Finance and admin Assistant

Description

Job title: Finance and admin Assistant (01 position)

Reports to: Finance Officer

Duty stations:

Purpose of the Role.

The admin assistant will be responsible for the day-to-day finance, administration, stores, logistics, procurement, and HR activities of the Moyo Field Office.

Specifically, your duties include:

• Welcome and attend to visitors at the reception desk

• Oversee office operations to keep the workplace orderly and running efficiently.

• Support the scheduling of meetings and handling of correspondence at the field level.

• Support HR functions, including arranging for interviews, onboarding, and employee records management, and submit these to HR as required

• Ensure daily attendance records are complete and accurate for monthly reporting to HR

Store Management Roles to Logistics Officer

• Oversee day-to-day store operations and management

• Manage inventory levels, track stock movements, and carry out daily stock reconciliations

• Prepare the monthly stores report for submission to the Logistics Officer

Finance and procurement roles

• Manage, issue, reconcile, and account for petty cash funds received during the month

• Follow up promptly on invoices for goods supplied to ensure timely payment, and submit them to the Procurement Officer

• Scan and share requisitions received from the project team for submission to the accountants.

• Support accountants with accountability follow-ups with Project Coordinators.

Fleet management roles

•  Issue fuel vouchersupon receipt of an approved work plan, movement plan, and log sheet, for submission to the Logistics Officer

• Receive, verify, and submit completed Fleet Utilization documents and logbooks to the Logistics Officer

• Receive and verify maintenance requests and defect forms for onward submission

• Collect fuel schedules from the stations monthly for reconciliation by the Logistics Officer

• Share monthly fuel utilisation and repairs records with the Logistics Officer

• Perform any other duties assigned to you from time to time.

Minimum Qualifications

• A minimum of a Diploma in Accounting, Finance, Business Administration, Procurement and Logistics Management, Stores Management, Human Resource Management, or a closely related field from a recognised institution.

• At least two years of relevant work experience in finance, administration, procurement, logistics, stores, fleet support, or office operations, preferably in an NGO, field office, or busy organisational setting in Uganda.

• Working knowledge of basic accounting, petty cash management, accountability procedures, procurement documentation, stores records, inventory control, and administrative filing systems.

• Good computer skills, especially in Microsoft Word, Excel, email, and internet use. Experience using accounting, inventory, or procurement systems will be an added advantage.

• Good written and spoken English, with strong interpersonal, customer care, coordination, and communication skills.

• Ability to maintain accurate records, prepare routine reports, follow organisational procedures, and handle confidential information with integrity.

• Highly organised, detail-oriented, flexible, and able to work independently under minimum supervision while meeting deadlines.

How to Apply:

All Applications including CV, Highest academic qualification and motivation letter should be sent electronically as one Single PDF Document to recruit@palmcorps.org latest by 24th August 2026. Applications sent to any other email apart from the above shall not be considered.