Community Finance & Administrative Officer

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.