Our client an international humanitarian organisation, which assists and protects victims of armed conflicts and other situations of violence is looking to delegate for the following position:
Working hours: 48 hours a week
Purpose of the post:
The Finance & Administration Manager is responsible for the set up and management of the administrative structure of the organisation delegation in Kampala, Uganda. (S)he is accountable for the integrity of the financial and analytical account-ing, as well as for reporting. Oversees all financial resources and administrative aspects of the country organi-zation. Is the financial and economic advisor to the department heads, providing essential management sup-port to the entire structure. The function plays a vital role in running the office in an efficient manner, contrib-uting to the smooth implementation of the organisation’s humanitarian operations.
MAIN RESPONSIBILITIES AND TASKS
Responsible for the financial management of the organisation Uganda delegation reviewing and enforcing internal rules and ensuring strict compliance
Trains and coaches all staff on financial regulations including briefings for all incoming staff.
Administers the delegation's funds, verifies and approves requisitions and expenses within budget,
Prepares and conducts monthly financial meetings with Heads of departments on expenditure and fore-casts.
Submits quarterly reports on expenditure and forecasts to the Finance department at Headquarters.
Report and give feedback to the audit department on monthly accounting queries.
Ensures appropriate use of Time Reporting system by all users and coaches those who require assistance.
Oversees the activities of cash, liquidity, movements, and forecasts.
Oversees relations with authorities and financial institutions.
Prepare, present and defend the annual budget for the country.
Responsible for ensuring follow up and action of audit corrective measures.
Responsible for all administration databases for accounting, budgeting, payroll, insurance, etc.
Consolidates “financial aspect of the operational risks” and any breach of compliance with financial impact.
Responsible for the monthly, quarterly and annual financial reports.
Prepares and presents analytical analysis on a quarterly basis to heads of departments.
Conducts quarterly Budget reviews vis-a-vis expenditure and advises operational departments.
Preparing and disseminating reports on environmental protection measures
Administration Team management:
Supervises, supports and manages the administration team (finance, human resource, travel, IT/Radio and premises and accountant of the upcountry office).
Participates in the management of employment conditions (work contracts, remuneration systems, etc).
Oversees the application and adherence to internal regulations and is involved in the formulation
Participates in recruitment process and ensures adherence to the institutional policies and guidelines.
Participates in approval for promotions, external trainings, sanctions and dismissals
Supervise management of all legal matters in consultation with the institution lawyer
Ensures equity in the annual appraisal exercise.
Analyses and validates accommodation policy in compliance with financial standards and the real estate market.
Identifies appropriate premises (offices, residences) in safe and secure environments.
Negotiates lease agreements for premises and establishes agreements in line with regulations.
Supervises staff responsible for maintenance and construction works in all the organisation's premises.
Responsible for inventory of all furniture & equipment and submits annual valuations for insurance purpos-es
Maintains regular contacts with outsourced companies providing services e.g. security, fumigation, etc.
Ensures environmental protection measures are put in place and monitored closely.
Supervises the IT and radio staff
Supervises attribution and maintenance of IT/IS equipment within the Delegation.
Approves all orders and purchase of IT and radio equipment.
Ensures relevant licences for radio and satellite equipment are valid.
Handles insurance claims on any losses of staff property during travels.
Holds administrative briefings for all new staff (local and expatriate).
Management of the insurance database while guiding other departments
Acts as the main liaison with the institution Lawyer for all legal matters
The employee may be asked to perform duties and task not covered in the job description as well as to provide support to other departments when necessary.
Minimum required knowledge and experience:
An honours degree from a recognized university in Commerce/Finance/Business Administration with a bias in accounting.
Professional qualification in accounting (including but not limited to ACCA, CPA among others)
Minimum 5/6 years work experience in a similar field
Excellent command of written and spoken English, French an asset
Confirmed team leadership and communication skills
Proficient computer skills, especially in spreadsheets and Powerpoint
Confirmed analytical skills
• Over 30 years of age
• Very good organizational and management skills
• High sense of responsibility and ability to take initiative and work independently
• Flexible and high level of tolerance
• Very good interpersonal skills
Interested candidates will have to send their applications with a detailed CV indicating email and phone contacts, copies (not originals) of academic and work certificates, indicating a minimum of three professional referees to the email below.
Only applications that fulfil the criteria stated above will be considered.