Finance Officer job at ThinkWell

The Finance Officer will report to the Director, Finance & Administration and will support the day-to-day financial management and accounting operations of the Uganda office and programme. The role will help ensure that financial transactions are accurately recorded, properly supported, reviewed and reported in accordance with ThinkWell policies, donor requirements and applicable laws and regulations in Uganda.

The Finance Officer will support the maintenance of accounting records and financial systems; processing and documentation of payments; bank and balance sheet reconciliations; payroll administration and statutory deductions; budget monitoring and expenditure analysis; and preparation of routine financial reports. The role will work closely with programme, operations and technical teams to promote sound financial stewardship, timely reporting and effective internal controls.

RESPONSIBILITIES

• Maintain accurate and up-to-date accounting records in the designated accounting system (including QuickBooks, where applicable), ensuring transactions are correctly coded to the relevant project, budget line, funding source and accounting period.
• Process and record accounts payable, staff advances, expense claims, deposits and other financial transactions, ensuring that each transaction is properly authorized, supported by complete documentation and processed in line with ThinkWell policies and approval limits.
• Prepare payment packages and support timely processing of supplier, consultant, staff and other approved payments. Verify completeness of supporting documents and follow up on outstanding documentation; payment approval and release will remain subject to the established segregation of duties and delegated authority.
• Prepare and post routine journal entries, accruals, prepayments, allocations and other adjustments, and maintain orderly supporting schedules and audit trails.
• Perform regular bank reconciliations and reconciliations of cash, staff advances, accounts payable, payroll liabilities and other assigned general ledger accounts; investigate and resolve reconciling items promptly.
• Support monthly, quarterly and year-end closing processes, including preparation of account schedules, balance sheet reconciliations, trial balance reviews and financial reporting packages within established deadlines.
• Support preparation and maintenance of project and office budgets, forecasts and budget-versus-actual (BvA) reports; analyse expenditure trends, identify variances or potential budget pressures, and promptly flag issues to the Director, Finance & Administration and relevant budget holders.
• Prepare routine financial reports and expenditure analyses for management and programme teams, ensuring that information is accurate, timely, clearly presented and consistent with donor and organizational reporting requirements.
• Support payroll administration by compiling and reviewing approved payroll inputs, preparing payroll schedules and reconciliations, maintaining payroll records, and coordinating timely processing of salaries and related payments in accordance with approved procedures.
• Prepare and support timely filing and remittance of applicable Ugandan statutory deductions and taxes, including PAYE, withholding tax, VAT where applicable, and NSSF contributions. Maintain supporting schedules and evidence of filing/payment, and coordinate with the Director, Finance & Administration and relevant advisers on tax or regulatory queries.
• Support compliance with applicable Government of Uganda financial, tax, employment-related and statutory reporting requirements, as well as ThinkWell policies, donor rules and relevant award terms. Escalate actual or potential non-compliance promptly.
• Maintain an organized and complete filing system for vouchers, invoices, contracts, receipts, bank records, payroll documentation, tax filings and other financial records, ensuring that records are readily retrievable for management review and audit.
• Support internal, external and donor audits by preparing requested schedules and documentation, responding to routine audit queries, tracking outstanding items and following up on agreed corrective actions.
• Review financial documents for accuracy, completeness, appropriate coding, budget availability and evidence of required approvals; identify discrepancies, unusual transactions or control weaknesses and bring them to the attention of the Director, Finance & Administration.
• Support cash-flow monitoring and preparation of cash forecasts, including tracking expected receipts, payment commitments and operational cash requirements.
• Work collaboratively with programme and operations colleagues to explain finance procedures, support timely submission of financial documents and promote compliance with financial policies and procedures.
• Support financial aspects of procurement and contract administration by checking budget availability, coding and completeness of payment documentation, without assuming procurement responsibilities or bypassing established procurement and approval controls.
• Contribute to the continuous improvement of finance processes, templates, filing practices and internal controls, and undertake other finance-related duties reasonably assigned by the Director, Finance & Administration.

WE ARE

ThinkWell core values are our fundamental organizational guiding principles. They define our corporate culture, influence our behavior at work and help us achieve our mission. Our values are:

• Think big
• Influence the conversation
• Empower others
• Be exceptional
• Always question
• Relate authentically
• Evolve by learning

YOU ARE

ThinkWell core competencies are foundational skills and behaviors that align with our values and are expected of all employees.

• An entrepreneurial, results-oriented ‘do-er’ with a willingness to take initiative, think big and challenge conventional wisdom.
• A change maker who reaches independent judgement with an open mind, influences the conversation and seeks innovation.
• Able to help create an empowering environment in which everyone feels free to take initiative, be accountable and learn from mistakes.
• A collaborative colleague who engages constructively with people from different cultures, orientations and perspectives, and maintains positive relations in a virtual world.
• Principally motivated by a growth mindset, meaning the pursuit of knowledge, experience and self-improvement. You always question and continuously learn.
• Authentic, honest, direct, self-aware and open to giving and receiving feedback.

Requirements

1. A bachelor’s degree in Accounting, Finance, Business Administration or a related field; a relevant professional qualification (such as CPA or ACCA) or progress toward one is an advantage.
2. Strong understanding of GAAP and accounting principles
3. At least three (5) years of relevant experience in a finance or accounting role, preferably within an international NGO, donor-funded programme or other complex operating environment.
4. Working knowledge of accounting principles, bookkeeping, financial reporting, internal controls and basic financial analysis.
5. Practical experience using an accounting system, preferably QuickBooks, and strong skills in Microsoft Excel and the wider Microsoft Office suite.
6. Knowledge of Uganda’s statutory tax and payroll requirements, including PAYE, withholding tax, VAT where applicable, and NSSF; experience preparing statutory schedules and supporting timely remittances is an advantage.
7. Experience with donor-funded project financial management, budget monitoring, budget-versus-actual analysis and audit preparation is an advantage.
8. High level of accuracy, integrity, organization and attention to detail, with the ability to manage competing priorities and meet reporting deadlines.
9. Demonstrated ability to communicate financial information clearly to colleagues who are not finance specialists and to work effectively with staff, suppliers and other stakeholders.
10. A collaborative, service-oriented team player with a responsive ‘can-do’ attitude and demonstrated ability to complete tasks quickly, thoroughly and conscientiously.
11. Full English fluency; knowledge of an additional local language is an advantage.
12. Outstanding cross-cultural communication skills, including the ability to relate respectfully with staff at all levels, ages, genders, nationalities and orientations, as well as across work areas.

• Maintain accurate and up-to-date accounting records in the designated accounting system, including QuickBooks where applicable, and correctly code transactions.
• Process and record accounts payable, staff advances, expense claims, deposits and other financial transactions with appropriate authorization and documentation.
• Prepare payment packages and support timely processing of approved supplier, consultant, staff and other payments.
• Prepare and post routine journal entries, accruals, prepayments, allocations and other adjustments; maintain supporting schedules and audit trails.
• Perform regular bank reconciliations and reconcile cash, staff advances, accounts payable, payroll liabilities and other assigned general ledger accounts.
• Support monthly, quarterly and year-end closing processes and prepare account schedules, reconciliations, trial balance reviews and financial reporting packages.
• Support project and office budgets, forecasts and budget-versus-actual reports; analyse expenditure trends and flag variances or budget pressures.
• Prepare routine financial reports and expenditure analyses for management and programme teams.
• Support payroll administration, including payroll inputs, schedules, reconciliations, records and timely salary processing.
• Prepare and support filing and remittance of Ugandan statutory deductions and taxes, including PAYE, withholding tax, applicable VAT and NSSF contributions.
• Support compliance with Government of Uganda requirements, ThinkWell policies, donor rules and award terms.
• Maintain an organized and complete filing system for financial records.
• Support internal, external and donor audits and follow up on corrective actions.
• Review financial documents for accuracy, completeness, coding, budget availability and required approvals; identify discrepancies and control weaknesses.
• Support cash-flow monitoring and cash forecast preparation.
• Work collaboratively with programme and operations colleagues to explain finance procedures and promote compliance.
• Support financial aspects of procurement and contract administration by checking budget availability, coding and payment documentation.
• Contribute to the improvement of finance processes, templates, filing practices and internal controls.

• Strong understanding of GAAP and accounting principles
• Bookkeeping and financial reporting
• Internal controls and basic financial analysis
• QuickBooks or experience with an accounting system
• Microsoft Excel and Microsoft Office
• Bank and balance sheet reconciliations
• Budget monitoring, forecasting and budget-versus-actual analysis
• Payroll administration and statutory tax requirements
• Donor-funded project financial management
• Audit preparation
• Accuracy, integrity, organization and attention to detail
• Clear communication of financial information
• Cross-cultural communication and collaboration
• Full English fluency

• Bachelor’s degree in Accounting, Finance, Business Administration or a related field
• Relevant professional qualification such as CPA or ACCA, or progress toward one, is an advantage
• Strong understanding of GAAP and accounting principles
• Knowledge of Uganda’s statutory tax and payroll requirements, including PAYE, withholding tax, VAT where applicable, and NSSF
• Full English fluency; knowledge of an additional local language is an advantage