Self Help Africa Head of Finance and Administration Jobs in Uganda
Self Help Africa Head of Finance and Administration Jobs in Uganda
About Self Help Africa, TruTrade and the Gorta Group: Gorta was formed in 1965 by the Irish government in response to the UN Food and Agriculture Organization’s call for countries to support long term agricultural and economic development in the world’s poorest regions. Today the Gorta Group is a group of innovative organizations driving sustainable economic and social change across Africa.
Self Help Africa (SHA) is an international NGO, dedicated to taking a business-like approach to reducing poverty in sub-Saharan Africa.
Under the overall managerial and administrative leadership of the SHA/TruTrade Country Director (CD), the Head of Finance and Administration will be directly responsible for the implementation and overall management of financial systems and controls of the Country Office and core administrative requirements.
Country Office Finance Management
Produce and submit monthly management accounts to Head Office (HO) based on the SHA management accounts with approval of the CD. Includes monthly and year to date project and donor expenditures, income and expenditure account, and other necessary information;
In conjunction with the Head of Programmes (HoP), responsible for the preparation and review of the monthly programme expenditure reports of the country office and projects;
Provide training and support to financial and non-financial staff regarding SHA’s financial procedures and internal controls, and programme management tools
Ensure effective management of CO and project budgets in liaison with Project Managers, HoP and CD, including CO and project budgets, budget monitoring, budget amendments;
Preparation of the year-end financial statements, arranging and ensuring the timely completion of the year end audit (accounting year end – 31 December);
Monitor and ensure programme and administrative spending are in line with agreed budgets, – identify potential under or over-spends and liaise with HoP, HO and donors as appropriate;
In conjunction with the finance team, schedule regular monitoring visits to, and internal audit of, local partner organizations, ensuring their financial systems and controls are of an appropriate standard to ensure security and effective management of funds advanced by SHA;
Provide advice on all financial and administration matters to senior management team;
Develop and oversee the implementation of office procedures and policies on financial and administration matters to ensure adherence to such by every staff member;
Check and approve payment documents, with reference to authority levels stated in the SHA operation manual, after checking completeness and accuracy; and,
Organize and participate in periodic audits based on contractual obligations and ensure the implementation of audit recommendations.
Review CO risk register with CMT to ensure that CO risks are effectively managed
Provide leadership to the Finance & Administration Department;
Ensure that procedures are adhered to by all staff in the country programme;
Where relevant, assist programme department staff in drafting, negotiating and issuing of contracts
Support programmes team in performing Due Diligence on partners, consortia members and suppliers where necessary;
Ensure reports are completed in accordance with deadlines and undertake report editing and review where necessary; and,
Ensure that appropriate SHA management, administration, personnel, logistic, finance, and communication systems are in place.
Human Resource Management
Oversee the administration of CO human resources processes including annual appraisals of direct reports in line with SHA’s Human Resource procedures;
Ensure timesheets are completed by all staff and appropriately approved;
Maintain good team communication, engender good team dynamics and take remedial action when problems occur in collaboration with CD;
Ensure procedural compliance for recruitment and contracting of staff; ensuring that all employees are presented with a letter of appointment and staff record are intact and updated as changes are effected;
Line manage all finance and administration staff, ensuring JDs are in place and performance management procedures are followed;
Work with CD to maintain up-to-date job descriptions for
all country programme staff;
Ensure all staff understand and sign-up wrongdoing policies and he/she shall monitor and report to the CMT possible breach of the policies;
Ensure procedural compliance for recruitment and contracting of staff; ensuring that all employees are presented with a letter of appointment and staff record are intact and updated as changes are effected.
Safety and Security
Ensure CO security guidelines are in place and reviewed at least bi-annually;
Ensure all safety or security incidents (fires, vehicle accidents, theft, etc.) are appropriately recorded and reported by project staff to relevant parties;
Ensure that appropriate security arrangements are in place for the CO (including all field offices), and this includes managing contractual arrangements with security companies or individuals and that security arrangements for property (motorcycles, vehicle, etc.) are in place; and,
Actively monitor field site safety and security and advise the CD about new developments.
Logistics/ Procurement / Assets Management
Review and maintain the fixed asset register on Salesforce, prepare quarterly updates of the fixed asset register and submit to HO;
Ensure compliance with donor visibility rules regarding assets;
Ensure adequate and appropriate insurance for staff and property is in place;
Ensure vehicle management policies are understood and followed by all staff. Includes monthly reports on car usage and charging to projects as appropriate.
Responsible for ensuring the efficient use and management of transport resources;
Provide leadership and supervise the procurement function and control and management of stock;
Oversee the Procurement Committee function and ensure that procurement procedures are followed by the committee, transparency maintained and value for money got for all procurements; and,
Ensure compliance with SHA logistics policy and relevant donor finance regulations.
In liaison with the CD, represent SHA at national, regional and international levels; to donors, local and national government authorities, other NGOs, and any other parties as required;
Support the CD’s strategic co-operation initiatives with government and national/international NGOs and CBOs active in the programme areas;
Provide cover for other posts when needed and carry out any other responsibilities as requested by the CD
Excellent verbal, analytical, organizational and written skills
People management skills
Proactive and motivated with a strong commitment to Self Help Africa’s vision, mission and values
Excellent ICT skills including a good knowledge of MS Office and accounting software
Attention to detail and the ability to produce timely and accurate financial reports
Knowledge and Experience
Minimum of BA Degree in Accounting/ Finance or related fields from recognized university.
Minimum of 15 years practical experience of which at least 5 years is at a senior management level, preferably in a mid to large international NGO.
Internationally recognized Accounting Qualification (CA, ACCA, CIMA, CPA).
Strong technical abilities and up to date knowledge of Generally Accepted Accounting Principles.
Experience in the preparation and review of management accounts and the ability to critically analyze a trial balance.
Experience of managing donor funds and contracts.
Experience in the preparation of year-end financial statements and managing annual external audits.
Experience of managing, training and supporting staff.
Willingness to travel nationally and internationally.
Experience working with partner organizations.
Experience of undertaking risk assessments, internal audits and/or assessing internal controls.
How to Apply
For more information and job application details, see; Self Help Africa Head of Finance and Administration Jobs in Uganda
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