JOB DESCRIPTION
Title: Finance and Admin Associate, Uganda
Reports to: Senior Finance and Administration Manager
Employment Type: Full-time
About Impact Water
Want to help make safe drinking water a reality for every student, everywhere?
Impact Water is a nonprofit that provides point-of-use water treatment systems and safe water education to public schools in Kenya, Nigeria, and Uganda. Today, we support more than 24 million students in over 60,000 schools.
Our model is simple and practical. We install point-of-use water treatment systems in schools, keep them resupplied, and maintain them so they keep working year after year. Our field teams visit schools regularly to train teachers on safe water practices, check that water is actually being treated, and teach students why they should only drink treated water.
We work closely with national and subnational governments, and over the next five years we are supporting them to take greater ownership of safe water in their schools, from budgeting and procurement to delivery and monitoring. Our goal is for every public school in Kenya, Nigeria, and Uganda to have safe drinking water by 2030, provided as a routine government service.
Position Overview
In Uganda, our programme primarily uses ultraviolet water purification, with more than 2,700 UV systems, alongside a water treatment tablet programme launched with a pilot in 2024 that supplies schools with 100L tanks and water treatment tablets. Both programmes combine systems and supplies with regular school engagement, training and follow-up, free of cost to schools.
We are looking for a Finance and Admin Associate to support accurate financial records, timely payments and well-organised office operations in Uganda. You will support transaction processing, account reconciliations, financial reporting, procurement and inventory accountability.
Working closely with the Senior Finance and Administration Manager, you will check supporting documents, maintain records in QuickBooks, track staff advances, and help prepare month-end reports and statutory returns. You will also coordinate administrative and logistical arrangements that enable the team to deliver its work.
We need someone who is organised, trustworthy and attentive to detail, with the initiative to follow up on outstanding items and the judgement to raise questions when something needs clarification.
Key Responsibilities
Financial Accounting & Transactions
Process and accurately record financial transactions in the accounting system, ensuring correct coding to projects, budget lines and cost centres
Prepare payment vouchers, journal entries, cash receipts and other supporting accounting documentation
Check payment requests for completeness, accuracy, budget coding, supporting documents (invoices, receipts) and required approvals, in line with financial procedures
Maintain accurate and up-to-date cashbooks, ledgers and other accounting records
Support timely processing of supplier payments, staff advances and other financial obligations
Donor Compliance & Accountability
Ensure financial transactions comply with donor agreements, approved budgets and organisational financial policies
Review expenditure for eligibility, reasonableness and accuracy against donor requirements
Maintain proper financial records for individual donor-funded projects
Track donor fund utilisation and support the preparation of donor expenditure schedules
Payments, Staff Advances & Accountability
Maintain accurate records of petty cash and mobile money transactions under agreed controls
Maintain an up-to-date staff and field advance register, follow up on accountabilities, and report and escalate overdue balances and unresolved issues to the Senior Finance and Administration Manager
Review advance accountabilities and expense submissions against approved requests and budgets, and raise any discrepancies with the Senior Finance and Administration Manager
Tax & Statutory Compliance
Support the preparation and timely filing of statutory tax returns and payments, including VAT, withholding tax and other applicable taxes
Ensure appropriate tax treatment is applied to supplier and other payments, checking supplier tax details and invoice documentation, including EFRIS information where applicable
Maintain proper records of tax deductions, payments and certificates
Support compliance with tax laws, NGO regulations and other statutory requirements, and liaise with the relevant authorities on statutory queries when required
Procurement, Inventory & Assets
Source quotations and prepare supplier comparisons in line with procurement procedures
Prepare Local Purchase Orders after the required approvals and maintain complete procurement files
Check supplier invoices against purchase orders, delivery records and goods received
Coordinate deliveries and logistical arrangements with Operations and suppliers
Update inventory and asset registers using approved receipt, issue, transfer and return records
Participate in periodic stock counts, spot checks and asset checks, and investigate and reconcile any variances
Track programme materials held by field teams, in coordination with Operations
Office Administration & Team Support
Coordinate arrangements for meetings, workshops and training, including venues, materials, refreshments and transport
Support travel and accommodation arrangements in line with approved plans and budgets
Process routine office requests and monitor supplies to support uninterrupted operations
Maintain records of service providers, contracts, renewals and recurring office payments, and follow up on office maintenance and service requests
Coordinate the day-to-day work of office support staff as assigned by the manager
Audit, Records & Process Improvement
Maintain an organised, complete and accessible financial filing system, both electronic and physical
Prepare schedules and supporting documentation for internal, external and donor audits and compliance reviews
Raise concerns about incomplete documentation, unusual transactions or control gaps promptly
Identify practical ways to improve record-keeping, payment processing and administrative coordination
Promote accountability, transparency and responsible use of organisational resources
Required Qualifications
Experience & Track Record
At least 3 to 5 years of relevant experience in a finance or accounting role, preferably within an NGO or donor-funded organisation
Practical experience in project accounting, budget monitoring, recording transactions, preparing reconciliations and checking supporting documentation
Experience using accounting software, preferably QuickBooks
Skills & Competencies
Strong attention to detail and the ability to identify inconsistencies in financial records
Proficiency in Excel for maintaining trackers, checking data and preparing financial schedules
Strong documentation, filing and record-management skills
Ability to organise work, meet deadlines and follow up on outstanding items independently
Clear written and spoken English, with the ability to communicate professionally with colleagues and suppliers
High integrity and discretion when handling funds, records and confidential information
A practical, cooperative approach to supporting colleagues and identifying and resolving financial control gaps
Knowledge & Network
A bachelor's degree in Accounting, Finance, Commerce, Business Administration or a related field
Working knowledge of donor reporting, not-for-profit accounting principles, internal controls and financial documentation
Working knowledge of Uganda's tax and statutory reporting requirements, including EFRIS
Understanding of procurement records, inventory tracking and asset registers
Preferred Qualifications
Progress towards CPA, ACCA or another recognised accounting qualification
Experience working in a not-for-profit or an organisation with geographically dispersed field teams
Compensation & Benefits
Competitive salary, commensurate with experience
Health insurance
21 days of paid time off (PTO)
Career growth and professional development opportunities
Regular performance feedback and learning opportunities
The opportunity to contribute to improving access to safe drinking water for schoolchildren
Location & Travel
This position is based in Kampala, Uganda. Domestic travel may be required for stock checks, administrative support or programme activities, up to approximately four weeks per year. Target start date: January 2027.
Reporting Structure
The Finance and Admin Associate reports to the Senior Finance and Administration Manager, and works closely with Operations, the Call Centre, the carbon team and office support staff, as well as suppliers and service providers.
Application Process
To apply, please submit an application here. Applications will be reviewed on a rolling basis.
Impact Water is an equal opportunity employer committed to diversity and inclusion. We encourage applications from candidates of all backgrounds, particularly those with lived experience in our countries of operation.
