THETA Uganda Finance & Administration Manager Jobs

THETA Uganda Finance & Administration Manager Jobs

Overall Purpose/Broad Function:

  • The Finance & Administration Manager (FAM) is a key member of the THETA Uganda’s Senior Management Team – with overall responsibility for financial management, compliance, human resources, and logistics. The FAM shall be the line supervisor for; Accountants, Finance Officers, Grants and Compliance Officers, Administrative Officer, Human Resources Officer as well as Transport and Logistics Officers. The Finance & Administration Manager will ensure a high standard of financial management and organizational administration for THETA Uganda and its projects.

    Key Duties and Responsibilities:

    Financial Management and Reporting but not limited to;

  • Ensuring that all income and expenditure for THETA Uganda is promptly and accurately recorded on accounting system and monthly books of accounts programme are closed, with all reconciliations accurately performed following internal reporting timetables and International Financial Reporting standard, International Accounting standard, GAAP, organizational policy and donor regulations

  • Providing high-quality, accurate, and timely reports and other financial information as requested to THETA Uganda/ Supervisors both for internal and external (donor) use.

  • Responsibility for cash flow management for THETA Uganda, including preparation of regular cash flow projections, reviewing cash requests from projects, preparation, and submission of cash flow requests, management of cash transfers to field and implementing partners, and submission of funding requests to donors when required.

  • Monitoring balances of all projects monthly to inform project funding requests, partner expenditure reports outstanding, and project close procedures

  • Closing out THETA Uganda projects in line with both THETA Uganda Project closeout policy and donor requirements.

  • Ensuring that invoices and other payment requests are thoroughly reviewed, coded, and approved; in line with organizational procedures and donor requirements, and paid promptly.

  • Ensuring monthly timesheets are completed where necessary and submitted on time.

  • Undertaking regular banking duties including making online payments, checking balances, prompt cash, and cheque deposits, collating bank statements, adding new signatories among others

  • To oversee and ensure delivery of project-level audits in line with internal and donor requirements.

  • Managing the payroll for THETA Uganda.

    Budgeting and budget management but not limited to;

  • Producing the annual budget for Secretariat, and monitoring expenditure against it.

  • Developing and providing the necessary annual budgeting tools to Project teams and ensure that the project’s annual budgets are in line with available budget caps and donor spending requirements.

  • Working with the Programme Managers, Regional Coordinators and other Budget-line officers to support and develop annual budgets and revise budgets as part of the regular forecasting process.

  • Ensuring that accurate and timely budgets and forecasts are fully coded for upload to the accounting system and submitted to the Executive Director

  • Ensuring alignment of budgets uploaded to the accounting system to donor approved budgets

  • Monitor project spend against donor approved budgets, and ensuring are variances are within approved limits

  • Regularly updating the database of standard costings for the THETA Uganda

  • Translating budgets for newly awarded projects into THETA Uganda Budget format and fully code for upload to the accounting system

    Ensuring organizational and team compliance with policies and procedures not limited to:

  • Regularly reviewing and updating policies and processes – ensuring they are fit for purpose and aligned with THETA Uganda, Government of Uganda, and donor requirements.

  • Ensuring that new staff have an appropriate and thorough induction on THETA Uganda policies and procedures – including training on the Code of Conduct and sign up for it.

  • Ensure that recommendations arising from internal and external audits are acted upon, and issued are addressed at Secretariat

  • Advice the Executive Director and the Finance Team on relevant budgetary control measures to address any identified weakness in policy and/or practice.

  • Ensure all procurement is carried out in adherence to THETA Uganda’s procurement policies and is aligned with relevant donor requirements.

  • To ensure compliance with statutory, Uganda Registration Service Bureau, Financial Intelligence Authority, Uganda Revenue Authority and NGO Board operational and reporting requirements.

  • Maintain good
    relations and compliance with all THETA Uganda Bankers

  • Ensuring partners, service providers, suppliers, and other third parties are issued with accurate, appropriate, and legally sound contracts promptly, and each contract analyzed and assessed to ensure that THETA Uganda is not exposed to financial and legal risks.

    Human resources, administration, and logistics and facilities management but not limited to:

  • Prepare and process monthly payroll for all staff in Uganda – ensuring statutory deductions are made and returns filed

  • Ensuring that the Administrative Assistant maintains full and accurate personnel files for the THETA Uganda staff, and ensure that the Project Implementation teams maintain up-to-date records at their level.

  • Ensuring that all recruitment carried out by THETA Uganda is carried out transparently and per internal policies and procedures. In particular, ensuring that roles are appropriately advertised, references are taken in line with THETA Uganda policies, and contracts are issued and signed.

  • Ensure that all staff probationary reviews, mid-year appraisals, and annual appraisals are conducted promptly.

  • Ensuring appropriate insurance policies are in place for all THETA Uganda staff and assets overseeing facilities and office management for the THETA Uganda Headquarter and project staff.

  • Overseeing logistical arrangements for the THETA Uganda Headquarter and project staff travel, and all overseas visitors

    Supervisory Responsibilities of the FAM Position:

  • The FAM shall be the line supervisor for; Accountants, Finance Officers, Grants and Compliance Officers, Administrative Officer, Human Resources Officer as well as Transport and Logistics Officers.

    Education/Professional Designations/Experience:

  • A Master’s degree in B.COM/BBA, accounting/ finance or equivalent from a recognized

  • Minimum of seven years of progressive financial management experience in both private and public sector required.

  • Possession of relevant professional qualification like ACCA, or CPA and at least 5 years of experience in financial management in a recognized institution or NGO.

  • Detailed understanding of Uganda Employment Act 2006 and its application in the workplace.

  • Excellent working knowledge of QuickBooks and Navision accounting systems or related Financial packages.

  • Experience in developing budgeting tools and templates for complex development projects and building the capacity of finance and non-finance staff to utilize them.

  • Experience in overseeing fleet, asset, and facilities management.

  • Experience in managing donor audits.

  • Experience in managing financial reporting for donor-funded projects.

  • Experience in overseeing or managing human resources and performance management.

    Other Skills

  • Good knowledge and appreciation of financial policies and regulations applicable to non-government organizations.

  • Computer proficiency especially in the use of accounting software.

  • Good working knowledge of finance and administration.

  • Good interpersonal and communication skills.

  • Team-oriented and capable of managing multiple tasks and ability to meet deadlines efficiently.

  • Excellent working knowledge of a major international accounting system.

  • Excellent knowledge of Uganda Tax Laws and their application in an NGO context.

  • Experience in producing complex budgets and monitoring expenditure against them.

  • Experience coordinating financial reporting across multiple offices or projects.

  • Experience in ensuring compliance with financial and administrative procedures across multiple office sites in rural locations.

  • Experience in producing financial statements and managing external audits.

  • Procurement management of both mid and high-value items using a variety of different tender processes.

  • Experience in managing financial reporting for international donors.

  • Experience in managing the payroll and statutory deductions

  • Experience in leading and building the capacity of others.

  • Experience in carrying out internal audits of field office operations.

  • Highly financially literate with excellent Excel skills.

    How to Apply

  • For more information and job application details, see; THETA Uganda Finance & Administration Manager Jobs

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