FINANCE & ADMINISTRATION OFFICER

JOB DESCRIPTION

Department Finance & Administration

Duty Station Ishaka, Uganda

Reports To Operations Manager

Job Purpose

The Finance & Administration Officer is responsible for the hotel’s day-to-day finance, accounting, treasury,procurement coordination and general administration. The role supports accurate financial reporting, revenue

assurance, cost control, regulatory compliance and effective use of hotel resources.

Key Duties and Responsibilities

A. Finance, Accounts and Revenue Assurance

 Reconcile the hotel Property Management System (PMS), restaurant and bar point-of-sale reports, banqueting

income and other sales against receipts and prepare a daily revenue report for management.

 Maintain accurate records of income, expenses, receivables, payables, journals and supporting documents.

 Prepare corporate guest folios, event/function invoices and credit-account statements; follow up with clients on

outstanding balances and support timely collections.

 Prepare monthly management accounts and departmental profit-and-loss reports for rooms, food and beverage,

laundry and other relevant departments.

 Analyse revenue, expenditure and variances, highlighting unusual trends and recommending corrective action.

 Coordinate weekly food and beverage stock counts with the Storekeeper and Chef; calculate food and beverage

cost percentages, investigate variances and update menu costing records.

 Prepare payroll and related schedules for permanent, casual and other eligible staff; reconcile service-charge

distribution and support timely statutory deductions and filings, including PAYE, NSSF, LST, VAT and withholding

tax, as applicable.

 Maintain complete, audit-ready vouchers, invoices, receipts, ledgers and other accounting records.

B. Treasury and Cash Management

 Prepare daily cashier closing reports, reconcile cash and electronic collections, and ensure cash is secured and

banked promptly.

 Prepare weekly cash-flow forecasts and monitor liquidity to support operational needs.

 Manage petty cash and departmental floats, including issuance, reconciliation and surprise cash counts; promptly

investigate and escalate shortages.

 Reconcile bank accounts, POS machine settlements and mobile-money transactions, including MTN and Airtel

channels.

 Process approved supplier and operational payments through authorised channels and maintain an up-to-date

payment register.

 Safeguard banking credentials, tokens, cash and other financial instruments in line with approved controls.

C. Procurement, Stores and Asset Control

 Coordinate procurement of fresh produce, dry goods, beverages, cleaning materials, office supplies and other hotel

requirements in accordance with approved procedures.

 Obtain and document competitive quotations where required, prepare purchase documentation and ensure

purchases have the appropriate approvals.

 Verify deliveries against purchase orders and goods-received notes, checking quantity, quality, weight and expiry

dates before acceptance.

 Ensure stock is stored appropriately, stock cards or inventory systems are updated, and first-in, first-out (FIFO)

principles are applied where appropriate.

 Maintain the fixed-asset and furniture, fixtures and equipment (FF&E) register, track asset movements and

coordinate records of repairs and disposals.

D. Administration, Compliance and Records

 Coordinate renewal and documentation of relevant operating licences, permits, tourism-related requirements,

trading licences and fire-safety requirements.

 Maintain staff attendance, shift-roster and leave records, and support onboarding, offboarding and disciplinary

documentation in coordination with management.

 Monitor office supplies and routine administrative requirements and support efficient use of utilities and other

resources.

 Maintain secure physical and electronic filing for finance, procurement, staff and other business records, observing

confidentiality and data-protection requirements.

 Support internal and external audits, provide requested schedules and documents, and follow up on agreed

corrective actions.

 Carry out other finance and administrative duties reasonably assigned by the Operations Manager.

Qualifications and Experience

 Bachelor’s degree in Accounting, Finance, Business Administration or a related field from a recognised institution.

 Practical knowledge of bookkeeping, reconciliations, financial reporting, budgeting and internal controls.

 Knowledge of Uganda’s relevant tax, payroll and statutory compliance requirements.

 Experience in hotel finance, hospitality accounting, cash management, procurement or a similar environment is an

advantage.

 Proficiency in Microsoft Excel and accounting software; familiarity with hotel PMS and POS systems is an added

advantage.

Required Skills and Competencies

 High integrity, accuracy and attention to detail.

 Strong numerical, analytical and reconciliation skills.

 Planning, organisation and deadline management.

 Ability to communicate effectively and work collaboratively with front office, restaurant, bar, kitchen, stores and

management teams.

 Confidentiality, sound judgement and a proactive approach to resolving discrepancies.

Key Performance Indicators (KPIs)

 Financial accuracy and timely reporting: daily revenue reports and reconciliations completed; monthly management

accounts submitted by the fifth day of the following month, with no material errors.

 Revenue assurance and cash management: daily reconciliation of PMS, restaurant/bar POS and actual collections;

unexplained cash shortages investigated and escalated promptly; debtor collections actively followed up.

 Cost control and inventory: reliable food and beverage cost records, documented stock counts, investigated

variances and effective monitoring of expiry dates and stock-outs.

 Regulatory compliance and treasury: statutory filings, payments and licence renewals completed by applicable

deadlines, with no avoidable penalties.

 Procurement and administration: purchases appropriately approved and documented; supplier records maintained;

essential office supplies and licences monitored.

How to Apply:

All applications will be received and Reviewed through BrighterMonday Portal by Clicking on the 'Apply Here' section

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