Job Description

Under the supervision of the Center Coordinator, the job holder shall be undertaking timely daily processing of all
STF financial transactions, reconciliations of all accounts including proper documentation and safe custody of all
financial records. The position is also responsible for handling administrative services for the office. Stores and
logistics management and support, ensuring that this is done through timely service delivery in line with STF policies,
procedures and guidelines.
Key Responsibilities:
• Provide the Project Coordinator with all necessary information to ensure good financial management.
• Monitor the cash flow of the project bank account in order to ensure that the account is not over
withdrawn.
• Undertaking the timely daily processing of all STF financial transactions, ensuring that all financial
transactions are coded correctly, appropriately documented and approved.
• Performing reconciliations of cash and bank accounts so that the accounts are not overdrawn and all
transactions are conducted within STF framework of operations while emphasizing safe custody of cheques,
cash and other related financial documents.
• Liaise with the bank on issues relating to project financial dealings like cash withdrawals, deposits, and bank
statement and ascertain cash balances at bank.
• Review and reconcile all transactions before posting into Navision including bank, cash, debtors and
creditors accounts to ensure accuracy.
• Tracking financial commitments from staff and accountabilities for funds advanced to them timely as per
STF policies.
• Check all expenditure request documents and receipts for accuracy, completeness and correctness of codes
before preparing payment vouchers and issuing out cash and payment by EFT and receipts.
• Taking initiatives to ensure that funds are used in the best possible way and that there is general compliance
and adherence with approved internal control measures and finance policies by the staff in the course of
undertaking their duties.
• Effect control systems to ensure that procedures are in place to safeguarding cash, property and other
assets. Funds are expended in accordance to donor requirements and regulations.
• Check all vouchers to ensure that they are serially numbered, properly described, signed, duly approved,
stamped “PAID”, and supported by proper receipts or other documents.
• File all the financial documents ensuring that they are secure and well labelled.
• Retrieval of accounting information and transaction documents, recording and maintaining transaction in
the systems.
• Provide the Project Coordinator with necessary background information and guidelines for the preparation
of quarterly, mid-year and annual budgets.
• Provide the Program Coordinator with monthly variance statements indicating to him/her major likely
variances in project finance expenditures.
Procurement Management:
• implement procurement processes and ensure compliance with STF needs, standards and policies including
preparing Local Purchase Orders for acquisition of goods, works and services basing on dully approved
documents and making sure they are approved by the designated persons before sharing them with the
respective service providers and file copies of these for easy reference.
• Coordinate and manage all procurement requirements of the Office and ensure that the procurement
process is carried out according to the STF Procurement Manual and guarantee best value for money.

• Support Bursary program staff members on planning for procurement and ensure that all required
documents are forwarded in time, with clear specifications, financial codes and appropriate authorization.
Stock / Asset Management:
• Ensure that STF assets guidelines policy and procedures related to assets management are adhered to at all
times to reach 100% transparency and accountability of all STF Assets and inventories in line with the
policies of the organization, donors and audit recommendations.
• Coordinate, assist and support all activities on asset management at the Bursary Program office in liaison
with the in charge of this function in Kampala.
• Implement and maintain appropriate store management systems including reception, storage and dispatch
of all items ensuring proper documentation of all processes as well as preparing of monthly reports.
• Ensure appropriate stock control at the office and ensure a record of all relevant documents is maintained
at all times.
Administration
• Ensure day-to-day running of the administration requirements at the Bursary Program Office.
• Ensure that communication systems – email and telephone are operational and functioning efficiently.
• Maintain the STF computers, printers, photocopier and communication system (telephone and radios) and
ensure that they operate optimally.
• Supervise repair works done on STF equipment as and when required at the Bursary Program.

Skills Required

• MS Office
• Analytical Accounting
• Risk management