POSITION: Administrative and Accounts Officer

Application Deadline: 20 September 2024

About Kimanya-Ngeyo Foundation

Kimanya-Ngeyo Foundation for Science and Education is a Ugandan nonprofit, nongovernmental organization founded in 2007 and dedicated to advancing education for development. Kimanya-Ngeyo is inspired by universal principles found in the Bahá’í Faith including that each human being is created noble and that education is indispensable to releasing the potential of individuals to contribute to the advancement of civilization. 

Kimanya-Ngeyo is based in Jinja City and operates in Jinja, Buikwe, and Kamuli Districts. At present, the work of the organization is focused on three interconnected areas: (1) raising the capacity of individuals to contribute to the development of their communities through an appropriate education; (2) supporting the professional development of teachers at all levels to enhance the quality of learning in schools as well as the relevance of learning for life outside of school; and (3) engaging in the research about agricultural practice and small scale food production in support of our efforts in the other two areas. 

About the Administrative and Accounts Officer

The Administrative and Accounts Officer will be based at the main office in Jinja City. He/she will be responsible for all administrative roles within the organization as well as some tasks in support of the Accountant and Finance Manager. The individual will also report to the Learning Lead, and Director.

Administrative roles

• Managing the organization’s calendar, including scheduling appointments, and logistics for all events and meetings. 

• Making arrangements for new staff and handling administrative requests and queries from management. 

• Acting as the liaison  within the organization as well as with external stakeholders, as needed.

• Overseeing the work of the support staff at the national office, and scheduling and coordinating staff meetings

• Providing any support needed in ensuring a conducive work environment at the head office which may call for supervising all repairs, maintenance and set up of the office premises, and overseeing general cleanliness and orderliness.

• Creating and maintaining proper filing and storage of documents, both electronic and physical, and managing office supplies.

• Drafting letters and other documents on behalf of the organization, as needed.

• Helping to coordinate the production of multimedia content and website updates.

• Booking travel arrangements for management team

Financial roles

• Ensuring that all monies received by Kimanya-Ngeyo are appropriately received and entered in the accounting system. The same applies for all disbursements.

• Carrying out all payroll functions Ensuring all disbursements are fully accounted for.

• Reviewing accounting transactions in the accounting system to ensure they are accurately captured. 

• Taking on responsibilities of a bank agent on behalf of KN

• Assisting in the preparation of the PAYE, LST and NSSF returns, as required.

• Maintaining and reconciling petty cash. 

• Participating in the preparation of year-end financial statements, audits, and quarterly reports, as needed.

• Providing other administrative and operational support, as required.

Growth Opportunities

• Depending on the candidate's experience and performance, there may be opportunities to expand the responsibilities to include oversight on operational and human resources duties.

Skills and Qualifications

• Bachelor’s degree and  2+ years of administrative assistance experience, or an equivalent combination of education and experience.

• Excellent communication skills both written and oral

• Experience in Microsoft Office (Word, Excel, PowerPoint) preferred

• Experience in MS Outlook preferred

• Extraordinary organizational skills with effective time management skills

• Ability to successfully accomplish multiple tasks simultaneously

• Excellent attention to detail and the ability to plan, organize, and prioritize multiple tasks, remaining flexible while adhering to strict deadlines.

• Flexible to work under pressure and respond to changing needs.

• Demonstrated initiative and self-motivation in handling all assigned tasks with minimal supervision.

• Strong team player 

• Some experience with any accounting software will be an added advantage 

Application requirements

• Cover letter

• CV 

Salary and benefits

• Competitive salary and benefits package, negotiable based on qualifications and experience