Job
Title: Head
of Finance & Administration
Title: Head
of Finance & Administration
Organization: Straight
Talk Foundation (STF)
Talk Foundation (STF)
Duty Station: Kampala,
Uganda
Uganda
Reports to:
Executive Director
Executive Director
About US:
Straight Talk
Foundation (STF) is a health communications National Non Governmental
Organisation that was founded in 1993. For the past 25 years it has been the
leading provider of various social and behavior change communication programs
to various stakeholders in Uganda. The organization has immense experience in
the use of modern communication program approaches in addressing diverse health
and development issues. STF implements activities through print, radio and face
to face communication. Its programs and interventions target young people as
its primary audience, while parents and teachers are its secondary audience.
STF utilises highly effective behaviour change communication models and
combines mass media and face to face community outreach and mobilization
programs.
Foundation (STF) is a health communications National Non Governmental
Organisation that was founded in 1993. For the past 25 years it has been the
leading provider of various social and behavior change communication programs
to various stakeholders in Uganda. The organization has immense experience in
the use of modern communication program approaches in addressing diverse health
and development issues. STF implements activities through print, radio and face
to face communication. Its programs and interventions target young people as
its primary audience, while parents and teachers are its secondary audience.
STF utilises highly effective behaviour change communication models and
combines mass media and face to face community outreach and mobilization
programs.
Job Summary: The Head of Finance & Administration
shares in the overall responsibility for the direction and coordination of STF.
The Head of Finance & Administration in his/her capacity is responsible for
finance administration, fiscal management, HR & administration management,
risk management, financial and grant reporting and ICT.
shares in the overall responsibility for the direction and coordination of STF.
The Head of Finance & Administration in his/her capacity is responsible for
finance administration, fiscal management, HR & administration management,
risk management, financial and grant reporting and ICT.
Key Duties and Responsibilities:
As a member of the
Senior Management Team, contribute to:
Senior Management Team, contribute to:
- Leadership of STF as a whole.
- Support the development of an organisational culture that reflects
our dual mandate values, promotes accountability and high performance,
encourages a team culture of learning, creativity and innovation, and
frees up our people to deliver outstanding results for the youth and
excellent customer service for our donors. - Help design and implement a coherent organizational structure that
is consistent with agency practices and appropriate to programme needs. - Help establish, maintain, and improve active and regular working
relationships with: government authorities, partner agencies including
donors, and other NGOs. - Lead in establishing a culture of zero-tolerance in relation to
fraud and corruption including providing training to staff and third
parties, handling cases of suspected fraud and continually improving
preventative controls. - Ensure that all required support is provided promptly, at scale and
in line with the rules and principles during program activities.
Planning and
Budgeting
Budgeting
- Assist the Executive Director (ED) in the management /administration
of the STF Office resources and its field offices including (a) the
formulation of country work program and resource allocation, (b) providing
effective support and guidance to the Senior Management Team and other key
program staff during planning and allocation exercises; (c) monitoring
implementation of donor agreements and resource utilization. Highlight
variances, provide analyses and recommend resolution or reallocation of
resources. - Work along with the Head of Programs and the Resource Mobilisation
Specialist in developing plans to meet funding and programming needs. This
includes diversification of funding resources. - Identify and effectively manage all key risks, especially financial,
related to delivering the STF programs. - Develop mitigation plans at proposal stage.
- Manage financial aspects of budget development for new proposals.
- Ensure budget holders understand their responsibilities (e.g.,
through training). - Ensure field offices receive adequate support to operate efficient
accounting systems, including timely receipt of monthly budget variance
analysis by budget holders, timely answers to queries and scheduling tasks
and deadlines. - Work with the HR & Administration Manager to establish equitable
staff compensation policies and practices within the approved budget and
donor requirements. - Work with the SMT and the HR & Administration Manager to design
and implement a coherent organizational structure that is consistent with
agency practices and appropriate to approved budget and program needs. - Financial Accounting, Reporting, and Control
- Manage the STF Office financial systems and provide the SMT and all
budget holders a monthly update on the budget variance analysis. - Ensure with Program Operations that systems are in place for the
control of all assets, funds, equipment, property, and facilities; submit
timely financial reports. - Ensure that effective systems are put in place, and regularly
reviewed, to allow adequate financial management and control including: - Annual accounts and tax statement preparation;
- Accounting and management information systems;
- Cash and cash flow management and control in particular gain/losses
on currency exchange; - Expenditure procedures, especially around procurement;
- Documentation of all controls and procedures;
- Finance training for staff in the field and partners as necessary;
- Availability of funds for field offices and the Head Office.
- Monitor accurate and timely submission of financial reports and
attachments to donors and government regulatory agencies. - Coordinate submission of control reports, respond to findings and
recommend resolutions or action plans. - Lead and participate in the development of finance policies and
procedures to be able to maintain a well- financially controlled
environment. - Coordinate and assist the ED during any internal or external audits.
- Ensure monthly Budget Variance Analysis reports (BVAs) are prepared,
reviewed with SMT, and submitted to Board of Directors regularly.
Information
Technology Management
Technology Management
- Supervise administrative function and ensure efficient, cost
effective Information Technology Systems are in place and in compliance
with STF standards. - Ensure that necessary software subscriptions are made on a timely
basis and systems are able to respond to STF growing needs.. - Ensure that internal and external communications systems function
effectively and efficiently.
Risk Management
- Support the team to undertake financial risk assessment of all new
partners and monitoring of on-going risk in coordination with SMT. - Support the ED in keeping analysis of the internal and external
risks and threats and appropriate mitigation measures. - Deliver Anti-fraud and risk management training and refresher to all
staff. - Staff Management, Mentorship, and Development – Finance
- Ensure appropriate staffing within finance.
- Ensure that all staff understand and are able to perform their
roles. - Manage finance team; define expectations, provide leadership and
technical support as needed, and evaluate direct reports regularly. - Ensure the recruitment, training, and promotion of staff as
appropriate and ensure availability of appropriate professional
development opportunities for staff. - Incorporate staff development strategies and Performance Management
Systems into team building process. - Establish result based system and follow up.
- Ensure adequate segregation of finance duties within STF. Manage the
performance of all staff in the finance work area through: - Effective use of the Performance Management System including the establishment
of clear, measureable objectives, ongoing feedback, periodic reviews and
fair and unbiased evaluations; Coaching, mentoring and other developmental
opportunities; Recognition and rewards for outstanding performance; - Documentation of performance that is below expectation, with
appropriate performance improvements/work plans.
Logistics,
Inventory and Procurement
Inventory and Procurement
- Ensure that STF logistics capacity and systems are able to satisfy
the programming requirements. - Manage the STF Logistics ensuring that all STF logistics activities
(fleet, assets, transport, supply chain, base setup etc) are coordinated. - Manage all vehicles ensuring maintenance and insurance.
- Ensure goods and services procured are cost effective and of
standard quality. - Ensure procurement processes are effectively implemented.
- Work closely with the Procurement Committee in negotiating the best
deals with suppliers. - Ensure proper record keeping, maintenance and control of inventory.
- Ensure proper documentation, recording and management of fixed
assets of the organisation.
Qualifications, Skills and Experience:
- The ideal candidate for the Straight Talk Foundation (STF) Head of
Finance & Administration job placement must hold a Bachelor’s degree
in finance, accounting or other related field, CPA or ACCA, and a Masters
degree in business management or other related field. - At least ten years of experience in Finance and/or Audit of which 4
are at a senior management level. - Excellent understanding of business and financial planning including
strategic modeling. - Excellent analytical skills – the ability to analyse complex
financial data and design and produce effective management information. - Excellent experience of budgeting and budget management.
- Excellent understanding of financial systems and procedures.
- Strong business acumen and the ability to contribute to strategic
decisions. - Excellent experience of computerised accounts packages like
Navision, Excel, PowerPoint and Word. - Strong communication and interpersonal skills.
- Ability to manage a complex and diverse workload and to work to
tight deadlines. - Ability to build a small, proactive team, motivating staff and
working collaboratively with colleagues and providing support and advice
as necessary. - Ability and willingness to identify, develop and mentor a successor.
- Willingness and ability to dramatically change work practices and
hours, and work with incoming surge teams, in the event of emergencies. - A full appreciation of the value of co-operation, both at the
organizational level and within a team environment. - Understanding of STF’s vision and mission and a commitment to its
objectives and values. - Willingness and ability to travel extensively both in and outside
Uganda. - Written and verbal fluency in English.
How to Apply:
All candidates are encourages
to apply online with a copy of updated CV and a cover letter (attached as one
document) indicating three professional referees addressed to;
to apply online with a copy of updated CV and a cover letter (attached as one
document) indicating three professional referees addressed to;
The Manager Human
Resource & Administration
Resource & Administration
Straight Talk
Foundation
Foundation
Plot 4, Acacia
Avenue, Kololo,
Avenue, Kololo,
P.O Box 22366,
Kampala. Uganda
Kampala. Uganda
Email to:
[email protected] clearly indicating the position applied for in the
subject line.
[email protected] clearly indicating the position applied for in the
subject line.
Deadline: 23rd November 2018 by 05:00pm
Ugandan Time.
Ugandan Time.
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