The Ugandan Jobline

• Overall responsibility for ensuring sound financial management in
  the Field Office and support the proper grants management in the Field
  Office
• Ensure DRC finance regulations and procedures are adhered to in the
  Field Office
• Consistently assess and identify gaps for further capacity building
  of staff on DRC financial regulations and procedures
• Implement, manage and develop internal controls
• Ensure recording of accurate and complete entries in the accounting
  system
• Ensure presence of an accurate filing system with accurate and
  complete transaction documentation
• Ensure timely completion by the finance team of the assigned
  accounting tasks that are in accordance with the outlined policies and
  procedures.
• Assist in tracking the journal entries by reviewing the source
  documentation and making relevant adjustments
• Assist in the preparation of audit requirements
• Support in the preparation of statistical reports and ensure that
  they are standardised.
• Support in budget preparation and drafting of relevant documents and
  ad hoc reconciliations
• Maintain and update the Field Office operational budget (master
  budget).
• Present at various meetings to address issues and provide
  appropriate guidelines for improvising the businesses process whilst
  identifying opportunities for improvement.
• Support Team Leaders with budget projections before starting the
  implementation of projects.
• Coordinate monthly budget review meetings and document the action
  points.
• Responsible for all financial reporting in the Field Office.

• Ensure DRC procurement guidelines are adhered to in the field
  office.
• Actively engage and support the program teams in procurement
  planning to ensure timely delivery of project inputs and activities.
• In liaison with Country Office Kampala, identify, negotiate and
  implement contract & framework agreements which result in efficiencies
  in line with financial and forecasting requirements.
• Maintain accurate auditable records of all procurement process which
  result in high process compliance.
• Administer contract performance, including delivery, receipt,
  warranty, damages and insurance.
• Plan and engage with Project Managers to understand contract
  specifications and with suppliers to develop a profile of delivery
  capability which results in effective market engagement.
• Conduct efficient and collaborative procurement which are DRC and
  donor compliant (advice, tendering, evaluation award & contract
  management) and which result in a high value adding commercial outcome.
• Build supplier, category and market understanding through
  performance management, research and stakeholder briefings which result in
  the management of commercial issues throughout the procurement cycle.

• Coordinate recruitment and orientation process for all new staff at
  field level.
• Ensure that all field staff have valid contracts and informs Kampala
  HR Officer on any renewals to be made.
• Provide guidance on policy issues at field level in liaison with the
  Country HR and Admin Manager
• Ensure that Monday morning minutes for the office are shared with
  the Kampala Admin by Wednesday of every week.
• Overall responsibility for office management and coordination of the
  Field Office
• Ensure that monthly payroll updates are sent to the Kampala HR
  Officer by the 15th of every month
• Ensure all personnel files for all the field office staff are kept
  updated following the prescribed checklist.
• Raise staff complaints to the coordination office in Kampala
• Coordinate Medical and Workman’s insurance for field staff in
  liaison with Kampala HR
• Ensure completion of the Field office timesheets and send to Kampala
  HR by 5th of the following Month
• Coordinate performance appraisal process and ensures all staff are
  appraised at the end of probation and at the end of year.
• Coordinate orientation process for all new staff at field level.
• Coordinate leave tracking and ensures that the tracker is sent to
  the Kampala HR Officer at the end of every month.
• Coordinate the exit and clearance process and ensure that all
  exiting staff have handed over DRC property and the exit forms sent to
  Kampala HR.
• Ensure that airtime for field staff is loaded monthly and timely.
  This is done in liaison with the Kampala Admin Officer.
• Responsible for all premises leases at field level and coordinates
  with the Admin officer in Kampala to ensure the field office has valid
  leases and that payments to the lessors are done in a timely manner.
• Ensure service contracts are respected and paid for according to
  agreed terms of payments.
• Support the implementation of DRC Uganda IT strategies in the field
  office

• Ensure the field office is compliant to DRC operational handbook.
• Provide guidance on policy issues at field level in liaison with the
  Country Office.
• Provide overall oversight of the support departments by analyzing
  and ensuring they are working together to deliver services on timely
  manner.
• Responsible for rolling out existing and new support and operational
  tools, policies and ensures consistent application of the same in the
  field office
• Responsible for information management & sharing in the field
  office for information related to finance, administration, human
  resources, IT and procurement.
• Ensure coherent reporting is adhered to by all support departments
  for monthly cashbook reporting and departmental Area Performance
  Indicators (API) reporting due to the country office by 5th of every month
  and any other ad hoc report requested from time to time.
• Build capacity and provide technical supervision of support
  functions in the field office

• The ideal candidate for the Danish Refugee Council (DRC) Support
  Services Manager job placement should hold a University degree in
  Accounting, Finance or related relevant field.
• A Master’s degree; MBA, Public Administration and a related field
• A professional qualification in Accounting or Finance     
• Three to five years of experience in Accounting, Finance,
  Administration or related field at a managerial level
• Experience in providing oversight of support functions (IT, Human
  Resources, Supply Chain, and Administration)
• Experience in working with major donors (US Government; DFID, ECHO,
  UN Agencies) a distinct advantage
• Previous experience with Non-Governmental Organization in
  similar/related position is an asset;
• Previous working experience in refugee response is an asset;
• Experience in using an ERP software is an advantage;
• Good analytical skills and good command of English language.
• Good interpersonal, communication skills with proven experience in
  communicating with stakeholders at all levels;
• Ability to work under pressure and with tight deadlines;
• A team player and the ability to work with minimum supervision;
• Fluency in English.
• Fluency in local languages would be an asset.   

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