Job Title: Finance and Admin Manager
Organisation: African
Initiatives for Relief and Development (AIRD)
Initiatives for Relief and Development (AIRD)
Funding Source: United Nations
High Commissioner for Refugees (UNHCR)
High Commissioner for Refugees (UNHCR)
Duty Station: Kampala,
Uganda
Uganda
About US:
African Initiatives for Relief and Development (AIRD) is a
non-governmental, non-political, non-religious and non-profit making
organization with the main aim of protecting and seeking durable solutions for
Refugees and IDPs in Africa in partnership with UNHCR, the UN refugee agency.
non-governmental, non-political, non-religious and non-profit making
organization with the main aim of protecting and seeking durable solutions for
Refugees and IDPs in Africa in partnership with UNHCR, the UN refugee agency.
Job Summary: The Finance and
Admin Manager will take overall responsibility for the financial and
administrative management of the country program office.
Admin Manager will take overall responsibility for the financial and
administrative management of the country program office.
Key Duties and
Responsibilities:
Responsibilities:
·
Ensure that accurate and up-to-date information
of the host Government and partners is disseminated to the Country Program
Director (CPD) in time
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
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
Establishes and maintains effective
communications with UNHCR and other lead agencies regarding program
development, funding opportunities, financial matters, agreements and staffing
·
Endeavors to 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
Endeavors to 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
·
Prepares and submit regular reports to AIRD CPD
on matters related to Admin/finance
Prepares and submit 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
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
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
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
Ensure all admin/finance reports are submitted
to the relevant financiers in time
·
Provide head office with reports as requested
Provide head office with reports as requested
Administrative Duties:
·
Ensure the proper implementation of the HR
Policies and Procedures Manual
Ensure the proper implementation of the HR
Policies and Procedures Manual
·
Ensure that office Procedures are maintained in
accordance to the project regulations & the staff contracts
Ensure 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
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
Ensuring that all staffs are issued timely with
letters of appointment, contracts, job descriptions and ID cards after approval
and authorization from the CPD
·
Ensure that all personnel files are kept updated
at all times, with the correct enclosures
Ensure that all personnel files are kept updated
at all times, with the correct enclosures
·
Management of leave schedules for all staff, as
authorized and approved by the supervisors
Management of leave schedules for all staff, as
authorized and approved by the supervisors
·
Ensure that staff performance evaluations are
conducted annually
Ensure that staff performance evaluations are
conducted annually
·
Ensure that all office equipment & other
assets are kept in good working condition
Ensure that all office equipment & other
assets are kept in good working condition
·
Regularly monitor the use of office telephones,
and ensure that calls are made for official project affairs only and private
calls made are refunded
Regularly 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
Being an active participant in Country
Management Team meetings, taking minutes and sharing same with the team
Finance Duties:
·
Ensure the proper implementation of the Finance
Policies and Procedures manual
Ensure the proper implementation of the Finance
Policies and Procedures manual
·
Ensuring at all times that UNHCR’s/donors and
AIRD’s rules and regulations regarding financial management are adhered to
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)
Ensuring that the CPD has timely & accurate
information regarding the budget balances of the project(s)
·
In charge of preparing and sending regular
financial reports to UNHCR after an endorsement by the CPD as per the UNHCR and
AIRD rules and regulations
In charge of preparing and sending regular
financial reports to UNHCR after an endorsement by the CPD as per the UNHCR and
AIRD rules and regulations
·
Responsible for preparing and sending regular
financial reports to other donors after an endorsement by the CPD as per the
agreements signed
Responsible for preparing and sending regular
financial reports to other donors after an endorsement by the CPD as per the
agreements signed
·
In charge of monitoring and controlling the cash
flow and the budget utilization
In charge of monitoring and controlling the cash
flow and the budget utilization
·
Ensuring that fund utilizations are at all times
within allocated budgets
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
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
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
Ensuring all financial documents on file bear
the correct budget coding
·
Responsible for verifying financial documents
before approval for payment by the CPD or the OIC
Responsible for verifying financial documents
before approval for payment by the CPD or the OIC
·
Preparing Local purchase orders (LPOs) to
suppliers and/or contracts in reference to the requested items and ensuring
that the procurement procedures are followed
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
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
Ensure closing of projects annually with the
necessary reporting being done on time
·
Counter checking and verifying monthly bank
reconciliations
Counter checking and verifying monthly bank
reconciliations
·
Conducting regular cash count and control
Conducting regular cash count and control
·
Ensuring double entry Accounting System is
maintained at all times
Ensuring double entry Accounting System is
maintained at all times
·
Ensuring that all transactions are entered into
the appropriate books of accounts
Ensuring that all transactions are entered into
the appropriate books of accounts
·
Conducting monthly trial balance for both local
& foreign currencies every month
Conducting monthly trial balance for both local
& foreign currencies every month
·
Act as the focal person for receiving and
facilitating external
Act as the focal person for receiving and
facilitating external
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate should preferably hold a
Masters of Business Administration (MBA), Accounting or Finance
The ideal candidate should preferably hold a
Masters of Business Administration (MBA), Accounting or Finance
·
Advanced Diploma or Bachelor degree in Finance
or Accounting
Advanced Diploma or Bachelor degree in Finance
or Accounting
·
Professional accounting qualification ACCA/CPA
or equivalent is a must
Professional accounting qualification ACCA/CPA
or equivalent is a must
·
At least five to seven years’ experience in
financial management, of program with annual budget of at least $1 Million
At least five to seven years’ experience in
financial management, of program with annual budget of at least $1 Million
·
A minimum of three years minimum experience in a
senior managerial role
A minimum of three years minimum experience in a
senior managerial role
·
Three years of minimum experience in managing
donor funds/budgets/reporting (UNHCR experience is an advantage)
Three years of minimum experience in managing
donor funds/budgets/reporting (UNHCR experience is an advantage)
·
Must be bilingual English and French – written
and verbal
Must be bilingual English and French – written
and verbal
·
Proficiency in computer skills, spreadsheet,
accounting packages (QuickBooks, ACCPAC) communication packages and Ms Word,
excel, Power Point;
Proficiency in computer skills, spreadsheet,
accounting packages (QuickBooks, ACCPAC) communication packages and Ms Word,
excel, Power Point;
·
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.
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.
·
Previous experience in working with
international development partners, international nongovernmental organization
(INGOs) and donors (in particular UNHCR experience) is an asset
Previous experience in working with
international development partners, international nongovernmental organization
(INGOs) and donors (in particular UNHCR experience) is an asset
·
Broad knowledge of program management
Broad knowledge of program management
·
Knowledge of donor groups and/or issues related
to the program area
Knowledge of donor groups and/or issues related
to the program area
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
organization
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
organization
·
Build Relationships: Establish and
maintain positive working relationships with others, both internally and
externally, to achieve the goals of the organization
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
Communicate Effectively: Speak,
listen and write in a clear, thorough and timely manner using appropriate and
effective communication tools and techniques
·
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
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
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 organization
Lead: Positively influence others to
achieve results that are in the best interest of the organization
·
Make Decisions: Assess situations to
determine the importance, urgency and risks, and make clear decisions, in
conjunction with the S.O.M. or C.P.D., which are timely and in the best
interests of the organization as authorized
Make Decisions: Assess situations to
determine the importance, urgency and risks, and make clear decisions, in
conjunction with the S.O.M. or C.P.D., which are timely and in the best
interests of the organization as authorized
·
Organize: Set priorities, develop a
work schedule, monitor progress towards goals, and track details, data,
information and activities
Organize: Set priorities, develop a
work schedule, monitor progress towards goals, and track details, data,
information and activities
·
Solve Problems:
Solve Problems:
o Assess
problem situations to identify causes, gather and process relevant information,
generate possible solutions, and make recommendations and/or resolve the
problem
problem situations to identify causes, gather and process relevant information,
generate possible solutions, and make recommendations and/or resolve the
problem
o Ensuring
value for money ie. program/project monitoring
value for money ie. program/project monitoring
o Ability
to work under hardship environment and with minimum supervision
to work under hardship environment and with minimum supervision
How to Apply:
All suitably qualified and interested candidates must send an
application letter stating qualifications and experience, and their suitability
for the position, together with latest updated C.V. by email to
[email protected]
application letter stating qualifications and experience, and their suitability
for the position, together with latest updated C.V. by email to
[email protected]
Deadline: 21st
November, 2016
November, 2016
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