Finance & Administration Coordinator NGO Careers – Farm Africa

Job Title:           Finance & Administration Coordinator
Organization: Farm Africa
Duty Station: Kampala,
Uganda,
Reports to: Country
Representative
About US:
Farm Africa is an international non-governmental organization working
to end hunger and bring prosperity to rural Africa. We work to increase the
incomes and improve food security of smallholder farmers, pastoralists,
agro-pastoralists, and forest dwellers in East Africa. A core part of our
strategy is to ensure that our interventions are both economically sustainable
and scalable. The systematic integration of market linkages in implementing
programmes is crucial to our ability to scale our interventions
cost-effectively.
Job Summary: The Finance
& Administration Coordinator will be responsible for ensuring a high
standard of financial management and organisational administration for Farm
Africa’s country office and projects in Uganda. Farm Africa has a rapidly
growing project portfolio in Uganda, and the post-holder will play a key role
in providing technical oversight and support for project finance teams and
establishing the finance and logistics functions for new projects.
Key Duties and Responsibilities:
Financial Management & Reporting
  • Responsibility for the quality, accuracy
    and timeliness of all financial information produced in and used by the
    Farm Africa Uganda Country Office (UCO)
  • Provide accurate and timely reports and
    other financial information as requested to the Finance Manager – Kenya
    & Uganda (FM), UK-based finance team, Country Representative Uganda
    (CRU) and Project Coordinators both for internal and external (donor) use
  • Keep an accurate record of financial
    reporting and audit requirements for Farm Africa projects in Uganda,
    working with Project Accountants to ensure accurate and timely delivery of
    required information
  • Work with the FM and CRU to ensure that
    donor reports are submitted in advance of funds being required, and that
    cash is collected on a timely basis from donors.
  • Responsibility for cash flow management
    for Farm Africa Uganda, including preparation of regular cash flow
    projections, reviewing cash requests from projects, preparation and
    submission of country-wide cash flow requests and management of transfer
    of cash to projects
  • Work with the FM and UK-based finance team
    to minimise the impact of foreign exchange changes on our finances
  • With support from the FM, prepare relevant
    statutory financial statements and manage the annual external audit for
    Farm Africa Uganda
  • To oversee and ensure delivery of
    project-level audits in line with donor requirements
Budgeting and budget management including:
  • Produce annual budgets for Uganda country
    office, and monitor expenditure against them.
  • Support the Project Accountants &
    Project Coordinators with producing annual budgets and revising budgets as
    part of the quarterly forecasting process as required planning process
  • Ensure that accurate and timely budgets
    and forecasts are shared with FM and submitted to the London office in
    line with the budget timetable.
  • Overseeing the monthly Budget Monitoring
    Reports (BMRs) review and feedback process for UCO and all projects in
    Uganda, ensuring BMRs are shared with project teams on a timely basis, the
    reasons for variances are understood and documented, and all queries from
    project teams are promptly acted upon.
  • With support from the CRU, develop draft
    budgets for funding proposals
Establish and ensure ongoing adherence to financial and administrative
systems and processes for Farm Africa Uganda.
  • Work with the CRU, FM and UK-based finance
    team to establish and formalise financial and administrative systems and
    processes for Farm Africa Uganda
  • Ensure that the field-based finance (and
    non-finance staff) are aware of and operating in line with Farm Africa
    Uganda’s financial and administrative systems and processes
  • Ensure that recommendations arising from
    internal and external audits are acted upon, and issued are addressed at
    both UCO and field offices
  • Advise the CRU & FM, on relevant
    budgetary control measures to address any identified weakness in policy
    and/or practice
  • Feedback any pertinent financial
    management issues to the FM and/or CRU
  • Ensure all procurement (both at the
    country office and field offices) is carried out in adherence to Farm
    Africa Uganda’s procurement policies
  • Work with the FM to identify potential
    financial reporting, tax, legal and other complexities arising from our
    work and, in conjunction with the UK and local advisors where appropriate,
    develop strategies to manage these
Maintain accurate financial records for Uganda Country Office – in
particular:
  • Promptly and accurately account for all
    UCO income and expenditure using QuickBooks
  • Timely authorisation, coding and payment
    of all UCO invoices and expenditures in line with Farm Africa procedures
  • Timely submission of month end data upload
    from QuickBooks to FM in accordance with Farm Africa month end reporting
    timelines
  • Prepare and submit accurate and timely
    monthly cash forecasts for Farm Africa Uganda, ensuring that enough cash
    is available for smooth implementation of the projects UCO activities at
    all time
  • Undertake regular banking duties including
    checking of balances, prompt cash and cheque deposits, collating bank
    statements etc., and acting as a bank agent for Farm Africa
  • Performing monthly general ledger
    accounting reconciliations and analysis ensuring accuracy of ledger and
    month end reporting in accordance with GAAP, organisational policy and
    donor regulations
  • Ensure monthly time sheets are completed
    where necessary and submitted on time to FM
Human resources, logistics and facilities management:
  • Prepare and process monthly payroll for
    all staff in Uganda
  • Manage personnel files for UCO team and
    ensure that project office teams maintain accurate personnel files
  • Oversight of all recruitment carried out
    by Farm Africa Uganda – with particular responsibility for ensuring that
    roles are appropriately advertised, references are taken in line with Farm
    Africa polices and contracts are issued and signed.
  • Support CRU and Project coordinators with
    recruitment – including assisting with shortlisting, scheduling of
    interviews and interviewing candidates as required
  • Ensure appropriate insurance policies are
    in place for Farm Africa staff and assets in Uganda
  • Facilities and office management for UCO,
    and oversight of project office facility management
  • Logistics management for UCO and all
    overseas visitors to Farm Africa Uganda



Qualifications, Skills and
Experience:  
  • The ideal candidate for the Farm Africa Finance
    & Administration Coordinator must hold a Degree in Accounting or
    Finance or other relevant field. Possession of professional CPA (III)
    Qualification is desired
  • At least five years of related experience
    working in an accounting position. Working for an INGO is an added
    advantage
  • Previous experience of HR and/or office
    management is desired
  • Experience of producing budgets and
    monitoring activities against them is mandatory.
  • The applicant must have experience in co-ordinating
    financial reporting across multiple offices or projects          
  • Previous experience in establishing and
    ensuring compliance with financial and/or administrative procedures across
    multiple office sites is mandatory
  • Experience of producing financial
    statements and managing external audits  
  • Procurement management of both mid and
    high-value items using a variety of different tender processes       
  • Strong written and verbal communication
    skills, including the ability to communicate with people from a broad
    range of backgrounds.        
  • The applicant must have good working
    knowledge of QuickBooks. Experience using SUN accounting systems is an
    added advantage
  • Good working knowledge of Microsoft Office
    programmes, in particular Word, Excel and PowerPoint
  • Experience in maintaining HR and personnel
    records is an added advantage
  • Experience of facilities and/or fleet
    management is desired
  • Previous experience of managing other
    staff is desired
  • Previous experience in administering
    payroll using an online system is an added advantage
  • Excellent knowledge and understanding of
    URA requirements and processes is desired
  • Able to work under own initiative   
  • Honesty and Integrity          
How to Apply:
All suitably qualified and interested candidates should send an updated
CV, salary history, and a two-page supporting statement detailing how you meet
the person specification to ugandarecruitment@farmafrica.org including ‘Finance
& Administration Coordinator’ in the subject line.
NB: Please DO NOT send additional documents such as certificates and
references with your application. Shortlisted candidates ONLY will be required
to provide these documents during the interview process.  Interviews are expected to take place w/c 15th
January2018 at Farm Africa’s country office in Kampala. Only shortlisted
candidates will be contacted.
Deadline: Friday, 5th January
2018 by 5.00pm EAT
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