accepted Accounting Principles and monitors the use of all funds.
• Examines and analyses accounting and financial records and documents such as bank statements, expenditures, budgets, loans and others.
• Prepares journal and ledger entries. Processes financial and accounting transactions such as reviewing, verifying and processing expense reports, requisitions, claims, advances, savings, invoicing and charges.
• Sets up accounts, sub-accounts, and budgets. Receives funds, processes deposits and approves expenditures.
• Compiles and prepares material to be sent to bank.
• Provide support on organizational cash flow and expenses forecasting.
• Ensures accuracy and compliance with Little Dreamers Education Academy, government and granting agency guidelines, tax laws as well as accounting and reporting policies and procedures. Maintains up-to-date knowledge of these matters and gives explanations to staff.
• Monitors staff loans. Follows up on missing payments. Advises on and arranges payment schedules.
• Reconciles various accounts, statements, and reports. Identifies and analyzes discrepancies and errors. Makes corrections, processes adjustments and follows up on problems. Audits outstanding items.
• Verifies the completeness and accuracy of documentation.
• Prepares schedules, reports and financial statements. Makes recommendations on budget allocations.
• Participate in the annual audit process, liaise with external auditors and assess any changes necessary. Supplies information and documentation to auditors.
• Implement internal control policies and procedures related to accounting and financial matters.

3. Human Resources and Team Development

• Supports in coordinating the development of Little Dreamers Human Resources.
• Ensures that recruiting processes are consistent and streamlined.
• Educates and ensures that employees are well versed and adhere to policies and procedures.
• Supports in coordination of periodic appraisals processing and creation of performance improvement plans for Little Dreamers Education Academy.
• Provides support on the preparation of payroll, pay slips and all personnel reports monthly and presents these to the supervisor for approval.
• Ensures compliance with Ugandan laws for payment of statutory employee benefits, registration fees, tax submissions, etc., and keeps abreast with changes in the Labor / related Acts for the same purpose.
• Maintains personnel files of all employees per organization’s guidelines.
• Supports in developing and planning periodic retreats and training programs as needed to develop capacity of all staff.
• Supports in development of scopes of work for contractors.

4. Operations

• Provide support on contracts management and financial management/reporting system; ensure that the contract billing and collection schedule is adhered to, and that financial data and cash flow are steady and support operational requirements.
• Provide support on administrative functions as well as facilities to ensure efficient and consistent operations as the organization scales.
• Provide support in implementation of Little Dreamers’ procurement policies and procedures and ensure sufficient competition for efficient use of funds and strong internal controls.
• Liaise with counterparts at partner organizations to ensure effective and efficient collaboration on all matters related to operations, human resources, administration and logistics, including when space and resources are shared.

Qualifications, Skills and Experience

• Recent University Graduate.
• Minimum of a degree in Business Administration or Finance and Accounting or Bachelor of Commerce or a related field.
• The ideal candidate has experience of final responsibility for the quality and content of all financial data, reporting and audit coordination and has knowledge or preferably overseen or supported an administrative function previously.
• Ability to translate financial concepts to programmatic and fundraising colleagues who do not necessarily have finance backgrounds.
• A successful track record in setting priorities; keen analytic, organization and problem-solving skills which support and enable sound decision making.
• Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders.

• Draws up and manages the annual plans for the finance and administration department plans in line with the departmental mandate.
• Designs and updates administration guidelines for Little Dreamers identifying key gaps in the department and proposing mitigating measures to improve service delivery to users.
• Drafts and monitors budgets for the department.
• Provides management information for decision making through monthly report writing.
• Reviews and maintains financial record systems in accordance with Generally Accepted Accounting Principles and monitors the use of all funds.
• Examines and analyses accounting and financial records and documents such as bank statements, expenditures, budgets, loans and others.
• Prepares journal and ledger entries. Processes financial and accounting transactions such as reviewing, verifying and processing expense reports, requisitions, claims, advances, savings, invoicing and charges.
• Sets up accounts, sub-accounts, and budgets. Receives funds, processes deposits and approves expenditures.
• Compiles and prepares material to be sent to bank.
• Provide support on organizational cash flow and expenses forecasting.
• Ensures accuracy and compliance with Little Dreamers Education Academy, government and granting agency guidelines, tax laws as well as accounting and reporting policies and procedures. Maintains up-to-date knowledge of these matters and gives explanations to staff.
• Monitors staff loans. Follows up on missing payments. Advises on and arranges payment schedules.
• Reconciles various accounts, statements, and reports. Identifies and analyzes discrepancies and errors. Makes corrections, processes adjustments and follows up on problems. Audits outstanding items.
• Verifies the completeness and accuracy of documentation.
• Prepares schedules, reports and financial statements. Makes recommendations on budget allocations.
• Participate in the annual audit process, liaise with external auditors and assess any changes necessary. Supplies information and documentation to auditors.
• Implement internal control policies and procedures related to accounting and financial matters.
• Supports in coordinating the development of Little Dreamers Human Resources.
• Ensures that recruiting processes are consistent and streamlined.
• Educates and ensures that employees are well versed and adhere to policies and procedures.
• Supports in coordination of periodic appraisals processing and creation of performance improvement plans for Little Dreamers Education Academy.
• Provides support on the preparation of payroll, pay slips and all personnel reports monthly and presents these to the supervisor for approval.
• Ensures compliance with Ugandan laws for payment of statutory employee benefits, registration fees, tax submissions, etc., and keeps abreast with changes in the Labor / related Acts for the same purpose.
• Maintains personnel files of all employees per organization’s guidelines.
• Supports in developing and planning periodic retreats and training programs as needed to develop capacity of all staff.
• Supports in development of scopes of work for contractors.
• Provide support on contracts management and financial management/reporting system; ensure that the contract billing and collection schedule is adhered to, and that financial data and cash flow are steady and support operational requirements.
• Provide support on administrative functions as well as facilities to ensure efficient and consistent operations as the organization scales.
• Provide support in implementation of Little Dreamers’ procurement policies and procedures and ensure sufficient competition for efficient use of funds and strong internal controls.
• Liaise with counterparts at partner organizations to ensure effective and efficient collaboration on all matters related to operations, human resources, administration and logistics, including when space and resources are shared.

• Ability to translate financial concepts to programmatic and fundraising colleagues who do not necessarily have finance backgrounds.
• Keen analytic, organization and problem-solving skills which support and enable sound decision making.
• Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders.

• Recent University Graduate.
• Minimum of a degree in Business Administration or Finance and Accounting or Bachelor of Commerce or a related field.
• Experience of final responsibility for the quality and content of all financial data, reporting and audit coordination.
• Knowledge or preferably overseen or supported an administrative function previously.