Community Finance & Administrative Officer

Location: Namutumba, Uganda (with periodic Central Office travel)

• Community Finance & Administrative Officer
• AS ONE MINISTRIES UGANDA COMPANY LIMITED
• Operations
• Today
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• New
• Featured
• Rest of Uganda
• Full Time
• NGO, NPO & Charity
• Confidential
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• Job summary
• The Community Finance & Administrative Officer (CFAO) is the financial backbone of the AsOne community.
• This role is responsible for the full cycle of community-level financial management from preparing monthly
• expense requisitions and managing the petty cash float, to overseeing revenue collection, maintaining the
• books of accounts, and ensuring the community operates in full compliance with AsOne’s Financial
• Management & Control SOPs. Alongside its financial duties, the role also carries responsibility for vendor
• management and stock management across the community’s entities, ensuring reliable, well-documented
• supplier relationships and accurate, well-controlled inventory. The Community Finance & Administrative
• Officer works directly under the Operations Manager and alongside the Community Manager, supporting
• day-to-day management tasks and acting as the Community Manager’s operational backup when needed.
• This is a role that demands exceptional honesty, meticulous record-keeping, and the discipline to follow
• financial controls consistently, understanding that strong systems protect both the organization and the
• people who work within it. AsOne’s guiding financial principle is simple: remove solo control over cash,
• shorten the cash lifecycle, and require evidence at every step.
• Min Qualification:
• Diploma

Experience

• Level:
• Mid level
• Length:
• 2 years
• Language Requirement:
• English
• Working Hours:
• Full Time - 8 to 5
• Applicant
• Location:
• Uganda
• Job descriptions &
• • Diploma or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field; a
• professional accounting qualification (e.g. CPA, ACCA part-qualified) is an added advantage.
• • Minimum 2–3 years’
• in a finance, accounting, or bookkeeping role, with demonstrated
• hands-on
• maintaining books of accounts, managing petty cash, and producing financial
• reconciliations.
• •
• working in a community-based, rural, non-profit, or faith-based organization is highly desirable;
• managing cash and revenue in a multi-entity or multi-site environment is an added advantage.
• • Working knowledge of Ugandan financial regulations, tax requirements, and basic compliance obligations.
• • Proficiency in Microsoft Office Suite, particularly Excel;
• with mobile money platforms (MTN
• MoMo Pay, Airtel Pay) and digital payment systems (SurePay or similar) is desirable.
• • Ability to work effectively in a rural community environment with regular field-level presence across
• community entities.
• Competencies & Attributes
• • Exceptional integrity and personal financial discipline — this role handles cash, revenue, and financial
• records that affect the livelihoods of staff and the sustainability of the community; the standard for
• trustworthiness is non-negotiable.
• • Meticulous attention to detail and a commitment to zero-error record-keeping; understands that every
• entry in the books matters and that small discrepancies left unaddressed become large problems.
• • Highly organized and process-disciplined, with the ability to follow defined financial procedures
• consistently day after day without cutting corners, even under time pressure or when working in isolation.
• • Proactive and accountable — does not wait to be reminded of deadlines; submits reports, reconciliations,
• and deposits on time as a matter of professional standard.
• • Practical problem-solver who understands the realities of working in a rural context and applies good
• judgment when situations arise that are not covered by a specific rule, always defaulting to transparency
• and escalation rather than independent improvisation.
• • Collaborative and supportive team member who works effectively alongside the Community Manager and
• entity managers, builds trusted relationships across the community, and represents the organization’s
• values with consistency and humility.
• • Genuine alignment with the mission, values, and Christian ethos of AsOne Ministries Uganda.
• Department Operations - Community Finance
• Equal Opportunity Statement
• AsOne Ministries is an equal opportunity employer. All qualified applicants will be considered without discrimination
• on any protected grounds. Your personal data will only be used for recruitment purposes and protected under the
• Data Protection Act.
• How to Apply:
• All applications will be received and reviewed through the BrighterMonday Portal by clicking on the 'Apply Here' section
• Log In and Apply
• Important safety tips
• Do not make any payment without confirming with the BrighterMonday Customer Support Team.
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Requirements

• 1.Expense Requisition & Procurement
• • Prepare the community’s monthly expense requisition form, categorised accurately by payment type:
• Supplier-Based items (non-perishables, stationery, drugs, farm inputs, equipment, repairs), Fuel, Internal
• B2B transfers, Perishable Items for petty cash, and Stipends & Allowances — ensuring every item is
• correctly classified before submission.
• • Submit the completed and Community Manager-approved requisition form to the Central Office by the
• 15th of the preceding month without exception, providing sufficient quantities, specifications, and
• or
• operational protocols, and any other organizational priorities communicated from Central Office or the
• Operations Manager.
• • Support the Community Manager in preparing for and completing all required community reporting cycles
• including weekly operational reports, monthly financial submissions, and any other structured reporting
• required by Central Office — ensuring reports are accurate, complete, and submitted on time.
• • Serve as a point of organizational knowledge and procedural consistency within the community: help
• ensure that all community staff understand and follow AsOne’s operational and financial standards, and
• bring any compliance gaps or procedural questions to the Operations Manager or relevant Central Office
• function.
• • Participate in community management meetings, operational reviews, and planning discussions as
• directed by the Community Manager; contribute financial data, compliance updates, and operational
• observations to support sound community-level decision-making.
• • Support the Community Manager in building and maintaining a culture of financial integrity, accountability,
• and transparency within the community — modelling the principle that strong financial controls are not a
• burden but a protection for every person who works in the organization.
• What We’re Looking For
• Qualifications &

Preferred Qualifications

• vendor information for each item to enable Central Office procurement.
• • Liaise with the Central Office on the status of approved requisitions; confirm expected delivery dates,
• communicate any urgent community needs through the approved channel, and ensure the community is
• prepared to receive all inbound deliveries.
• • Following liaison with the Central Office, communicate the approved budget to the relevant entity
• managers, and promptly inform them of any changes made to the requisition — including items added,
• removed, adjusted in quantity, or declined — so that managers are always working from the correct,
• approved figures.
• • Inspect all goods delivered to the community against the original purchase order and delivery note;
• confirm quantities and quality are correct, sign the delivery note, and report any discrepancies to the
• Central Office in writing within 24 hours of receipt.
• • Record the receipt of all delivered goods in the community’s books of accounts immediately upon arrival;
• ensure no item is received or used without a corresponding entry in the books with the delivery note
• reference, date, description, and value.
• • Ensure no community-level purchases of supplier-based items, fuel, or any item outside the approved
• petty cash categories are made using petty cash under any circumstances; in a genuine emergency,
• obtain prior verbal approval from the Central Office and document the transaction fully within 24 hours.
• • Ensure all cash expense withdrawals for the community are completed by the 28th of each month; bank
• any unspent cash expense funds back to the community account before the new month begins and retain
• the deposit receipt as evidence.
• 2.Vendor Management
• • Identify and search for suitable vendors/suppliers for the community, gathering the necessary
• documentation and information to assess their suitability for inclusion in the approved vendor pool.
• • Seek and secure formal approval from the Operations Manager/Central Office before any vendor is added
• to the community’s approved vendor pool; no vendor may be engaged for community supply without this
• prior approval.
• • Prepare and sign vendor agreements for every approved vendor, clearly documenting agreed terms of
• supply, pricing, and delivery expectations, and keep all signed agreements and vendor documents
• (registration details, contacts, and related records) securely on file.
• • Monitor and follow up with vendors to ensure goods and services are supplied on time and as agreed;
• escalate delays or non-performance to the Operations Manager promptly.
• • Request an invoice from the vendor for every supply made, verify it against the delivery note and purchase
• order, and send all vendor invoices to the Central Finance Office promptly and in the required format.
• 3.Stock Management
• • Conduct a weekly stock count of all clinic stock, including pharmacy and laboratory stock and any other
• stock held at the clinic, reconciling physical counts against stock records.
• • Conduct a weekly stock count of school-held stock, including uniforms, the food store, and any other
• school inventory, reconciling physical counts against stock records.
• • Conduct a monthly stock take of all community equipment across entities, maintaining an accurate and
• up-to-date equipment record.
• • Report any stock variations identified during counts to the Operations Manager/Central Office
• immediately, including the item, the variance, and the likely cause.
• • Proactively protect against stock-outs by monitoring consumption trends across community entities and
• forecasting upcoming stock needs.
• • Send stock requisitions to the Central Office ahead of anticipated stock-outs, allowing sufficient lead time
• for procurement and delivery so that no entity runs short of essential stock.
• 4.Petty Cash Management & Reconciliation
• • Receive the approved petty cash float from the Community Manager and maintain it securely; disburse
• funds to entity managers strictly within the approved categories — short shelf-life foodstuffs (tomatoes,
• onions, vegetables, meat, fish, milk, eggs, charcoal, bread where applicable), staff stipends and
• allowances, airtime, internet, and TV subscription only. No other categories are permitted.
• • Maintain petty cash within the entity-specific approved limit at all times: Schools UGX 2,000,000; Clinics
• UGX 1,000,000; Businesses UGX 1,000,000; Farms UGX 300,000. Never disburse funds that would cause
• the float to exceed the approved limit.
• • Issue and co-sign a petty cash voucher for every single disbursement, with the entity manager as the
• second signatory; ensure both parties verify the amount matches before any cash changes hands. No
• disbursement is made without a completed, dual-signed voucher specifying the item, amount, vendor, and
• category.
• • Update the daily petty cash ledger and Petty cash for every disbursement made; ensure every transaction
• is recorded on the day it occurs with the date, voucher number, amount, vendor name, category, and
• receipt number — no entry is ever left to the following day.
• • Perform the daily petty cash reconciliation before close of business: total all vouchers and receipts for the
• day, count physical cash in the petty cash box alongside the entity manager, and confirm that opening float
• minus total disbursements equals physical cash remaining. If the reconciliation balances, sign off; if it does
• not, document the discrepancy amount and reason before submitting.
• • Submit the full daily petty cash reconciliation, including all original receipts attached in sequence, to the
• Central Office; do not request replenishment of the float until the previous float has been fully accounted
• for with receipts and the reconciliation has been reviewed and approved by the Finance Officer at Central
• Office.
• • Bank any unspent petty cash back to the community account before the end of the month; retain the bank
• deposit receipt and include it with the monthly reconciliation submission to Central Office.
• 5.Revenue Collection & Reporting
• • Ensure all revenue collected by the community’s entities follows the correct collection method without
• exception: all school fees and charges are collected exclusively through SurePay — no cash is accepted at
• schools under any circumstances; clinics, businesses, and farms may collect cash but must deposit all
• cash revenue into the designated account within 24 hours of collection.
• • Ensure that a pre-numbered receipt is given to every client for every transaction immediately at the point
• of payment, whether digital or cash; the receipt must show the date, payer name, amount, payment
• method and reference number, purpose, and entity name. No transaction occurs without a receipt being
• issued.
• • Ensure the daily revenue log and update the Revenue Journal and Petty cash on the day of every
• transaction; record the payment method, payer name, amount, reference number, purpose, and entity
• name for every entry.
• • Ensure revenue cash is kept in a dedicated, secure revenue cash box that is never mixed with the petty
• cash float and never used to fund any expense before being banked; revenue and petty cash are strictly
• separate at all times.
• • For all cash revenue: prepare the daily bank deposit slip, co-sign it with the entity manager confirming the
• cash amount matches the daily revenue log and receipts issued, and deposit all cash revenue into the
• correct designated account — either the AsOne revenue account or the Healing Grace Medical Centre
• revenue account for clinics — within 24 hours of collection. The deposit slip must clearly specify the entity
• name (e.g. “Nameyamba Bakery Revenue”, “Healing Grace Clinic Revenue”).
• • Submit the bank deposit receipt and the signed daily cash revenue reconciliation to the Central Office
• within 24 hours of each deposit; update the Petty cash with the deposit reference immediately upon return
• from the bank.
• • Reconcile daily: confirm that the digital platform statement (SurePay, MoMo Pay, or Airtel Pay) matches the
• revenue log entries, the receipts issued, and the books of accounts entries; sign the daily reconciliation
• before end of business and submit the photo or scan to the Central Office.
• • Compile and submit the daily revenue report to the Central Office always at 11:00 AM, including: digital
• revenue collected (with platform statement screenshots), cash revenue collected and deposited (with
• deposit receipts and entity identification), petty cash disbursements and remaining balance, any
• outstanding items, and a summary of books of accounts entries for the week.
• 6.Books of Accounts & Compliance
• • Maintain the community’s full books of accounts including the Petty cash, Revenue Journal, petty cash
• ledger, and any other required account books to a standard that can withstand a random, unannounced
• audit at any time; every entry must be complete, accurate, supported by a source document, and recorded
• on the day of the transaction.
• • Ensure every expense entry in the Petty cash includes: date of transaction, description and narration,
• amount, voucher and receipt reference number, expense category (as per AsOne’s approved categories),
• and the account or ledger to which it is posted.
• • Ensure every revenue entry in the Revenue Journal and Petty cash includes: date of receipt, payer name,
• amount received, payment method and reference number, revenue category and purpose, and the entity
• name.
• • Prepare and submit a monthly summary of expenses by category to the Central Office alongside the petty
• cash reconciliation, ensuring the summary reconciles exactly to the Petty cash and all supporting receipts.
• • Prepare and submit a monthly revenue report by entity and category to the Central Office, reconciled to
• digital platform statements and bank deposit records.
• • Maintain full compliance with all AsOne Financial Management & Control SOPs at all times; understand,
• apply, and uphold local community finance policies that support and reinforce the central financial controls
• framework.
• • Cooperate fully and immediately with any surprise cash count or unannounced site visit conducted by the
• Director of Finance or designated Central Office staff to make all books, records, petty cash, receipt
• books, and bank deposit slips available for inspection on demand without prior notice being required.
• • Report any suspected financial misconduct, irregularity, or control breach to the Operations Manager or
• Finance Lead immediately; cooperate fully with any subsequent investigation and ensure all relevant
• records are secured and made available to the investigation team.
• 7.Community Management Support & Organisational Initiatives
• • Act as the direct operational backup to the Community Manager: step into management

Responsibilities

• when the Community Manager is absent, unavailable, or specifically delegates tasks, ensuring continuity
• of community operations and maintaining the standards expected of the community during any period of
• cover.
• • Work directly alongside the Community Manager in supporting and implementing company-wide
• initiatives, including the rollout of new or updated SOPs, the introduction of new reporting