Finance and Administration Officer - Ubora Institute

A Pan-African non-profit organization incorporated in Ghana in October 2015 as a company limited by guarantee under the Companies Code, 1963 (Act 179), with an operational base in Accra, Ghana. The organization empowers and equips health systems in Africa and other lower and middle-income countries. The organization’s mission is to achieve optimal health and healthcare for every child, woman, and man by making the Institute the leader in Africa for the design, capacitation, dissemination, implementation, and evaluation of the quality of care health programs through policy engagement and the application of improvement science.

Job Description

Location: Onsite, Accra, Ghana

Reporting to: Operations Director

The organization is seeking a competent, trustworthy, and experienced Finance and Administration Officer to assist with financial management and administrative operational functions, filing of supporting document, compliance with donor, statutory, and organizational requirements.

Role Summary

The Finance and Administration Officer will assist the Operations Director and the BFCC Director with managing the organization’s finances, administration, and support services. The role requires strong financial expertise, excellent organizational skills, and the ability to supervise support staff while maintaining high standards of accountability and efficiency.

Key Responsibilities

Finance and Accounting

• Assist the Operations Director in preparing and managing donor and organizational budgets, forecasts, and cash flow plans
• Maintain accurate financial records in compliance with donor and statutory requirements
• Assist the Operations Director in the preparation of monthly, quarterly, and annual financial reports
• Record all financial transactions into Ubora’s accounting systems, including QuickBooks
• Support in the preparation of monthly foreign currency schedules.
• Support in the preparation of monthly With-Holding Taxes (WHT) Schedules.
• Ensure timely filing and payment of all statutory deductions (e.g., PAYE, SSNIT, and Tier 2 Pension Payments)
• Handle and manage Ubora’s petty cash and ensure proper documentation and controls
• Support the Operations Director in coordinating external audits, filing of audited reports, and implementation of audit recommendations.
• On behalf of the Operations Director, liaise with banks, donors, auditors, and regulatory authorities (GRA, SSNIT, Pension Fund Manager, etc.,) for information and required documents.

Administration and Operations

• Assist the Operations Director in the day-to-day administrative and office operations oversight role.
• Assist in managing the procurement of office supplies and services in line with Ubora’s procurement policies
• Assist in overseeing transport and fleet management, including vehicle maintenance and fuel control
• Maintain and update Ubora’s property and assets, including asset registers and inventories
• Assist the Operations Director in the supervision of support staff, including drivers, cleaners, and security personnel
• Ensure proper filing, documentation, and record-keeping (physical and electronic)
• Support human resource administration, including document preparation (contracts, staff records, and onboarding) and filing.
• Assist the Operations Director in ensuring compliance with internal policies, donor requirements, and applicable laws

Management and Other Functions

• Assist in identifying areas/sections requiring revisions in Ubora’s financial and administrative policies and procedures
• Support project/technical teams with financial planning and budget monitoring
• Provide guidance to project/technical teams on financial and administrative procedures
• Perform any other duties as assigned by management in line with the role

Required Skills or Experience

Person Specification

The candidate must have good experience in finance, accounting, compliance, and general administration in an NGO environment and knowledge of the health sector in a developing country context.

The table below details the requirements:

Qualifications and Experience

• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field
• Part Professional qualification (CPA, ACCA, CIMA, or equivalent) is an added advantage
• Minimum of 5 years’ relevant work experience, preferably in an NGO or donor-funded organization
• Proven experience using QuickBooks or similar accounting software
• Demonstrated experience with payroll systems and statutory compliance
• Strong knowledge of financial management, administration, and internal controls

Skills and Competencies

• High level of integrity, accountability, and attention to detail
• Strong organizational and multitasking skills
• Excellent analytical, problem-solving, and reporting abilities
• Ability to work independently and under pressure
• Good communication and interpersonal skills

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