The Ugandan Jobline

• Ensure that the country office finance
  functions are in line with the IRC global finance policy and established
  organizational practices
• Ensure that donor rules and regulations are
  adhered to in finance management of specific projects
• Establish and implement Uganda specific
  finance systems, and guidelines
• Work in liaison with the Country Director to
  discuss on finance management policies and provide timely advice on any
  issues related to compliance, fraud, under or over spending of project
  grants and finance staffing issues
• Closely look at the issue of cost
  effectiveness and provide recommendations and guidance to the management
  team
• Understand and share information related to
  local government (throughout Uganda) statutory requirements related to
  financial issues and ensures compliance with tax regulations and any other
  legal requirements

• The incumbent will also ensure that
  established internal control systems for IRC are in place. Review on
  effective implementation of these systems regularly and reporting any
  discrepancies to the Country Director
• Manages the protection of the country’s
  assets (cash, inventory, NEP) through the enforcement of internal control
  policies and procedures
• Ensure that the authorization matrix for the
  country program is updated and approvals are in line with the matrix
• Keenly review should include the allocation
  of salaries based on timesheets, and an overall assessment of the general
  controls that are in place, provide recommendations if necessary.
• Document in-country policies regarding
  advances and maximum cash balances and general cash and banking situation
  in the Country Office
• Regular review for adequacy and
  reasonableness, the documentation for delineating authority for approving
  transactions, procurements, disbursements
• Ensure that authorized signatory list and
  bank information forms are regularly updated and hardcopies are on file
• Identify requirements for and develop
  reporting formats to aid in the management of IRC Uganda program
  operations and grant expenditures.
• Undertake internal control audits, report the
  same and in discussion with the CD, initiate actions necessary to correct
  any internal control weaknesses.
• Facilitate and co-ordinates external,
  internal, donor or government audits
• Use the Field Office Monitoring tool to
  ensure effective finance function at field offices
• Documentation- ensure that all relevant
  finance documents are appropriately filed (soft and print copy), ensuring
  quality referencing for the filed documents, safety of the documents
• Establish and implement practices to ensure
  efficient and seamless support and coordination with the field offices
• Carry out regular field office visits in
  order to support, guide and monitor implementation of internal controls,
  identify support needs, and train finance and non finance staff
• Use the Field Office Monitoring Checklist
  (FOMC) as a tool to ensure effective finance function at field offices
• Regularly monitor program activities in line
  with donor proposals and share observations with the concerned team
  members
• Undertake monitoring of the partner
  organizations and provide training on IRC and donor guidelines
• Ensure that cash transfers to the field
  offices are taking place and any challenges are communicated and addressed

• Prepare and submit monthly financial reports
  as stipulated with the IRC Finance Manual- ensuring integrity of information
  and explanations, and timely submission
• Prepare and submit donor reports as and when
  necessary- ensuring reporting in the due format of the donors, accuracy of
  information and timely submission
• Keenly analyze finance information to
  generate information on overall finance management issues- i.e. spending
  trends, operation vs program costs, funding gaps, funding pipeline
  analysis for 2-3 years etc
• Ensure timely preparation of various monthly
  finance reports for the country program and provide the same for approval
  of the Country Director. The reports include- trial Balance, collate bank
  statements, monthly financial grants summary, monthly grants tracking
  sheet, monthly reconciliation file etc
• Prepare monthly budget vs actual (BVA) report
  for all donor grants and share the same with senior management team.
  Participate in BVA review meetings and share any observations and
  recommendations 
• Update the operating budget for the country
  program on an ongoing basis specifically highlighting issues around over and
  under budgets, funding gaps for specific field sites and positions or
  costs, and share recommendations

• In compliance with IRC policy, establish
  country policies regarding cash holding limits, cash movements and foreign
  currency holdings.
• Ensure the development and implementation of
  a plan to minimize the country’s foreign exchange exposure to currency
  gains and losses.
• Liabilities – Severance/Accounts
  Payable/Taxes Payable- ensure that the IRC severance policy is not in
  conflict with local labor laws; ensure that items in accounts payable
  relate to open grants; discuss the office methodology for accrual and
  payment of taxes to ensure it is in compliance with local law.
• Oversees all country office bank relations
  and bank account activities including negotiation of fees, interest and
  currency exchange rates.
• Design, implement, and monitor systems,
  procedures and reporting necessary to maintain on current basis accurate
  forecasts of cash requirements for meeting future spending, including
  commitments entered into and which obligate IRC to future spending.
• Manage the preparation of Cash Transfer
  Requests to New York and ensures that appropriate balances are maintained
  to facilitate grant implementation.
• Use the SUN finance software in performing
  various finance functions- reporting to the IRC head office, coding of
  expenses, information consolidation and reporting

• Responsible for the preparation and revision
  of program and grant proposals and budgets in line with donor guidelines,
  and IRC and donor formats
• Keep the country operating budget as a
  reference in development of grants budgets
• Guide finance and non-finance staff in
  preparation of grant budgets and review the same
• Keenly review and finalize partner grant
  budgets ensuring cost effectiveness, clarity of budgets

• Supervise and oversee all finance staff
  within the country program- Kampala and field offices (8  staff)
• Ensure regular training of the staff on
  compliance issues and monitor performance
• Organize a finance workshop (every 4 months)
  for all finance team and
• Guide the Country Director on finance
  staffing issues for the country program, including issues of non-performance,
  staffing gaps, training needs etc
• Identify capacity building needs for the
  finance staff and ensure their participation in relevant training
• Carry out regular training and orientation of
  the non-finance staff on issues such as preparation of budgets, BVA report
  analysis and monitoring of spending

• The ideal candidate should preferably hold a
  Bachelor’s degree in Accounting, Business Administration, Commerce or
  Finance from a recognized institution and a Master’s degree in Accounting
  or ACCA/CPA
• At least five years’ experience at a senior
  supervisory level (finance functions) with international organizations
• Previous experience with donor (DFID, EU,
  USAID, UN etc) regulations, budgets and reporting requirements
• Past experience in overseeing budgets above
  USD 5 million
• Demonstrated experience in working with
  computerized accounting systems preferably in SUN, standard spreadsheet
  and database programs
• Willingness and ability to undertake field
  travel and spend quality time monitoring operations
• Must be sincerely committed to staff
  coaching, training and mentorship, with demonstrated success in this area.
  

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