Cotton ON Foundation Uganda Support Centre
he Role
Our Purpose: At the Cotton On Foundation, we take action to inspire lasting positive change with limitless possibilities.
The Finance & Administration officer is a role within Cotton On Foundation Uganda. You will be responsible for providing financial support to the country programs in accordance with the legal requirements, highest ethical standards and generally acceptable accounting practices.
Under the defined specifications, the Finance and Administration Officer will ensure that the programs teams follow all key administrative and financial guidelines and policies in the effective implementation of project activities. This includes ensuring financial compliance, accounting procedures and other key organizational activities follow the policies and guidelines of Cotton On Foundation.
This is a dynamic role in line with the growth of the Foundation with a ‘hands on’ approach to our key projects. And is a role that will directly impact people in need, being truly responsible for ‘changing lives’.
Key Accountabilities
Bookkeeping
- Ensure that all financial documents are accurately supported with full accountability, approved and coded, and that all cheque books, cheque list, petty cash, LPOs, Budget approval sign off are maintained correctly.
- Prepare and maintain monthly excel cash book to help monitor the cash and bank balances
- Manage the Great Plains system ensuring all transactions are adequately input and necessary reports produced.
- Prepare cheques to accompany the corresponding payment vouchers.
- Stamp payment vouchers and all supporting documents as “PAID” as per COF Uganda’s financial Guidelines. Maintain payment voucher files in numerical order ensuring proper coding, accuracy, and all necessary documentation is attached.
- Maintain a cheque disbursement book, showing how cheques are issued
- Ensure that staff payroll administration is verified for accuracy, properly processed and that all statutory payments such as PAYE, LST and NSSF are made on a timely basis.
- Ensure that Cotton On Foundation Uganda is compliant with all legal requirements regarding taxation, returns, fees and other financial statutory requirements.
- Provide financial advice to staffs and partners as needed.
- Maintain well organized physical and electronic archive of financial documentation stretching back to July 2014 in secure location.
- Ensure that adequate financial and procurement approvals have been given and are documented for the Finance and Administration manager to justify that expenditure is within budget.
- Contributing to the smooth and effective operations by participating in monitoring the daily, transactions advising on any potential problem issues that need to be attended to.
Cash Management
- Prepare Petty cash replenishment vouchers ensuring availability of cash.
- Reconciling petty cash and supervising the administration Assistant in Petty Cash management
- Maintain a petty cash account showing the flow of funds.
- Prepare and consolidate monthly cash forecast refresh for COF Uganda
- Update the manual cash book register at beginning and close of each business day
- Make advance payment of travel allowance, per diem and travel advance,
- Manage banking, accounts and balances effectively and efficiently, including undertaking monthly bank reconciliations, foreign exchange management and cash flow management in a timely manner.
- Deduct employee and Employer contributions for National Social Security Savings and remit to NSSF
- Send staff salaries to their respective accounts
- Ensure all time sheets are accurately filled and sent on time for salary processing
Audit
- Support the Finance and Admin manager in the Preparation for and collaboration with internal and external auditors to ensure successful audit.
Reporting
- Prepare high quality financial reports including professional annual financial statements for review by the FAM on a timely basis.
- Prepare monthly expenditure reports in relation to budget (BVA) for review by the Finance and Administration Manager (FAM) on a timely basis.
- Review financial statements and reports of partner organizations and participate in physical verification exercises when required.
- Prepare accurate monthly Bank reconciliations
Budgeting
- Support the FAM in the annual/quarterly budget development and reporting for Cotton On Foundation Uganda.
- Support the Finance & Admin Manager in undertaking all finance and budget related responsibilities.
- Facilitating the achievement of program outputs, deliverables, and expected results within budget, within the agreed timeframe and with minimal fiduciary risk.
Administration
- Maintain up to date and functional administrative systems, information systems, and Communication systems
- Take charge of the overall management of all the physical assets of COF
- Supervise the Administration Assistant and Office attendant.
- Any other duties as assigned by the Finance and Administration Manager.
Compliance Objectives
- To operate within the law, governance, regulations and organizational agreements that binds us; to provide a duty of care for our people and to be accountable for our actions.
- 100% compliance achieved
