Finance and Administration Officer job at Rutagi Foundation

About Rutagi

Rutagi Foundation is a community-based civil society organisation operating in Rukungiri District, Uganda. The organisation works with local communities and development partners to implement projects that improve access to essential services and support improved livelihoods for women and girls.

Rutagi is seeking a qualified and experienced Finance and Administration Officer to oversee the organisation's financial management, accounting, payroll and administrative functions, and ensure the effective and accountable management of its programmes and resources.

Position Summary

The Finance and Administration Officer will have primary responsibility for the day-to-day financial and administrative management of Rutagi Foundation, including accounting, budgeting, financial reporting, payroll, procurement administration, financial controls, statutory compliance and office administration.

As the organisation's sole dedicated finance and administration staff member, the successful candidate must be able to work independently, manage multiple responsibilities and establish practical, reliable systems appropriate for a small but growing civil society organisation.

The position requires a hands-on professional capable of maintaining accurate financial records, ensuring compliance with donor and statutory requirements, supporting programme operations and providing timely financial information to management.

Key Responsibilities

1. Financial Accounting and Recordkeeping

• Maintain accurate, complete and up-to-date financial records for all organisational activities and projects.
• Record all financial transactions using appropriate accounting software.
• Maintain general ledgers, cashbooks, payment records, bank reconciliations and supporting documentation.
• Prepare and process payments, ensuring all transactions are appropriately authorised and supported.
• Manage petty cash, staff advances, accountabilities and reimbursements.
• Prepare monthly financial statements, financial summaries and management reports.
• Maintain well-organised electronic and physical financial records.

2. Financial Systems and Internal Controls

• Review existing financial management practices and establish or strengthen financial policies, procedures and systems.
• Develop and maintain appropriate controls for payments, procurement, cash management, advances and expenditure approval.
• Introduce and maintain appropriate accounting software and standardised financial reporting tools.
• Support appropriate segregation of duties and ensure financial transactions are subject to the required approvals and oversight.
• Identify financial risks and recommend practical measures to strengthen financial accountability and transparency.
• Ensure that financial documentation is complete, accessible and properly maintained.

3. Budgeting and Financial Reporting

• Support the preparation of annual organisational budgets and project budgets.
• Monitor expenditure against approved budgets and prepare regular budget-versus-actual reports.
• Prepare accurate and timely financial reports for management, the Board and development partners.
• Monitor project balances, funding commitments and cash-flow requirements.
• Support project teams with expenditure planning and financial forecasting.
• Track expenditure against donor funding agreements and ensure compliance with approved budgets and reporting requirements.
• Assist with financial information and budgets required for grant proposals.

4. Payroll, Human Resources and Statutory Compliance

• Prepare and process monthly staff payroll, including salaries, allowances and deductions.
• Maintain accurate payroll records, payslips and related documentation.
• Maintain confidential staff personnel records, contracts, attendance records, leave balances and other HR documentation.
• Support staff recruitment administration and onboarding.
• Track staff leave, timesheets and field allowances.
• Support the Executive Director to ensure compliance with relevant Ugandan regulatory requirements.

5. Procurement, Logistics and Asset Management

• Coordinate administrative aspects of procurement in accordance with organisational policies and donor requirements.
• Assist with obtaining quotations, preparing purchase orders and maintaining procurement files.
• Review supplier invoices and supporting documentation and coordinate payments following the required approval procedures.
• Maintain supplier records, contracts and payment schedules.
• Maintain an up-to-date organisational asset register, including equipment, furniture and other project assets.
• Coordinate asset verification and ensure appropriate documentation of asset transfers and disposals.
• Support logistical and administrative arrangements for programme activities, meetings, travel and field operations.

6. General Office and Administration

• Oversee routine office administration and ensure the smooth functioning of day-to-day operations.
• Manage office supplies, utilities, communications and other administrative services.
• Maintain organised filing systems for financial, administrative, contractual and organisational records.
• Assist with the administration of service contracts, office facilities and equipment maintenance.
• Coordinate routine administrative correspondence, documentation and recordkeeping.
• Support the preparation and administration of meetings, staff travel and organisational activities.
• Monitor administrative expenditure and identify opportunities to improve efficiency and control costs.

7. Audit, Compliance and Organisational Support

• Prepare financial records and documentation required for internal and external audits.
• Support the preparation of annual accounts and coordinate with external accountants or auditors as required.
• Maintain financial and administrative records required for organisational registrations, statutory filings and regulatory reporting.
• Monitor compliance with organisational policies, donor agreements and applicable financial regulations.
• Support implementation of audit recommendations and improvements to financial and administrative systems.
• Provide practical financial and administrative guidance to the Executive Director and programme staff.
• Support staff to understand financial procedures, expenditure documentation and accountability requirements.
• Carry out other reasonable finance and administration duties as required.

Qualifications and Experience

Essential

• Bachelor's degree in Accounting, Finance, Commerce, Business Administration (Accounting) or a related field.
• At least 4 years of relevant professional experience in accounting, finance or financial administration, preferably within an NGO, CSO or donor-funded organisation.
• Demonstrated experience independently managing organisational accounts, budgets, payments, reconciliations and financial reporting.
• Practical experience establishing or improving financial systems, procedures and internal controls.
• Experience managing payroll, statutory deductions and related financial and administrative records.
• Proficiency in accounting software such as QuickBooks, Sage or similar, and strong Microsoft Excel skills.
• Good understanding of Ugandan tax, payroll, statutory compliance, procurement and financial reporting requirements.
• Strong organisational and administrative skills, attention to detail and a high level of integrity.
• Ability to work independently, manage competing priorities and meet reporting deadlines.
• Fluent written and spoken English.

Desirable

• CPA Uganda, ACCA or equivalent professional accounting qualification, completed or in progress.
• Experience working with international donors or managing multiple donor-funded projects.
• Previous experience developing financial and administrative policies and procedures for a small or growing organisation.
• Experience in HR administration, procurement and asset management.
• Previous experience working in rural or remote communities.

Contract: Initial 12-month contract, renewable subject to performance and funding Salary: UGX 2–2.25 million per month, commensurate with experience, plus additional benefits for a remote duty station

Duty Station and Benefits

The position is based in Bwambara Sub-County, Rukungiri District. Applicants should be willing to reside locally and work closely with the organisation's management and project teams.

Recognising the remote location of the duty station, Rutagi offers an enhanced employment package, which may include:

• Accommodation provided by the organisation.
• Meals provided.
• Extended paid annual leave.
• Flexible arrangements for extended leave periods to facilitate travel and family visits.
• Periodic travel support to the employee's home location.
• Support for professional development and training.
• A supportive working environment with opportunities to contribute directly to the growth and development of a community-based organisation.

• Maintain accurate, complete and up-to-date financial records for all organisational activities and projects.
• Record all financial transactions using appropriate accounting software.
• Maintain general ledgers, cashbooks, payment records, bank reconciliations and supporting documentation.
• Prepare and process payments, ensuring all transactions are appropriately authorised and supported.
• Manage petty cash, staff advances, accountabilities and reimbursements.
• Prepare monthly financial statements, financial summaries and management reports.
• Maintain well-organised electronic and physical financial records.
• Review existing financial management practices and establish or strengthen financial policies, procedures and systems.
• Develop and maintain appropriate controls for payments, procurement, cash management, advances and expenditure approval.
• Introduce and maintain appropriate accounting software and standardised financial reporting tools.
• Support appropriate segregation of duties and ensure financial transactions are subject to the required approvals and oversight.
• Identify financial risks and recommend practical measures to strengthen financial accountability and transparency.
• Ensure that financial documentation is complete, accessible and properly maintained.
• Support the preparation of annual organisational budgets and project budgets.
• Monitor expenditure against approved budgets and prepare regular budget-versus-actual reports.
• Prepare accurate and timely financial reports for management, the Board and development partners.
• Monitor project balances, funding commitments and cash-flow requirements.
• Support project teams with expenditure planning and financial forecasting.
• Track expenditure against donor funding agreements and ensure compliance with approved budgets and reporting requirements.
• Assist with financial information and budgets required for grant proposals.
• Prepare and process monthly staff payroll, including salaries, allowances and deductions.
• Maintain accurate payroll records, payslips and related documentation.
• Maintain confidential staff personnel records, contracts, attendance records, leave balances and other HR documentation.
• Support staff recruitment administration and onboarding.
• Track staff leave, timesheets and field allowances.
• Support the Executive Director to ensure compliance with relevant Ugandan regulatory requirements.
• Coordinate administrative aspects of procurement in accordance with organisational policies and donor requirements.
• Assist with obtaining quotations, preparing purchase orders and maintaining procurement files.
• Review supplier invoices and supporting documentation and coordinate payments following the required approval procedures.
• Maintain supplier records, contracts and payment schedules.
• Maintain an up-to-date organisational asset register, including equipment, furniture and other project assets.
• Coordinate asset verification and ensure appropriate documentation of asset transfers and disposals.
• Support logistical and administrative arrangements for programme activities, meetings, travel and field operations.
• Oversee routine office administration and ensure the smooth functioning of day-to-day operations.
• Manage office supplies, utilities, communications and other administrative services.
• Maintain organised filing systems for financial, administrative, contractual and organisational records.
• Assist with the administration of service contracts, office facilities and equipment maintenance.
• Coordinate routine administrative correspondence, documentation and recordkeeping.
• Support the preparation and administration of meetings, staff travel and organisational activities.
• Monitor administrative expenditure and identify opportunities to improve efficiency and control costs.
• Prepare financial records and documentation required for internal and external audits.
• Support the preparation of annual accounts and coordinate with external accountants or auditors as required.
• Maintain financial and administrative records required for organisational registrations, statutory filings and regulatory reporting.
• Monitor compliance with organisational policies, donor agreements and applicable financial regulations.
• Support implementation of audit recommendations and improvements to financial and administrative systems.
• Provide practical financial and administrative guidance to the Executive Director and programme staff.
• Support staff to understand financial procedures, expenditure documentation and accountability requirements.
• Carry out other reasonable finance and administration duties as required.

• Proficiency in accounting software such as QuickBooks, Sage or similar.
• Strong Microsoft Excel skills.
• Strong organisational and administrative skills.
• Attention to detail and a high level of integrity.
• Ability to work independently, manage competing priorities and meet reporting deadlines.
• Fluent written and spoken English.
• Good understanding of Ugandan tax, payroll, statutory compliance, procurement and financial reporting requirements.

• Bachelor's degree in Accounting, Finance, Commerce, Business Administration (Accounting) or a related field.
• At least 4 years of relevant professional experience in accounting, finance or financial administration, preferably within an NGO, CSO or donor-funded organisation.
• Demonstrated experience independently managing organisational accounts, budgets, payments, reconciliations and financial reporting.
• Practical experience establishing or improving financial systems, procedures and internal controls.
• Experience managing payroll, statutory deductions and related financial and administrative records.
• CPA Uganda, ACCA or equivalent professional accounting qualification, completed or in progress (desirable).
• Experience working with international donors or managing multiple donor-funded projects (desirable).
• Previous experience developing financial and administrative policies and procedures for a small or growing organisation (desirable).
• Experience in HR administration, procurement and asset management (desirable).
• Previous experience working in rural or remote communities (desirable).