Project Finance Officer job at Women Human Rights Defenders Network Uganda (WHRDN-U)

Background information about the job or company (e.g., role context, company overview),

Women Human Rights Defenders Network Uganda is hiring a Project Finance Officer. This is a senior position that requires someone with experience in NGO finance, with a focus on detail, timely delivery of results, supervisory role, procurement, able to multi-task, and able to manage the pressure that comes with a dynamic portfolio.

Responsibilities or duties,

Key Duties and Responsibilities:

Accounts:

Provide support to the Finance and Administration Department as follows:

• Post day-to-day financial transactions and JVs in the quick-books-on-line accounting system;
• Verify payments to suppliers and submit them to the supervisor for approval;
• Prepare payroll for the organization and ensure that staff advances are considered.
• Prepare and file returns for all statutory (PAYE and NSSF, etc.) and ensure compliance with deadlines;
• Post general ledger transactions and reconcile cash receipt book, post internal revenue, donations, and proceeds from fixed assets disposals; Perform monthly bank reconciliations of the organization.
• Carry out proper and systematic filling of all payment vouchers relating to payroll transactions and other sensitive records, specifically PAYE and NSSF, with their supporting documents.
• Ensure confidentiality is maintained;
• Support the budget process formulation while developing project proposals for donors.
• Follow-up accountabilities on all funds disbursed to staff to ensure timely liquidation of cash advances and submit a monthly report on defaulting transactions to the supervisor;
• Support internal and external audits.
• Prepare monthly, quarterly, and annual financial reports and any other financial reports that may be required by management and donors;
• Reconcile programme advances and raise necessary journal vouchers;
• Check petty cash payment vouchers and post them to the QuickBooks online-accounting system;
• Prepare payment vouchers and write transfers for necessary approval and authorization;
• Carry out proper and systematic donor-based filling of all payment vouchers with their supporting documents; and

Human Resource Management:

Provide support to the Finance and Administration Department as follows:

• In consultation with the Executive Director, maintain and coordinate an accurate and updated personnel information system;
• Assist in briefing personnel and vendors on general administrative matters, provide advice, and arrange administrative support as may be required;
• Provide general secretarial and administrative assistance when requested.

Procurement:

Provide support to the Finance and Administration Department as follows:

• Raise and receive purchase requisition forms for finance or from the programme department, respectively, and process them;
• Obtain quotations from the approved list of suppliers for any goods or services, evaluate and forward them to the supervisor/Procurement Committee for evaluation and recommendations;

Stores management:

Provide support to the Finance and Administration Department as follows:

• Oversee that inventory cards are maintained and regularly updated with inventory inwards and outwards.
• Determine the appropriate quantity of inventory that should be held at any one time to avoid stockouts

Property management:

Provide support to the Finance and Administration Department as follows:

• Maintain a complete register of all assets of the organization;
• Ensure that all organizational property is engraved.
• Ensure that all organization property is insured and arrange for the physical security of the property;

Qualifications or requirements (e.g., education, skills),

Qualifications, Skills and Experience:

• Bachelor’s University Degree in Finance/Accounting and at least 5 years’ experience in a comparable position, preferably in an NGO in the field of development cooperation.
• Completed Level of ACCA, CPA, ACIS, CPE, or equivalent.

Experience needed,

Experience Essential

• Five (5) years’ work experience in a similar position.
• Office management experience, including responsibility for staffing, admin/finance issues, and relationships with donors.

Desirable

• Five years of experience in financial management from a reputable organization.

Personal Qualities Essential

• Articulate and confident communicator
• Problem-solving attitude
• Respectful approach to human interactions
• Sense of humour

Desirable

• Teamwork
• Meeting deadlines
• Time keeping
• Accuracy

Any other provided details (e.g., benefits, work environment, team info, or additional notes).

The position will be held in Kampala, Uganda, with some travel within the country.

• Post day-to-day financial transactions and JVs in the quick-books-on-line accounting system;
• Verify payments to suppliers and submit them to the supervisor for approval;
• Prepare payroll for the organization and ensure that staff advances are considered.
• Prepare and file returns for all statutory (PAYE and NSSF, etc.) and ensure compliance with deadlines;
• Post general ledger transactions and reconcile cash receipt book, post internal revenue, donations, and proceeds from fixed assets disposals; Perform monthly bank reconciliations of the organization.
• Carry out proper and systematic filling of all payment vouchers relating to payroll transactions and other sensitive records, specifically PAYE and NSSF, with their supporting documents.
• Ensure confidentiality is maintained;
• Support the budget process formulation while developing project proposals for donors.
• Follow-up accountabilities on all funds disbursed to staff to ensure timely liquidation of cash advances and submit a monthly report on defaulting transactions to the supervisor;
• Support internal and external audits.
• Prepare monthly, quarterly, and annual financial reports and any other financial reports that may be required by management and donors;
• Reconcile programme advances and raise necessary journal vouchers;
• Check petty cash payment vouchers and post them to the QuickBooks online-accounting system;
• Prepare payment vouchers and write transfers for necessary approval and authorization;
• Carry out proper and systematic donor-based filling of all payment vouchers with their supporting documents; and
• In consultation with the Executive Director, maintain and coordinate an accurate and updated personnel information system;
• Assist in briefing personnel and vendors on general administrative matters, provide advice, and arrange administrative support as may be required;
• Provide general secretarial and administrative assistance when requested.
• Raise and receive purchase requisition forms for finance or from the programme department, respectively, and process them;
• Obtain quotations from the approved list of suppliers for any goods or services, evaluate and forward them to the supervisor/Procurement Committee for evaluation and recommendations;
• Oversee that inventory cards are maintained and regularly updated with inventory inwards and outwards.
• Determine the appropriate quantity of inventory that should be held at any one time to avoid stockouts
• Maintain a complete register of all assets of the organization;
• Ensure that all organizational property is engraved.
• Ensure that all organization property is insured and arrange for the physical security of the property;

• Detail-oriented
• Timely delivery of results
• Supervisory skills
• Procurement knowledge
• Ability to multi-task
• Ability to manage pressure
• QuickBooks Online
• Budget process formulation
• Financial reporting
• Reconciliation
• Confidentiality
• Articulate and confident communicator
• Problem-solving attitude
• Respectful approach to human interactions
• Sense of humour
• Teamwork
• Meeting deadlines
• Time keeping
• Accuracy

• Bachelor’s University Degree in Finance/Accounting
• Completed Level of ACCA, CPA, ACIS, CPE, or equivalent.