AIRD NGO Jobs – Finance and Administrative Manager

Organisation: African
Initiatives for Relief and Development (AIRD)
Duty Station: Kampala,
Uganda
About US:
African Initiatives for Relief and Development (AIRD) was established
as a reaction to some thinking that Africans always need leadership from
outside even to help themselves or come to the rescue of their own kind when
mother nature shows them her other sides.
 Job Summary:  The Finance and
Administrative Manager (FAM) will be responsible for the financial and
administrative management of the country program office.
Key Duties and
Responsibilities: 
1. General Duties:
  • Ensure that accurate and up-to-date
    information of the host Government and partners is disseminated to the
    Country Program Director (CPD) in time.
  • Endeavors that effective organizational
    relationships and networks with public, private and NGO partners is
    promoted; liaise with host Government/UNHCR and other lead agency
    representatives;
  • Establishes and maintains effective
    communications with UNHCR and other lead agencies regarding program
    development, funding opportunities, financial matters, agreements and
    staffing;
  • The incumbent will ensure that a strong
    and functional participatory management system is in place and that the
    image of AIRD in the country is consistent with AIRD’s mission, vision and
    values and protects AIRD’s interests and assets.
  • Send regular reports to AIRD CPD on
    matters related to Admin/finance.
  • Maintains regular and transparent
    communication with CPD in a spirit of shared successes and joint problem
    solving;
  • Supervise directly the works of the
    support staffs in Admin/Finance Department and gets hands on information
    on the entire admin/finance matters of AIRD through the managers at
    different levels.
  • Actively participate actively in preparing
    project proposals and budgets for the entire operations.
  • Ensure all admin/finance reports are
    submitted to the relevant financiers in time
  • Provide head office with reports as
    requested
  • Perform any other tasks as directed by CPD
    or CEO
2. With regard to Administrative duties, the Admin/finance Manager is
responsible for:
  • Ensure the proper implementation of the HR
    Policies and Procedures Manual
  • Ensuring that office Procedures are
    maintained in accordance to the project regulations & the staff
    contracts.
  • Supervising directly the works of the
    admin/finance personnel in the Department including all field or sub
    offices
  • Ensuring that all staffs are issued timely
    with letters of appointment, contracts, job descriptions and ID cards
    after approval and authorization from the CPD.
  • The incumbent will be ensuring that all
    personnel files are kept updated at all times, with the correct
    enclosures.
  • Responsible for the management of leave
    schedules for all staff, as authorized and approved by the supervisors
  • Ensuring that staff performance
    evaluations are conducted annually.
  • Ensuring that all office equipment &
    other assets are kept in good working condition.
  • Actively monitor the use of office
    telephones, and ensure that calls are made for official project affairs
    only and private calls made are refunded.
  • Being an active participant in Country
    Management Team meetings, taking minutes and sharing same with the team.
3. With regard to Finance duties, the Admin/Finance Manager is
responsible for:
  • Ensure the proper implementation of the
    Finance Policies and Procedures manual
  • In charge of ensuring at all times that
    UNHCR’s/donors and AIRD’s rules and regulations regarding financial
    management are adhered to.
  • Ensuring that the CPD has timely &
    accurate information regarding the budget balances of the project(s).
  • Responsible for preparing and sending
    regular financial reports to UNHCR after an endorsement by the CPD as per the
    UNHCR and AIRD rules and regulations.
  • Preparing and sending regular financial
    reports to other donors after an endorsement by the CPD as per the
    agreements signed
  • Monitoring and controlling the cash flow
    and the budget utilization.
  • Ensuring that fund utilizations are at all
    times within allocated budgets.
  • Ensuring Staff salaries and all other
    staff obligations are paid on time as per the labor law of the country (
    ie. Uganda NSSF, PAYE) Group Accident insurance, medical insurance and
    security are paid for in time and in accordance to the provisions of the
    budget.
  • Ensure utility companies provide timely
    bills and that payments are processed in accordance with consumptions and
    are within allocated budget.
  • Ensuring all financial documents on file
    bear the correct budget coding.
  • Verifying financial documents before
    approval for payment by the CPD or the OIC.
  • In charge of preparing Local purchase
    orders (LPOs) to suppliers and/or contracts in reference to the requested
    items and ensuring that the procurement procedures are followed.
  • Conducting regular internal self auditing
    and ensuring external audit requirements are fulfilled.
  • Ensure closing of projects annually with
    the necessary reporting being done on time
  • Counter checking and verifying monthly
    bank reconciliations.
  • Conducting regular cash count and control.
  • Ensuring double entry Accounting System is
    maintained at all times.
  • Ensuring that all transactions are entered
    into the appropriate books of accounts.
  • Conducting monthly trial balance for both
    local & foreign currencies every month.
  • Being the focal person, receiving and
    facilitating external
Qualifications, Skills and
Experience: 
  • The candidate should preferably hold an
    advanced Diploma or Bachelor degree in Finance or Accounting. Possession
    of a Masters of Business Administration (MBA), Accounting or Finance.
  • The applicant should hold full
    professional accounting qualification i.e. ACCA/CPA or equivalent
  • At least five to seven years’ experience
    in financial management, of program with annual budget of at least $1
    Million
  • Three years’ experience in a Managerial
    role
  • Proficiency in computer skills,
    spreadsheet, accounting packages (QuickBooks, ACCPAC) communication
    packages and Ms Word, excel, Power Point;Strong analytical, communication
    and problem solving skills is necessary along with capacity to identify
    and articulate potential problems and provide possible solutions in
    concise and clear manner.
  • Past experience in working with
    international development partners, international nongovernmental organization
    (INGOs) and donors (in particular UNHCR experience) is an asset.
  • Past experience working with ethnically
    diverse communities and with projects implementing gender mainstreaming
    strategies.
  • Demonstrate high level written and verbal
    communication skills in English and French is an advantage
How to Apply: 
All suitably qualified candidates should send an application letter in
English stating their qualifications and experiences, and why you’re suitable
for the position, together with latest updated C.V by email to Musarait.k@airdinternational.org
NB: Please note that only
shortlisted candidates will be contacted.
Deadline: 30th April
2015.

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