The Ugandan Jobline

• Produce and submit monthly management accounts to Head Office (HO)
  based on the SHA management accounts with approval of the CD.  Includes monthly and year to date
  project and donor expenditures, income and expenditure account, and other
  necessary information;
• Work in close conjunction with the Head of Programmes (HoP),
  responsible for the preparation and review of the monthly anticipated
  results of the country office and projects;
• Ensure effective management of CO and project budgets in liaison
  with Project Managers, HoP and CD, including CO and project budgets,
  budget monitoring, budget amendments;
• Preparation of donor specific financial reports on monthly,
  quarterly or annually, based on donor contract requirements and
  guidelines. These are submitted to HO for approval along with budget
  variance analysis and explanations;
• Preparation of the year-end financial statements, arranging and
  ensuring the timely completion of the year end audit (accounting year end
  – 31 December);
• Monitor and ensure programme and administrative spending are in line
  with agreed budgets, – identify potential under or over-spends and liaise
  with HoP, HO and donors as appropriate;
• Ensuring effective cash management, including control of cash flows,
  including preparation cash request to HO and liaison with banks;
• Work in close conjunction with the finance team, schedule regular
  monitoring visits to, and internal audit of, local partner organisations,
  ensuring their financial systems and controls are of an appropriate
  standard to ensure security and effective management of funds advanced by
  SHA;
• Provide advice on all financial and administration matters to senior
  management team;
• Develop and oversee the implementation of office procedures and
  policies on financial and administration matters to ensure adherence to
  such by every staff member;
• Check and approve payment documents, with reference to authority
  levels stated in the SHA operation manual, after checking completeness and
  accuracy; and,
• Organise periodic audits based on contractual obligations and ensure
  the implementation of audit recommendations.   

• Provide leadership to the Finance & Administration Department;
• Ensure that procedures are adhered to by all staff in the country
  programme;
• Where relevant, assist programme department staff in drafting,
  negotiating and issuing of contracts
• Ensure reports are completed in accordance with deadlines and
  undertake report editing and review where necessary; and,
• Ensure that appropriate SHA management, administration, personnel,
  logistic, finance, and communication systems are in place.

• Oversee the administration of CO human resources including annual
  appraisals of direct reports in line with SHA’s Human Resource procedures;
• Preparation of SHA payroll on monthly basis to ensure that all
  relevant personnel information (movement, death etc.) is up to date and
  local compliance with statutory and other legal requirements;
• Maintain good team communication, engender good team dynamics and
  take remedial action when problems occur in collaboration with CD;
• Ensure procedural compliance for recruitment and contracting of
  staff; ensuring that all employees are presented with a letter of
  appointment and staff record are intact and updated as changes are
  effected;
• Line manage all finance and administration staff, ensuring JDs are
  in place and performance management procedures are followed;  
• Work with CD to maintain up-to-date job descriptions for all country
  programme staff;
• Ensure all staff understand and sign-up wrongdoing policies and
  he/she shall monitor and report to the CMT possible breach of the
  policies;
• Ensure procedural compliance for recruitment and contracting of
  staff; ensuring that all employees are presented with a letter of
  appointment and staff record are intact and updated as changes are
  effected.

• Ensure CO security guidelines are in place and reviewed at least
  bi-annually;
• Ensure all safety or security incidents (fires, vehicle accidents,
  theft, etc.) are appropriately recorded and reported by project staff to
  relevant parties;
• Ensure that appropriate security arrangements are in place for the
  CO (including all field offices), and this includes managing contractual
  arrangements with security companies or individuals and that security
  arrangements for property (motorcycles, vehicle, etc.) are in place; and,
• Actively monitor field site safety and security and advise the CD
  about new developments.  

• Responsible for the review and maintenance of the fixed asset
  register on salesforce, prepare quarterly updates of the fixed asset
  register and submit to HO;
• Ensure appropriate insurance for staff and property are in place;
• Ensure vehicle management policies are understood and followed by
  all staff. Includes monthly reports on car usage and charging to projects
  as appropriate.
• Responsible for ensuring the efficient use and management of
  transport resources;
• Provide leadership and supervise the procurement function and
  control and management of stock;
• Oversee the Procurement Committee function and ensure that
  procurement procedures are followed by the committee, transparency
  maintained and value for money got for all procurements; and,
• Responsible for ensuring compliance with all relevant donor finance
  regulations.       

• Work in liaison with the CD, represent SHA at national, regional and
  international levels; to donors, local and national government
  authorities, other NGOs, and any other parties as required;
• Support the CD’s strategic co-operation initiatives with government
  and national/international  NGOs and
  CBOs active in the programme areas;
• Provide cover for other posts when needed and carry out any other
  responsibilities as requested by the CD

• The ideal candidate for the Self Help Africa Head of Finance and
  Administration (HoFA) job must hold a Bachelor’s degree in Accounting/
  Finance or related fields from recognised university.
• Minimum of 15 years practical experience of which at least 5 years
  is at a senior management level, preferably in a mid to large
  international NGO.
• Internationally recognized Accounting Qualification (CA, ACCA, CIMA,
  CPA)
• Strong technical abilities and up to date knowledge of Generally
  Accepted Accounting Principles
• Experience in the preparation and review of management accounts and
  the ability to critically analyse a trial balance
• Experience of managing donor funds and contracts
• Experience in the preparation of year-end financial statements and
  managing annual external audits
• Experience of managing, training and supporting staff

• Willingness to travel nationally and internationally
• Experience working with partner organisations
• Experience of undertaking risk assessments, internal audits and/or
  assessing internal controls

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