Finance and Administration Assistant UK NGO Jobs – Farm Africa

Job Title:    Finance and Administration Assistant

Organisation: Farm Africa

Duty Station:  Rukungiri, Uganda

Reports to: Finance and Administration Officer


About US:

Farm Africa, founded in 1985, is an international non-governmental organization working in Uganda, Ethiopia, Kenya and Tanzania. We drive agricultural and environmental change to improve lives. Our strategy has three pillars: agricultural expertise, management and preservation of ecosystems, and the power of business to drive prosperity. We believe Africa has the power to feed itself and are helping make this happen by establishing and spreading the best farming and forestry techniques so that poor farmers and herders have more food to feed their families and to sell. We help smallholders manage their natural resources sustainably so that they can withstand climate change challenges and shocks and ensure their families have enough food in the future as well as now. Farm Africa works in partnership with communities, government, local and international organizations, and the private sector to innovate, learn and share best practices for maximum impact of our projects.

About Project:

Farm Africa in partnership with UGACOF Ltd, secured a two and half year project, funded by the European Union, supporting coffee farmers in Western region (Rwenzori, Kigezi & Ankole).  The project focuses on reducing production, harvest and post-harvest losses, to expand marketing opportunities for smallholders and increase smallholders’ price incentive through diversification into higher value export markets. This will be achieved by:

  • Mechanisation of processing to reduce post-harvest and processing losses;
  • Ensuring quality, sustainability and traceability standards as required by EU and ACP premium buyer demands;
  • Ensuring farmers receive a price that reflects the quality of their produce and are therefore incentivised to continue to produce high-quality coffee.

A broad range of CSOs will be engaged in the project ranging from coffee farming households, local government, Uganda Coffee Development Authority and Agro-input Dealers and Suppliers. Key project activities will include; investing in 4 Washing Stations and supporting Drying and Collection Centre facilities in Arabica-producing areas of Western Uganda, currently underserved by coffee processing facilities; building capacity of 8,000 coffee farming households, through training and support on Good Agricultural Practices (GAP), Climate Smart Agriculture (CSA) practices, sustainability standards adherence and reducing harvest and post-harvest (HPH) losses at farm level;

Job Summary:  The Finance and Administration Assistant will provide support in Administration duties, logistics management, procurement, Finance, fleet management, Assets and inventory management.

Key Duties and Responsibilities:

Financial Administration

  • Ensuring transactions are properly and promptly recorded in cashbook and SUN templates with accurate codes.
  • Ensuring that proper accounting records are maintained including debtor and creditor listings and staff working advance records, carrying out monthly reconciliations
  • Ensuring timely payment of all invoices and expenditures
  • Supporting the Project Accountant and Administrator in preparation of monthly and quarterly cash requests for the office.
  • Working with the Project Accountant & Administrator to ensure that sufficient cash is available in the office to meet project and office running costs
  • Processing of SWA requests and ensuring they are retired in a timely manner with all records correctly filed
  • Ensuring that all supporting documents are submitted and filed for every payment request and purchase
  • Updating the petty cash book in a timely manner and ensuring that periodical cash counts are conducted
  • Ensure that monthly cashbook is submitted to the Project Accountant and Administrator for review and approval
  • Supporting the Project Accountant and Administrator with the month end reconciliation process
  • Maintain financial files (both hard and soft copy) in an organised manner
  • Ensuring that contracts are respected and paid for according to agreed terms of payments.


  • Supporting the Project Accountant and Administrator in ensuring high level of compliance of procurement policies and procedures for the Field office
  • Requesting for quotations from service providers and suppliers
  • Reviewing purchase requests and quote evaluations against approved budgets, and ensure that the correct accounting codes are added
  • Maintaining an accurate and up-to-date list of pre-qualified suppliers, and working with the Project Accountant & Administrator to pre-qualify new suppliers as appropriate
  • Monitoring the service contracts and working with Project Accountant and Administrator to ensure that renewals takes place on time.


  • Ensuring that vehicle logbooks are completed after every trip
  • Maintaining a record of insurance policies for vehicles and motorbikes, and ensuring that policies don’t lapse
  • Working closely with the project driver in ensuring that all assets are well maintained by ensuring timely servicing and repairs
  • Making arrangements for staff travel
  • Working closely with Project driver/Assistant to ensure that accommodation and other logistical items for visitors are in place well in advance.

Human Resources Administration

  • Keeping up to date physical and digital files for all members of the office
  • Maintaining annual leave, sickness and other absence records for the team
  • Supporting with recruitment, including calling candidates for interview
  • Ensuring that Health Insurance and Workers Compensation Insurance policies are in place for all members of the team

Office Administration

  • Responsible for efficient running of the office facilities, including managing the office supplies
  • Ensuring that utility bills, including internet, are kept up to date
  • Ensuring that the office is kept in a good condition, organising repairs as required
  • Ensuring that the office compound is kept in a good condition
  • Ensuring that the security staff are reporting duty as contracted
  • Ensuring that a proper filling system is in place at the field office for all important documents
  • Maintaining an accurate and up-to-date list of all office inventories
  • Maintaining an accurate and up-to-date record of project fixed assets
  • Ensuring that all Farm Africa assets are insured, and renewed as required

Qualifications, Skills and Experience:

  • The ideal candidate for the Farm Africa Finance and Administration Assistant job opportunity should hold a bachelor’s degree in accounting or business administration.
  • Experience working with INGOs or commercial entities
  • Experience of 3 years and above


  • Further relevant academic qualification in finance and accounting
  • Experience of working in hard to reach areas.
  • Knowledge and understanding of financial documents


Investing in smallholder farming is the number one way to combat poverty in rural Africa. Farm Africa is a leading NGO specialising in growing agriculture, protecting the environment and developing businesses in rural Africa.

EXPERT. Deep expertise and insightful evidence-based solutions are at the heart of everything Farm Africa does.


GROUNDED. Positive change starts with Africa’s people, so our experts work closely with local communities, engaging them in every level of decision-making.


IMPACTFUL. We take a long-term view so we can deliver lasting changes for farmers and their families.


BOLD. We model innovative new approaches and are not afraid to challenge strategies that are failing.

How to Apply:

All candidates should send a cover letter and updated CV only to

Deadline: 14th May 2021 by 5:00 PM

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