Job Title: Manager Finance & Administration
Organization: Uganda Local
Governments’ Association (ULGA)
Governments’ Association (ULGA)
Duty Station: Kampala, Uganda
Reports to: Secretary
General
General
About US:
The Uganda
Local Governments’ Association (ULGA) is an Association for Local Governments
in Uganda that was formed in 1994 with the mandate to unite Local Governments,
and provide them with a forum through which to come together and give each
other support and guidance to make common positions on key issues that affect
Local Governance. ULGA carries out this mandate through lobbying, advocacy and
representation of Local Governments at local, National and International fora.
Its ultimate goal is to promote and build Democratic and Accountable Local
Governments capable of delivering Efficient and Sustainable Public Services to
the people of Uganda. Our current strategic focus is in the areas of lobbying
and advocacy; institutional strengthening; increasing services to members and
facilitating local economic development.
Local Governments’ Association (ULGA) is an Association for Local Governments
in Uganda that was formed in 1994 with the mandate to unite Local Governments,
and provide them with a forum through which to come together and give each
other support and guidance to make common positions on key issues that affect
Local Governance. ULGA carries out this mandate through lobbying, advocacy and
representation of Local Governments at local, National and International fora.
Its ultimate goal is to promote and build Democratic and Accountable Local
Governments capable of delivering Efficient and Sustainable Public Services to
the people of Uganda. Our current strategic focus is in the areas of lobbying
and advocacy; institutional strengthening; increasing services to members and
facilitating local economic development.
Job Summary: The Manager
Finance & Administration will give financial management direction /
leadership and guidance and ensure ULGA’s overall strategic objectives are met
within the framework of the ULGA’s Financial Management policies and procedures
and the requirements of local and international financial management are
adhered to and complied with
Finance & Administration will give financial management direction /
leadership and guidance and ensure ULGA’s overall strategic objectives are met
within the framework of the ULGA’s Financial Management policies and procedures
and the requirements of local and international financial management are
adhered to and complied with
Key Duties and Responsibilities:
1.
Co-ordinate and guide the annual budgeting, forecasting and strategic planning
exercise and ensure that these are consistent with best practices and in
accordance with specific needs of development partners and ULGA:
Co-ordinate and guide the annual budgeting, forecasting and strategic planning
exercise and ensure that these are consistent with best practices and in
accordance with specific needs of development partners and ULGA:
·
Coordinate the process of financial forecasting for
the 5-year strategy (includes translating the program plans into financial
forecasts)
Coordinate the process of financial forecasting for
the 5-year strategy (includes translating the program plans into financial
forecasts)
·
Initiate the development of the financial strategy
Initiate the development of the financial strategy
·
Regularly review ULGA Finance Strategy, ULGA
strategy identifying the annual strategic financial implications for ULGA and
develop a broad budgeting, planning agenda/ share with the Finance team for
implementation
Regularly review ULGA Finance Strategy, ULGA
strategy identifying the annual strategic financial implications for ULGA and
develop a broad budgeting, planning agenda/ share with the Finance team for
implementation
·
Review and update a resource Allocation Framework
for effective allocation of financial resources
Review and update a resource Allocation Framework
for effective allocation of financial resources
·
Review various financial budgeting and reporting
documents to ensure they are in line with approved budget submitted to relevant
stakeholders/ donors/ partners
Review various financial budgeting and reporting
documents to ensure they are in line with approved budget submitted to relevant
stakeholders/ donors/ partners
·
Prepare financial forecasts of income and
expenditure
Prepare financial forecasts of income and
expenditure
·
Regularly review, revise and update ULGA budgets
Regularly review, revise and update ULGA budgets
·
Check appropriate levels of resources at
department/directorate levels as well as any members implementing ULGA Projects
Check appropriate levels of resources at
department/directorate levels as well as any members implementing ULGA Projects
·
Prepare detailed expenditure budgets and summary
budget tables
Prepare detailed expenditure budgets and summary
budget tables
2.
Develop frameworks for timely financial and management reporting and
communicate to the teams, Review and Submit financial reports to the Board,
Secretary General, management, donors, as specified in the ULGA Financial
Policies and Management Framework:
Develop frameworks for timely financial and management reporting and
communicate to the teams, Review and Submit financial reports to the Board,
Secretary General, management, donors, as specified in the ULGA Financial
Policies and Management Framework:
·
Review and submit management reports (tables),
Financial Returns to, board and management and donors & relevant
stakeholders
Review and submit management reports (tables),
Financial Returns to, board and management and donors & relevant
stakeholders
·
Prepare and issue year end processing guidelines
Prepare and issue year end processing guidelines
·
Review reporting system for effective monitoring of
finances of ULGA and recommend improvements accordingly
Review reporting system for effective monitoring of
finances of ULGA and recommend improvements accordingly
3.
Develop, review, evaluate, and implement an internal control system to maintain
the financial integrity and comply with established ULGA corporate policies as
laid down in Policies and Procedures:
Develop, review, evaluate, and implement an internal control system to maintain
the financial integrity and comply with established ULGA corporate policies as
laid down in Policies and Procedures:
·
In charge of authorization of payments/sign Cheques
and Web banking
In charge of authorization of payments/sign Cheques
and Web banking
·
Review cash remittances requests to donors and from
members implementing ULGA programs (if any)
Review cash remittances requests to donors and from
members implementing ULGA programs (if any)
·
Review and disseminate changes /updates in the ULGA
Finance Policy Manual
Review and disseminate changes /updates in the ULGA
Finance Policy Manual
·
Review period end processes and Procedures
Review period end processes and Procedures
·
Regularly check whether resource reserve levels at
Department/Directorate levels comply with the stipulated ULGA policy guidelines
Regularly check whether resource reserve levels at
Department/Directorate levels comply with the stipulated ULGA policy guidelines
4.
Develop the capability of non-finance staff in finance for non-finance and
support financial capacity building for LGs/members in line with ULGA policies
and Strategy:
Develop the capability of non-finance staff in finance for non-finance and
support financial capacity building for LGs/members in line with ULGA policies
and Strategy:
·
Prepare capacity building material to address the
current training needs
Prepare capacity building material to address the
current training needs
·
Carry out training of finance and non-finance Staff
Carry out training of finance and non-finance Staff
·
Discuss and review and prepare training report
Discuss and review and prepare training report
·
Develop and supervise the implementation of annual
capacity building programs for non-finance staff and LGs/members
Develop and supervise the implementation of annual
capacity building programs for non-finance staff and LGs/members
5.
Provide support and guide grants and contracts management to ensure adherence
and compliance with ULGA policies & donor requirements:
Provide support and guide grants and contracts management to ensure adherence
and compliance with ULGA policies & donor requirements:
·
Review of proposal budgets and project risk matrices
Review of proposal budgets and project risk matrices
·
Regularly review of donor reports for compliance
with signed MOUs
Regularly review of donor reports for compliance
with signed MOUs
·
Review of donor agreements
Review of donor agreements
·
Review and approve the Donor Management Tracking frameworks/
tools for ULGA
Review and approve the Donor Management Tracking frameworks/
tools for ULGA
·
In charge of addressing donor queries and concerns
on financial issues
In charge of addressing donor queries and concerns
on financial issues
6.
Supervise, and manage finance staff and functions in line with the HR Manual,
Finance Policy:
Supervise, and manage finance staff and functions in line with the HR Manual,
Finance Policy:
·
Prepare, agree and communicate leave plan and ensure
adequate cover and staffing in event of absence
Prepare, agree and communicate leave plan and ensure
adequate cover and staffing in event of absence
·
Develop work plans and set performance targets for
finance staff
Develop work plans and set performance targets for
finance staff
·
Assess staff requirements and initiate/or make
recommendations of filling the gap
Assess staff requirements and initiate/or make
recommendations of filling the gap
·
Setting up an enabling environment for staff performance,
recognize and reward
Setting up an enabling environment for staff performance,
recognize and reward
·
Conduct scheduled staff appraisals
Conduct scheduled staff appraisals
·
Organize and plan for staff development and training
Organize and plan for staff development and training
7.
Liaise with internal and external auditors, communicate audit schedules and
time tables to staff and follow-up on implementation of audit recommendations:
Liaise with internal and external auditors, communicate audit schedules and
time tables to staff and follow-up on implementation of audit recommendations:
·
Discuss and prepare the engagement terms
Discuss and prepare the engagement terms
·
Coordination of external audits and respond to audit
queries
Coordination of external audits and respond to audit
queries
·
Enforce and follow up and the implementation of
audit recommendations
Enforce and follow up and the implementation of
audit recommendations
·
Develop and prepare an updates and integrated audit
action plan
Develop and prepare an updates and integrated audit
action plan
8.
Provide technical advice and support on program financial matters to the
Secretary General, donors, ULGA members and other staff as required from them:
Provide technical advice and support on program financial matters to the
Secretary General, donors, ULGA members and other staff as required from them:
·
Interpret to users the financial policy and
procedure manual
Interpret to users the financial policy and
procedure manual
·
Providing guidelines on exchange rate movements, inflation
trends and other micro economic factors
Providing guidelines on exchange rate movements, inflation
trends and other micro economic factors
·
Technical advice on cost ratios and overheads cost
consciousness
Technical advice on cost ratios and overheads cost
consciousness
9.
Review and approve Expenditure documents/reports and appropriate use of assets,
facilities, materials, staff salaries and all other expenditures in line with
the Organisation’s financial policies and procedures:
Review and approve Expenditure documents/reports and appropriate use of assets,
facilities, materials, staff salaries and all other expenditures in line with
the Organisation’s financial policies and procedures:
·
Approve & authorization of Payments, Check &
approve the pay roll
Approve & authorization of Payments, Check &
approve the pay roll
·
In charge of checking and approving bank and ledger
Reconciliations
In charge of checking and approving bank and ledger
Reconciliations
·
Reviewing and approving contracts in line with the
finance and procurement policies of ULGA
Reviewing and approving contracts in line with the
finance and procurement policies of ULGA
10.
Participate in Management meetings and make presentations to the Board, advise
on optimal resource utilization and strategic decision making and follow up and
report on agreed action points in line:
Participate in Management meetings and make presentations to the Board, advise
on optimal resource utilization and strategic decision making and follow up and
report on agreed action points in line:
·
Prepare and make presentations on financial matters
in the meetings
Prepare and make presentations on financial matters
in the meetings
·
Provide financial advisory services to ULGA senior
management
Provide financial advisory services to ULGA senior
management
·
Follow-up and implement key actions agreed on issues
affecting the finance function in ULGA
Follow-up and implement key actions agreed on issues
affecting the finance function in ULGA
11.
Maintain the integrity of ULGA’s Financial Information Management systems and
ensure regular backups of financial information to minimize risk / impact or
loss of data:
Maintain the integrity of ULGA’s Financial Information Management systems and
ensure regular backups of financial information to minimize risk / impact or
loss of data:
·
Check Continuity and functioning of ULGA’s finance
information system and other systems platforms ensuring timely renewal of
licenses, access and necessary authorizations
Check Continuity and functioning of ULGA’s finance
information system and other systems platforms ensuring timely renewal of
licenses, access and necessary authorizations
·
Schedule periodic data backup for the Financial
Information systems in line with backup guidelines
Schedule periodic data backup for the Financial
Information systems in line with backup guidelines
·
Review system versatility (as well as system
improvement proposals) and identify system weaknesses and flaws and recommend
changes to the relevant development project team
Review system versatility (as well as system
improvement proposals) and identify system weaknesses and flaws and recommend
changes to the relevant development project team
12.
Identify finance-related knowledge needs for ULGA and its members, coordinate
the generation, storage and access to knowledge in line with the ULGA’s
Strategy:
Identify finance-related knowledge needs for ULGA and its members, coordinate
the generation, storage and access to knowledge in line with the ULGA’s
Strategy:
·
Define key financial information requirements of
stakeholders and develop mechanisms for periodic provision of this information
Define key financial information requirements of
stakeholders and develop mechanisms for periodic provision of this information
·
Represent the organization / Unit in various
finance-related knowledge sharing and learning forums, document and share
feedback with the team
Represent the organization / Unit in various
finance-related knowledge sharing and learning forums, document and share
feedback with the team
·
Champion and track the use of finance-related
knowledge in ULGA and amongst its members
Champion and track the use of finance-related
knowledge in ULGA and amongst its members
·
Track trends in contemporary financial management
practices, document and provide advice/ recommendations on key developments to
ULGA Management
Track trends in contemporary financial management
practices, document and provide advice/ recommendations on key developments to
ULGA Management
Qualifications, Skills and Experience:
·
The applicant for the Manager Finance &
Administration job opportunity should hold an Honours Bachelor’s Degree in
either Commerce (Accounting) or Business Administration (Accounting) or
Business Studies (Accounting) or Finance and Accounting with full Professional
Accounting Qualifications such as ACCA, CPA, ACIS, CIMA
The applicant for the Manager Finance &
Administration job opportunity should hold an Honours Bachelor’s Degree in
either Commerce (Accounting) or Business Administration (Accounting) or
Business Studies (Accounting) or Finance and Accounting with full Professional
Accounting Qualifications such as ACCA, CPA, ACIS, CIMA
·
At least five years’ experience, with three at
management level in accounting and finance preferably in local government or
private or the NGO sector
At least five years’ experience, with three at
management level in accounting and finance preferably in local government or
private or the NGO sector
·
Working knowledge of donor financial accounting
procedures
Working knowledge of donor financial accounting
procedures
·
GAAP, IAS/AFRS accounting requirements and budgeting
GAAP, IAS/AFRS accounting requirements and budgeting
·
Computer literacy skills i.e. proficiency in Word,
Excel, financial information systems, vision excel and executive, as well as database
and accounting packages.
Computer literacy skills i.e. proficiency in Word,
Excel, financial information systems, vision excel and executive, as well as database
and accounting packages.
·
Tax laws and systems in Uganda
Tax laws and systems in Uganda
·
Working knowledge of Operations of sub grant partners/community
based organizations
Working knowledge of Operations of sub grant partners/community
based organizations
·
Budgeting and budgetary control skills
Budgeting and budgetary control skills
·
Excellent analytical skills
Excellent analytical skills
·
Asset/inventory management skills
Asset/inventory management skills
·
Capacity building skills
Capacity building skills
·
Good communication and networking skills
Good communication and networking skills
·
Proven integrity
Proven integrity
·
Excellent interpersonal skills
Excellent interpersonal skills
NB: This is a re-advertisement so those who applied for these jobs in November 2015 don’t need to apply again.
How to Apply:
All suitably qualified and interested candidates should send a filled application form, Download Here, and send it to: [email protected]
Deadline: 11th January 2016
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