Finance & Admin Director NGO Employment Opportunity – African Initiatives for Relief and Development (AIRD)

Organisation: African
Initiatives for Relief and Development (AIRD)
Duty Station: Kampala,
Reports to: CEO or OIC
About US:
Initiatives for Relief and Development (AIRD) was first established in 2006 by
concerned African professionals with the common ambition and determination to
contribute towards the movement of Africans taking the lead in addressing
relief, rehabilitation, and development programs within the continent. Since
then we have aspired to advance our services and expertise outside of Africa to
the world at large.
Job Summary:  The Finance & Admin Director will have primary
responsibility for the financial & personnel administration of all the
countries AIRD works in; including the HQ. The incumbent will also be expected
to provide high professional expertise in the conduct of financial and administration
affairs relating to the projects/programs in Africa and Head office’s
administration as well as training and mentoring for staff as needed.
Key Duties and Responsibilities: 
Implements human resources strategies by
establishing department accountabilities, including talent acquisition,
staffing, employment processing, compensation, health and welfare benefits,
training and development, records management, safety and health, succession
planning, employee relations and retention,
Manage the maintenance of personnel files including
administration of timesheet, leave records and payment schedules of salaries
and benefits at HQ of all expatriate staff
Prepare staff contracts and get the necessary
Actively participate in the hiring of expatriate as
and when required
Ensure compliance with local laws including legal
registrations, tax administration, statutory remittances and reporting and
liaison with local authorities where HQ has offices and branches
Ensure office administration activities are
performed with efficiency and are in compliance with AIRD SOPs and the laws of
the land
Work collaboratively as necessary with in-house
technology especially for improving information and record management for
personnel and office administrative management.
Manage and train support staff to improve quality
and efficiency of administrative matters
Maybe required to fill in the post of Acting FAM
when FAM is on holiday or an emergency occurs
Induction of all new FAMs with the standard policies
and procedures of AIRD and donor requirements
Ensure the full implementation of the Human
Resources SOPs throughout AIRD programs
Financial Accounting:
Prepare and submit monthly, quarterly and year-end
financial statement of the project activities for HQ. This include period-end
closings, bank and cash reconciliation, monthly sub-ledger balancing, review
and verifications of all payments, inter-funds, inter-company reconciliations,
preparing month-end journal entries, trail balances, posting general ledger and
maintaining the chart of accounts.
Support the country program finance team to
implement new accounting system in the field offices if and when required
Ensure the implementation of the Finance SOP
throughout AIRD programs
Audits, Systems and internal Controls:
Organize with external auditors to complete annual
audit for HQ offices and branches. This will involve preparation of detailed
working papers, financial statements and documents relating to policies and
Ensure updating and compliance of all field manuals
(procurement, finance and HR)
The incumbent will support audits commissioned by
donor agency if and when required
Manages internal audits of projects/programs
implemented by AIRD
Ensure the full implementation of administrative
procedures and technology that enhances efficiency.
Implement the accounting systems and ensure that it
meets the key requirements relating for reporting to key stakeholders including
segregation of donor funds and reporting to the various donors
Work in liaison with the country program offices to
develop accounting manuals for field offices. Implement all accounting and
financial procedures, financial control mechanisms for all Project activities,
and update the accounting manual as need arises.
Ensure sub-grantees’ financial accounting/reporting
comply with donor requirements. Ensure implementation of necessary financial
controls and due diligence (review of periodical reports, frequent monitoring
visit and internal audits etc).
Financial Management:
Ensure that all financial tasks required (planning,
reporting, monitoring, auditing etc) in accordance with the Donor contract and
AIRDs SOPs are carried out in an efficient and timely manner in each of the
countries we are working in.
Actively monitor performance to budget for the
project and ensure that all Project staffs are informed of significant issues
and development with regard to the financial management and monitor of the
Provide regular variance analysis of project
implementation and offer recommendation for possible improved courses of action
to ensure efficient use of project funds.
Monitor and forecast cash requirement to meet
administrative and program expenditure and make timely advances requests to
Work closely with bank officials, auditors, local
government officials for financial operations and related matters.
Facilitate smooth implementation of contracts of
procurement of goods and services as required by Project activities, plan and
budget as and when required in accordance with the SOPs.
Participate in strategic planning and design and
support program team to build and develop accurate annual budget and financial
expenditure plans each year and monitor progress.
Financial Reporting to HQ:
Conduct regular financial analysis and assist
Country Offices in preparation of financial reports that are accurate, timely,
that meet requirements specified by the donor and AIRDs SOP.
Support the Country Program Directors in preparation
of project reporting to Donors and including annual work plans and budgets if
Respond to request as appropriate for information
from Project staff, CMT, project partners and HQ Senior management.
Respond orally and in writing to inquiries
concerning the project.
Perform any other duties as required.
Qualifications, Skills and
The applicant must hold an Advanced Diploma or
Bachelor degree in Finance or Accounting. Possession of a Masters of Business
Administration (MBA), Accounting or Finance.
Professional Accounting qualification i.e. ACCA/CPA
or equivalent is mandatory.
At least five to seven years’ experience in
financial management, of program with annual budget of at least $20 Million.
Five years in a senior managerial role.
Working knowledge of program management
Working knowledge of donor groups and/or issues
related to the program area
Proficiency in computer skills, spreadsheet,
accounting packages (QuickBooks, ACCPAC) communication packages and Ms Word,
excel, Power Point, etc
Excellent 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 exposure and experience in working with
international development partners, international nongovernmental organization
(INGOs) and donors (in particular UNHCR experience) is an asset
Previous experience working with ethnically diverse
communities, nationalities and with projects implementing gender mainstreaming
Languages: Must be fluent
in English, French – written and verbal, and Arabic is desired.
Personal Competencies:
Behave Ethically: Understand
ethical behavior and practices, and ensure that own behavior and the behavior
of others is consistent with these standards and aligns with the values of the
Build Relationships: Establish and
maintain positive working relationships with others, both internally and
externally, to achieve the goals of the organization.
Communicate Effectively: Speak, listen
and write in a clear, thorough and timely manner using appropriate and
effective communication tools and techniques.
Creativity/Innovation: Develop new
and unique ways to improve operations of the organization and to create new
Focus on Donor Needs: Anticipate,
understand, and respond to the needs of internal and external donors to meet or
exceed their expectations within the organizational parameters.
Foster Teamwork: Work cooperatively
and effectively with others to set goals, resolve problems, and make decisions
that enhance organizational effectiveness.
Lead: Positively
influence others to achieve results that are in the best interest of the
Make Decisions: Assess
situations to determine the importance, urgency and risks, and make clear
decisions which are timely and in the best interests of the organization.
Organize: Set
priorities, develop a work schedule, monitor progress towards goals, and track
details, data, information and activities.
Plan: Determine
strategies to move the organization forward, set goals, create and implement
actions plans, and evaluate the process and results.
Solve Problems: Assess problem
situations to identify causes, gather and process relevant information,
generate possible solutions, and make recommendations and/or resolve the
Ensuring value for money i.e. program/project
Ability to work under hardship environment and with
minimum supervision
How to Apply: 
All applicants
should send their application letters stating qualification and experience, and
why they are most suitable for the position, together with latest updated C.V.
by email to hr@airdinternational.org
Deadline: 27th November 2015
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