International Non-profit Jobs – Finance Manager at Marie Stopes

Job Title:  Finance Manager
Organization: Marie
Stopes
Duty Station: Kampala,
Uganda
Reports to: Finance
Director
Job Reference:
REF007/02/2015
About MSI:
Marie Stopes International
exists to bring quality family planning and reproductive healthcare to the
world’s poorest and most vulnerable people. We’ve been delivering family
planning, safe abortion, and maternal health services for over 35 years. Millions
of women worldwide turn to us for help each year, whether in limiting the size
of their families, or avoiding dangerous complications in pregnancy or unsafe
abortion.
Job Summary:  The Finance Manager will be responsible for
overseeing the finance team dedicated to the effective and appropriate
management of all funding supporting Marie Stopes Uganda.  The incumbent is also responsible for all
financial management, project financial reporting, and oversight of all
financial and administrative activities to ensure full compliance with MSI and
donor regulations and policies.  The
Finance Manager will have a critical obligation to work closely with the
management of MSU to ensure that all financial documentation prepared and
submitted to our donors is correct, complete and appropriate.  Expertise in project related financial
management and social enterprise financing are essential to success.
Key Duties and Responsibilities: 
1. Financial Reporting is
accurate timely and enables business management according to agreed or amend
plans:
  • Prepare
    and submit monthly, quarterly and annual programme financial and related
    reports to the Finance Director, the CD and donors according to agreed
    timetables. All reports must conform to MSU and/or donor specific formats.
  • Perform
    and present inter-company reconciliations to MSI, Finance Director, and CD
    according to an agreed timetable.
  • Prepare
    and agree year-end accounts with external auditors and resolve all audit
    queries within your control by end of March of each calendar year.
  • Prepare
    and agree annual project reports with external auditors and resolve all
    audit queries within your control according to an agreed timetable.
2. General Ledger is upto date
and reconciled accurately and in line with policy:
  • Ensure
    routine reconciliation of all general ledger account balances.
  • Payroll
    Management -ensures that staff are paid accurately and on time
  • Regularly
    review and approve monthly payrolls
  • Oversee
    the remittance of NSSF, PAYE and Local Service Tax deductions to NSSF, URA
    and Local service tax centres, as appropriate, on a timely basis
3. Business is supported
through organisational working capital management where accurate and timely
cash flow and stock oversight enables work to continue uninterrupted:
  • Design
    and develop a cash flow forecasting model for all service delivery
    channels with appropriate team lead and COP.
  • Prepare
    and send monthly cash flow forecasts to ensure efficient implementation of
    programme work plans.
  • Prepare
    and submit monthly aged schedules of debtors and creditors to the Director
    Finance.
  • Manage
    monthly reconciliations of accounts receivable balances with client
    statements. Reconciling items should be investigated and resolved
    promptly.
  • Ensure
    that working advances are properly and accurately accounted for on a
    timely basis in accordance with MSI Uganda’s financial policies and
    procedures manual.
  • Manage
    the monthly reconciliations of supplier statements. Outstanding balances
    must be cleared appropriately and promptly.
  • Actively
    monitor service delivery team performance in terms of monthly stock
    reconciliations and ensure stock movements are properly entered in SUN.
  • Manage
    all programme funds including Petty Cash oversight.
  • Regularly
    review and approve monthly bank reconciliation statements for unusual items
    and agree appropriate investigations to ensure smooth financial
    operations.
4. Accurate and accessible
Financial Records are held for audit and reference purposes:
  • Oversee
    the development of a proper filing system for all financial transactions
    allocable to donor projects.
  • Ensure
    files are appropriately stored and compliant with donor financial
    regulations to facilitate the audit process.
5. Timely and accurate
business planning and budgeting are supported according to policy and tracked
to enable business decision making:
  • Assist
    the Finance Director in preparing all donor budgets and annual Business
    Plan.
  • Develop
    high quality project budgets and monitor allocation of donor restricted
    income and expenditure to ensure effective utilization of donor resources.
  • Regularly
    review and initiate changes to financial policies and procedures approved
    by the Finance Director and MSu Board
  • Provide
    practice notes on financial policies and procedures manual to programme
    staff regarding any changes and to promote compliance.
  • Inform
    CD and FD of any variations beyond 10% from approved budget categories.
6. Leadership and development
of an excellent Finance Team performing at the top of its ability
  • Identify
    and review work and development objectives and opportunities for finance
    staff.
  • Conduct
    annual performance reviews for finance staff.
  • Conduct
    training needs assessments for the finance team by December of each
    calendar year and design corresponding training action plans to close
    identified skills gaps.
  • Develop
    and deliver training
  • Communicate
    HR regulations and policies to finance staff.
7. MSU’s Finance Management
Systems are fully operational and effective:
  • Design
    and maintain the interface between stock management systems, payroll, MIS
    and general ledger.
  • Coach
    and train finance staff on changes to the computerized financial
    management systems.
  • Develop
    and maintain the organization’s chart of accounts.
  • Design,
    review and maintain operator definitions and permissions to allow users
    access financial management information systems.
  • Develop
    and maintain analysis structures in SUN systems.
8. Management of MSI Uganda
Physical Assets:
  • Ensure
    fixed asset register is current in SUN accounting and GL (liaison with the
    Senior Manager of Logistics and Procurement essential).
  • Maintain
    and update the general ledger with all relevant details of asset disposals
    or repairs and ensure that these transactions are duly supported; in
    accordance with financial policies.
  • Regularly
    review and design random stock take processes to ensure that inventory
    records are up-to-date.
  • Review
    random and annual stock-take reports for exceptional variances and cause
    appropriate investigations to be carried out.
  • Design
    annual/statutory stock-take processes to support year-end financial
    statements.
  • Initiate
    and monitor periodic and year-end cash counts and reconcile the results of
    the counts to agreed floats.
  • Initiate,
    review and design physical asset inspection activities to ensure the
    company fixed asset register is accurate and up-to-date.
Qualifications, Skills and Experience: 
  • The
    Finance Manager should be a professional qualified accountant (ACA, ACCA,
    CIMA or CPA)
  • The
    applicant should hold a Bachelor of Accountancy degree or equivalent
    (Master’s desirable)
  • Significant
    financial management experience at a similar level (donor funded and
    private sector preferred)
  • Excellent
    knowledge of financial management systems and reporting
  • Working
    knowledge of donor contract requirements for budgeting and reporting
  • Ability
    to perform under pressure, handle heavy workloads, and meet stringent
    reporting deadlines
  • Possess
    the ability to identify and set performance deliverables
  • Excellent
    analytical skills
  • Practical
    experience with electronic accounting systems; knowledge of SUN Systems
    and mobile money essential
  • Ability
    to communicate effectively at all levels
  • Excellent
    verbal, written and presentation skills
  • Cross-functional
    team player
  • Proven
    leadership and management skills that motivate high performing teams and
    encourage innovation and creativity
  • The applicant should be fluent in more than one Ugandan language is desired 
The Finance Manager is required
to demonstrate our core values of:
  • Accountability
    of all staff to each other and our clients and stakeholders
  • Equality
    of opportunity and access
  • Value
    for money in the management of our resources
How to Apply:
All candidates who wish to join
Marie Stopes are strongly encouraged to send an updated CV and cover letter by
email to jobs@mariestopes.or.ug
NB:
Please do not attach transcripts
Deadline: Friday 13th March, 2015 by 5pm

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