Position: Finance & Administration Coordinator

Job location: Gulu, Acholi Office

Starting date: April 2025

Vacancy closing date: 6th March 2025

Duration position: 1-year renewable contract

Working hours: Fulltime (40 hours per week)

About ZOA

We are here for people who have lost everything due to armed conflict or natural disaster.

ZOA, as an international NGO, supports people who have lost everything due to armed conflict or natural disaster. Together, we can come to their aid in emergencies and remain faithful to communities as they recover – providing new opportunities for them to help themselves again. The work of ZOA is coordinated from the Netherlands. We are active in multiple countries in Africa, South America, the Middle East Region, and Asia. We work with approximately 900 employees worldwide and with (local) partners. We invite you to join our team of committed colleagues.

Our work in Uganda

In Uganda, ZOA has offices in Kampala, West Nile (Arua), Acholi (Gulu), and Karamoja (Amudat). ZOA Uganda works both in relief and recovery on the themes of food security & livelihoods, primary/accelerated/vocational education, and conflict management with a special focus on land security.

ZOA Uganda is looking for a Finance & Administration Coordinator to be based in Gulu City -ZOA Acholi Office.

Your challenge

The Finance and Administration Coordinator is responsible for financial control and general financial and administrative support to the Acholi field office. He/she oversees all the Finance tasks and operations within the Acholi programme are in line with ZOA’s policies and procedures.

He/She will be line managed by the ZOA Programme Manager, Acholi, for administrative line management, with a technical support and reporting line to the Finance Manager, Kampala. The postholder is part of the Programme Management Team for the Acholi Programme and supervises the Finance Officer & Logistics Assistant Acholi.

Your main tasks and responsibilities

Financial Management

• Provide leadership, and financial insights to the finance and accounting areas of the ZOA Acholi programme, proposing and implementing improvements in operational management processes to increase efficiency and timeliness in operations.
• Ensure internal controls, procedures and policies at field level are maintained, the field staffs understand them, and they are fully complied to.
• Collaborate with Country Office finance support team ensuring regular reporting and updates as and when required

Financial Reporting

• Ensure accurate and timely financial reports are submitted to the Programme Manager and Country Office Finance Manager for decision making.
• Confirm expense codes on all requests as they are received, correct where necessary through the budget manager and the responsible staff.
• Assist project management by explaining variances in line with finance policies.
• Accountable for ensuring that all financial aspects of the project adhere to local laws and regulations and to donor specific requirements.
• Prepare, analyze, and submit accurate monthly financial and management reports, including income statement, balance sheet, budget and variance, projections and forecast, and cash flow.
• Coordinate the preparation of the audited financial statements and all tax returns

Financial Control & Accounting

• Observe and implement accounting systems, payments, bookkeeping, statutory filing, revenue management, and improvement of payment systems.
• Ensure that all financial transactions are processed accurately, in a timely manner, in accordance with generally accepted accounting principles through the ERP system, identifying and correcting any variances.
• Develop, implement, and maintain processes and controls that are current best practices related to transaction processing.
• Perform month-end closing procedures, including account reconciliations, and updating schedules.
• Review all payments in ERP and any other payment platforms to ensure all payments are compliant to the set-out procedures.

Budget Management

• Support budget holders to prepare periodic budgets and forecasts while providing clarity where needed.
• Offer periodic training or refresher training to the teams aimed at improving financial management, discipline and accountability as stipulated in ZOA policies and procedures.

Finance Team Management

• Communicate to the Finance team members under his/her jurisdiction a clear and exciting vision for the work of ZOA and for the role of department in supporting the organization;
• Periodic meetings with the field finance team for relevant accounting needs and deliverables.
• Ensure that finance staff are conversant with their job description, ZOA’s internal regulations, standards, policies and donor regulations and get acquainted with their colleagues in the ZOA team;
• Supervise and carry out periodical evaluation of the performance of the staff assigned against established performance goals in a timely manner.
• Support and motivate the team to deliver and meet their set goals.
• Ensures effective leave management within the team, in liaison with the HR.
• Ensure gender and conflict sensitive approach to team management.

HR Support

• Ensure adherence to ZOA HR policies and guidelines, as outlined in the Employee handbook
• Support PGM/HR Kampala in staff recruitment, induction, performance monitoring, compensations and facilities, staff well-being, and end of employment actions.
• Ensure up to date staff files are made available to Kampala.
• Support PGM in providing monthly staff updates for the payroll preparation in a timely manner.
• Manage the Acholi Leave record for the respective Programme staff and provide guidance on the different types of leave.
• Act as a key source of support, guidance and expertise on HR functions for establishing a culture of trust and safety for the staff in Acholi.

Logistics & procurement Support

• Responsible for the safeguarding of all ZOA assets and maintaining and updating assets register and submit quarterly assets list to MoO, including asset owner, condition of assets, chargeable project and any repairs or maintenance needs ensuring all assets are tagged accordingly
• Support the Logistic Assistant to ensure monthly reporting on mileage, fuel consumption as well as repair and maintenance costs. Coordinate field transport, servicing of vehicles & motorcycles and ensure that all that they are safe, road-worthy and have proper on-board documentation.
• In consultation, support country office and field offices in the acquisition, purchase, contract management and tender procedures in accordance with ZOA internal systems and donor specific demands.

IT Support

• Maintaining oversight of all ZOA Uganda Acholi internet subscriptions and ISPs, including tracking usage and setting limits as needed (in discussion with the MoO).
• Focal point for ZOA Uganda Acholi for IT support (in coordination with ZOA Kampala)
• Ensuring IT assets are maintained and kept in good working condition at all times
• Carrying out IT training (at least at introductory level) for ZOA Acholi staff, including set up on One Drive, use of ZOA Manager, access to ZOA Quality Library and use of Office 365.
• Other IT support activities as requested by the Programme Manager Acholi or Kampala team, and possibly in liaison with consultants and other external providers.

Accountability

• Sensitize all stakeholders (beneficiaries, service providers, partners, government and other) on feedback and complaint mechanisms implemented by ZOA Uganda
• Upon receipt of a complaint or feedback, ensure that it is correctly documented following correct reporting procedures
• Understand ZOA’s code of conduct and safeguarding policies, ensure adherence to these policies and that project activities are implemented with a “Do No Harm” approach

Your profile

Identity

• The candidate is expected to fully support the vision, mission and Christian values 0f ZOA (see https://www.zoa-international.com/corporate-identity)

Knowledge

• Required at least three years’ experience in a similar role with international NGO
• Degree in Finance, Accounting, Business Administration or any related field
• Robust accounting skills and experience, including management of the general ledger, journal entries, payroll, payables, balance sheet, Bank Reconciliation, Withholding Tax Schedules, Work Advance maintenance, Cash reconciliation and good knowledge of financial practices.
• Proven relevant work experience in finance and administration; Experience in any of the accounting packages, Unit4 (ERP) would be an added advantage.
• Ability to understand financial reports and analyze financial variances and excellent knowledge of computer applications, especially MS Excel.
• Sound understanding of procurement best practices with ability to proactively manage risks associated with procurements.
• Familiarity with IT and communication equipment.
• Fluent command of English as well as excellent written & spoken communication skills.

Skills and attitude

• Good communication, writing and facilitation skills.
• Innovative, creative and enthusiastic.
• Good computer skills: Ms Excel and Ms Word.
• Self-motivator, able to work with limited supervision.
• Able to ride a motorbike in field conditions, holding a valid driving license is an added advantage.
• High level of personal integrity.
• Flexibility and adaptability.
• Interpersonal and cross-cultural sensitivity.
• Able to work under pressures and meet deadlines.
• Able to work in a sometimes fluid and innovative environment.
• Commitment to ZOA’s mission, vision and values (see https://www.zoa-international.com/corporate-identity)

Special conditions/circumstances

The Finance & Admin Coordinator will be based in Gulu with up to 30% of time required for travel in field locations within the programme area, and to another programme locations/Kampala.

The role is 1.0 FTE (40 hrs/ week). Working hours are outlined in the ZOA Uganda Employee handbook. Some flexibility on working hours may be required, e.g. for travel at weekends, or during reporting times.

Our offer

• ZOA offers a challenging role in a dynamic context, and you will be part of an inspiring and motivated team.
• We offer good benefits and remuneration which suits the NGO sector.

Do you need more information?