Community Finance & Administrative Officer

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

preferred 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 requirements 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 & Experience

• 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’ experience in a finance, accounting, or bookkeeping role, with demonstrated

hands-on experience maintaining books of accounts, managing petty cash, and producing financial

reconciliations.

• Experience working in a community-based, rural, non-profit, or faith-based organization is highly desirable;

experience 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; experience 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