Community Finance & Administrative Officer

The Community Finance & Administrative Officer (CFAO) is the financial backbone of the AsOne community. This role is responsible for the full cycle of community-level financial management from preparing monthly expense requisitions and managing the petty cash float, to overseeing revenue collection, maintaining the books of accounts, and ensuring the community operates in full compliance with AsOne’s Financial Management & Control SOPs. Alongside its financial duties, the role also carries responsibility for vendor management and stock management across the community’s entities, ensuring reliable, well-documented supplier relationships and accurate, well-controlled inventory. The Community Finance & Administrative Officer works directly under the Operations Manager and alongside the Community Manager, supporting day-to-day management tasks and acting as the Community Manager’s operational backup when needed. This is a role that demands exceptional honesty, meticulous record-keeping, and the discipline to follow financial controls consistently, understanding that strong systems protect both the organization and the people who work within it. AsOne’s guiding financial principle is simple: remove solo control over cash, shorten the cash lifecycle, and require evidence at every step. Location: Namutumba, Uganda (with periodic Central Office travel) 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 accoun

• 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.