QSSU-HE-FAM-FINANCE AND ADMINISTRATION MANAGER
KAMPALA, Uganda
Full Time
Experienced
About this job
Q-Sourcing Limited trading as Q-Sourcing Servtec is a manpower management solutions firm operating in the East African Region in the countries of Uganda, Kenya, Tanzania, Rwanda, and South Sudan.
On behalf of our client HEKS/EPER, we are looking for competent, skilled, and experienced Finance and Administration Manager to work in Uganda.
JOB SUMMARY
The primary responsibility of this position will be accounting/financial management and office administration for HEKS/EPER in Uganda and South Sudan. S/he will report directly to the Country Director (CD) based in Uganda.
The Finance and Administration Manager will be responsible for overseeing the administrative and financial management, accountability requirements and, together with the CD, the human resources management of the office. This position must assure the contractual integrity of all agreements entered into by the office, managing the procurement process and looking out for the organisation's interests. The Manager will assist staff in implementing and complying with financial and administrative procedures to ensure compliance with regulations and serve as the financial liaison to the organization (CO and HQ), local partners, and other implementing units.
DUTIES AND RESPONSIBILITIES
Financial and Administrative Management.
- Ensures compliance, maintaining an administrative and financial office system in accordance with all HEKS/EPER’s policies and procedures, but primarily the Field Financial and Administration Guidelines (FFAG).
- Bookkeeping to be conducted in a computerised double-entry accounting software with accrual principles.
- Maintaining a complete and structured electronic and physical documentation and filing system (e.g. bookkeeping, HR, procurement, project documents).
- To supervise all Cash Receipts and Payments and to ensure that Cash Receipts and Payments
- Journals are written up daily and balanced.
- To ensure that Daily/Monthly Reconciliations are done for Cash at Hand, Bank, and other subsidiary accounts.
- Preparing, checking and submitting monthly financial reports to the CD containing budget to actual expenditure information and providing updates during the Team Coordination Meetings.
- Preparing, checking and submitting the quarterly reports (group reporting) to the HQ. This includes the balance sheet, income statement and cash flow forecast of the CO or any other required information.
- Preparing a draft of the annual and phase country programme budget (incl. partner organisations) together with the CD.
- Checking, approving and settling monthly bills and monthly payroll for accounting
Processes payroll, and other employee expense reimbursements, remits tax and other government contributions and reports to local agencies. - Working with the CD to formulate, review and implement the “Rules on Financial and Material Responsibilities” for the country office.
- Ensuring that all financial transactions of the CO are as low risks as possible: payments made via bank transfers with double signatures, trustworthy bank, separation of duties, etc.
- Working with the CD to formulate, update and implement the “Staff Regulations” for the CO.
- Ensuring compliance with all local legal requirements and obligations (such as tax, PAYE, social security, etc.) and deductions are remitted to the concerned authority before the 15th of each month.
- Liaise directly with the Uganda Revenue Authority and submit Withholding tax reports, etc., as required.
- Ensuring the preparation of documentation for the audit (external and internal) and that the audit is carried out in a timely fashion, as well as the implementation of the audit recommendations.
- Ensuring that HEKS/EPER’s procurement and logistics procedures are followed and aligned with best practices, local legislations, and donor requirements and standards.
- Chair the procurement Committee and develop framework agreements and contracts as required.
- Ensuring that HEKS/EPER’s HR procedures are adhered to and supporting the CD in all required tasks.
- To maintain proper and updated records of all assets (fixed and movable).
- To ensure that general fiscal regulations are adhered to and that statutory payments are effected within the set time limits.
- Develop and/or review ToRs and contracts with suppliers, vendors and consultants as directed by the CD.
- Conduct routine assessments of the processes and procedures adopted and implemented in each field office.
Support to Partner Organizations
- Upholding good relationships with HEKS/EPER’s partner organisations and stakeholders.
- Conducting on-site financial monitoring of partners on a regular basis, preferably quarterly. Analysing the information in the partners’ recordkeeping and reporting system and reporting key findings to the CD (and if severe to the DO). For doing so, it is recommended that the FAM visit partner organisation for at least 10 days per month for checks and training. Producing financial monitoring reports and a list of recommendations to be sent to the partners.
- Ensuring that all financial transactions of the partners are as low risks as possible: payments made via bank transfers with double signatures, trustworthy bank, segregation of duties, etc.
- Supporting the partner organisations with all their questions regarding financial and administrative management. Providing ongoing technical assistance to the POs in the development of effective and reliable financial management systems.
- Training partners on HEKS/EPER’s accounting regulations, budget, administration, risk management and reporting guidelines according to the FFAG.
- Reviewing, checking and finalising partner’s budgets (including checking against price index)
- and comparing the partners’ accounting to the financial reports.
- Checking the partners’ financial reports and cash flow forecast, identifying problems and risks and communicating back to partners for correction/clarification as well as reporting them to the CD and PO.
- Ensuring that the CO and the partners meet all deadlines otherwise reminding them proactively.
- Monitoring of the flows of funds between the HQ and the partner as well as between the CO and the partner.
- Assessing new partners with respect to their financial and administrative capabilities.
- Ensuring that partner organisations are audited in time and in line with HEKS/EPER’ requirements. Checking the audit reports of partners and ensuring that the audit findings/recommendations are implemented within a reasonable time.
- Ensuring that the CO and partner organisations pay all legal, statutory and tax-related obligations.
Administration and Programme
- Maintaining an appropriate filing system for the project to accommodate all aspects of HEKS/EPER’s work according to FFAG.
- Supporting the Country Director in organising and conducting consultants’, Auditors, Control Unit Team members, and partners’ visits, training sessions and meetings.
- Ensuring the proper use and maintenance of HO equipment and office supplies, bringing any problems to the attention of the Country Director.
- Ensuring that HEKS-EPER’s capital assets inventory information is recorded.
QUALIFICATIONS, SKILLS AND EXPERIENCE
- University Degree at Master’s level in Finance and Accounting.
- Minimum 7 years relevant experience in a similar senior finance function in an international NGO or NPO.
- Proven ability for budgeting, cash flow forecasting, and financial analysis, monitoring and reporting.
- Excellent knowledge of all relevant national and international accounting standards.
- Proven capability to provide support, guidance and training to internal and external stakeholders.
- Previous work experience in monitoring and generating financial reports for internationally funded tenders and mandates.
- Proven knowledge and experience in Risk Management.
- Experienced in logistics and human resources.
HEKS/EPER values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities.
How to apply:
All candidates who meet the criteria outlined as above are encouraged apply under the job vacancy "QSSU-HE-FAM-FINANCE AND ADMINISTRATION MANAGER"
Note:
Only shortlisted applicants will be contacted.
The deadline for applications is not later than 05:00 pm Wednesday 27th November, 2024
Q-SOURCING SERVTEC IS AN EQUAL OPPORTUNITY EMPLOYER. ANY SOLICITATION WILL LEAD TO DISQUALIFICATION
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