FINANCE & ADMINISTRATION OFFICER
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Job summary
The Finance & Administration Officer is responsible for the hotel’s day-to-day finance, accounting, treasury,procurement coordination and general administration. The role supports accurate financial reporting, revenue assurance, cost control, regulatory compliance and effective use of hotel resources.
Min Qualification:
Bachelors
Experience Level:
Entry level
Experience Length:
2 years
Language Requirement:
English
Work Type:
Full Time
Working Hours:
8 to 5
Applicant Location:
Uganda
Job descriptions & requirements
JOB DESCRIPTION
Department Finance & Administration
Duty Station Ishaka, Uganda
Reports To Operations Manager
Job Purpose
The Finance & Administration Officer is responsible for the hotel’s day-to-day finance, accounting, treasury,procurement coordination and general administration. The role supports accurate financial reporting, revenue
assurance, cost control, regulatory compliance and effective use of hotel resources.
Key Duties and Responsibilities
A. Finance, Accounts and Revenue Assurance
Reconcile the hotel Property Management System (PMS), restaurant and bar point-of-sale reports, banqueting
income and other sales against receipts and prepare a daily revenue report for management.
Maintain accurate records of income, expenses, receivables, payables, journals and supporting documents.
Prepare corporate guest folios, event/function invoices and credit-account statements; follow up with clients on
outstanding balances and support timely collections.
Prepare monthly management accounts and departmental profit-and-loss reports for rooms, food and beverage,
laundry and other relevant departments.
Analyse revenue, expenditure and variances, highlighting unusual trends and recommending corrective action.
Coordinate weekly food and beverage stock counts with the Storekeeper and Chef; calculate food and beverage
cost percentages, investigate variances and update menu costing records.
Prepare payroll and related schedules for permanent, casual and other eligible staff; reconcile service-charge
distribution and support timely statutory deductions and filings, including PAYE, NSSF, LST, VAT and withholding
tax, as applicable.
Maintain complete, audit-ready vouchers, invoices, receipts, ledgers and other accounting records.
B. Treasury and Cash Management
Prepare daily cashier closing reports, reconcile cash and electronic collections, and ensure cash is secured and
banked promptly.
Prepare weekly cash-flow forecasts and monitor liquidity to support operational needs.
Manage petty cash and departmental floats, including issuance, reconciliation and surprise cash counts; promptly
investigate and escalate shortages.
Reconcile bank accounts, POS machine settlements and mobile-money transactions, including MTN and Airtel
channels.
Process approved supplier and operational payments through authorised channels and maintain an up-to-date
payment register.
Safeguard banking credentials, tokens, cash and other financial instruments in line with approved controls.
C. Procurement, Stores and Asset Control
Coordinate procurement of fresh produce, dry goods, beverages, cleaning materials, office supplies and other hotel
requirements in accordance with approved procedures.
Obtain and document competitive quotations where required, prepare purchase documentation and ensure
purchases have the appropriate approvals.
Verify deliveries against purchase orders and goods-received notes, checking quantity, quality, weight and expiry
dates before acceptance.
Ensure stock is stored appropriately, stock cards or inventory systems are updated, and first-in, first-out (FIFO)
principles are applied where appropriate.
Maintain the fixed-asset and furniture, fixtures and equipment (FF&E) register, track asset movements and
coordinate records of repairs and disposals.
D. Administration, Compliance and Records
Coordinate renewal and documentation of relevant operating licences, permits, tourism-related requirements,
trading licences and fire-safety requirements.
Maintain staff attendance, shift-roster and leave records, and support onboarding, offboarding and disciplinary
documentation in coordination with management.
Monitor office supplies and routine administrative requirements and support efficient use of utilities and other
resources.
Maintain secure physical and electronic filing for finance, procurement, staff and other business records, observing
confidentiality and data-protection requirements.
Support internal and external audits, provide requested schedules and documents, and follow up on agreed
corrective actions.
Carry out other finance and administrative duties reasonably assigned by the Operations Manager.
Qualifications and Experience
Bachelor’s degree in Accounting, Finance, Business Administration or a related field from a recognised institution.
Practical knowledge of bookkeeping, reconciliations, financial reporting, budgeting and internal controls.
Knowledge of Uganda’s relevant tax, payroll and statutory compliance requirements.
Experience in hotel finance, hospitality accounting, cash management, procurement or a similar environment is an
advantage.
Proficiency in Microsoft Excel and accounting software; familiarity with hotel PMS and POS systems is an added
advantage.
Required Skills and Competencies
High integrity, accuracy and attention to detail.
Strong numerical, analytical and reconciliation skills.
Planning, organisation and deadline management.
Ability to communicate effectively and work collaboratively with front office, restaurant, bar, kitchen, stores and
management teams.
Confidentiality, sound judgement and a proactive approach to resolving discrepancies.
Key Performance Indicators (KPIs)
Financial accuracy and timely reporting: daily revenue reports and reconciliations completed; monthly management
accounts submitted by the fifth day of the following month, with no material errors.
Revenue assurance and cash management: daily reconciliation of PMS, restaurant/bar POS and actual collections;
unexplained cash shortages investigated and escalated promptly; debtor collections actively followed up.
Cost control and inventory: reliable food and beverage cost records, documented stock counts, investigated
variances and effective monitoring of expiry dates and stock-outs.
Regulatory compliance and treasury: statutory filings, payments and licence renewals completed by applicable
deadlines, with no avoidable penalties.
Procurement and administration: purchases appropriately approved and documented; supplier records maintained;
essential office supplies and licences monitored.
How to Apply:
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