Finance Assistant job at African Youth Action Network (AYAN)

Job Purpose

To support accurate, timely and compliant financial processing, bookkeeping, payroll administration, statutory obligations, partner financial support and project reporting in accordance with AYAN policies, donor requirements and applicable Ugandan law.

Key Duties and Responsibilities

Transaction Processing and Bookkeeping

• Record daily financial transactions accurately in approved accounting systems and budget trackers.
• Prepare payment documentation, verify supporting documents and process approved payments.
• Maintain accounts payable and receivable records and follow up invoices, advances and accountabilities.
• Support bank, mobile money, cash and petty-cash reconciliations.

Payroll, Tax and Statutory Compliance

• Support preparation of monthly payroll and maintain organized payroll records.
• Assist with PAYE, withholding tax, local service tax, NSSF and other approved statutory obligations.
• Maintain confidential personnel payment information and ensure deductions are supported and authorized.

Budgeting, Reporting and Audit Support

• Support budget preparation, budget monitoring, month-end closing and preparation of financial reports.
• Prepare schedules, reconciliations and supporting documentation for internal and external audits.
• Monitor partner financial submissions, identify missing documentation and support corrective follow-up.
• Assist with financial training and accompaniment for supported community-based and refugee-led organizations.

Controls and Records Management

• File vouchers, invoices, receipts, contracts and reports systematically in physical and digital formats.
• Apply AYAN financial policies, internal controls and donor requirements consistently.
• Promptly report errors, irregularities, control weaknesses or compliance risks to the supervisor.

Qualifications and Experience

• Bachelor’s degree in Accounting, Finance, Commerce, Economics or a related field. Professional accounting training is an advantage.
• At least two years of relevant finance or accounting experience, preferably in a nonprofit or donor-funded environment.
• Good knowledge of bookkeeping, payroll, taxation, budgeting and cash management.
• Strong Microsoft Excel skills and working knowledge of accounting software such as QuickBooks.
• Experience supporting partner organizations or grants is an advantage.

Core Competencies

• Accuracy and exceptional attention to detail.
• Integrity, confidentiality and accountability.
• Strong organization and ability to manage competing deadlines.
• Clear written and verbal communication.
• Service-oriented approach when supporting programme teams and partners.

• Record daily financial transactions accurately in approved accounting systems and budget trackers.
• Prepare payment documentation, verify supporting documents and process approved payments.
• Maintain accounts payable and receivable records and follow up invoices, advances and accountabilities.
• Support bank, mobile money, cash and petty-cash reconciliations.
• Support preparation of monthly payroll and maintain organized payroll records.
• Assist with PAYE, withholding tax, local service tax, NSSF and other approved statutory obligations.
• Maintain confidential personnel payment information and ensure deductions are supported and authorized.
• Support budget preparation, budget monitoring, month-end closing and preparation of financial reports.
• Prepare schedules, reconciliations and supporting documentation for internal and external audits.
• Monitor partner financial submissions, identify missing documentation and support corrective follow-up.
• Assist with financial training and accompaniment for supported community-based and refugee-led organizations.
• File vouchers, invoices, receipts, contracts and reports systematically in physical and digital formats.
• Apply AYAN financial policies, internal controls and donor requirements consistently.
• Promptly report errors, irregularities, control weaknesses or compliance risks to the supervisor.

• Microsoft Excel
• QuickBooks
• bookkeeping
• payroll
• taxation
• budgeting
• cash management
• written communication
• verbal communication

• Bachelor’s degree in Accounting, Finance, Commerce, Economics or a related field.
• Professional accounting training is an advantage.
• At least two years of relevant finance or accounting experience, preferably in a nonprofit or donor-funded environment.
• Good knowledge of bookkeeping, payroll, taxation, budgeting and cash management.
• Strong Microsoft Excel skills and working knowledge of accounting software such as QuickBooks.
• Experience supporting partner organizations or grants is an advantage.