Finance Coordinator Non-profit Jobs – Malteser International

Job Title:            Finance Coordinator
Organisation:  Malteser International
Duty Station:   Kampala, Uganda
About US:
Malteser International, the worldwide relief agency of the
Order of Malta for humanitarian aid, works in more than 20 countries in Africa,
Asia and the Americas for people in need, regardless of their religion, origin
or political affiliation. Its mission is to provide emergency relief as well as
to implement rehabilitation measures and to facilitate the link between
emergency relief and sustainable development. Christian values and the
humanitarian principles of impartiality and independence form the basis of its
work in the following areas: Relief, Reconstruction & Rehabilitation; Health
& Nutrition; Water, Sanitation & Hygiene (WASH); Livelihood &
Social Programs and Disaster Risk Reduction. Malteser International has been
implementing projects in Uganda for over two decades focusing mainly on health
and nutrition, water, sanitation and hygiene, livelihood and environment.
Job Summary: The Finance Coordinator is responsible
for the proper implementation of financial procedures in all Malteser
International programs in the country of operation. Responsible for FTL
Administration, drafting Budget Controls, Finance Administration, Book Keeping
for selected Cashbooks, Payroll Management and Cash Request Management.
Key Duties and Responsibilities:
Financial accounting and reporting:
·       
In close coordination with the CAC, regularly
reviews and implements policies, systems and procedures to enhance and ensure
efficient management of finances.
·       
Documents and maintains complete and accurate
supporting information for all financial transactions.
·       
Oversees the bookkeeping function including
maintenance of the Bank/Cash books, accounts payable, accounts receivable and
payroll.
·       
Review and Verify all Bank and Cash Payments
prior to their Authorisation by the Signatories.
·       
Act as Bank Agent for the deposits and withdraws
for Malteser International Bank Accounts
·       
Assist the CAC to provides accurate and timely
reporting on the financial activity of individual projects.
·       
Supports in verification of vouchers and budget
lines for MI implemented projects both in Kampala office and field locations
·       
Support CAC in verification of partner vouchers
and reports and make sure they are in line with MI partner policies and
agreements.
·       
Assist the CAC to ensures that accurate and
timely financial statements are drafted/prepared for review in accordance with
contract agreements with funders.
·       
Stays abreast on program priorities and their
financial implications at least on a quarterly basis to conduct audit spot
checks.
·       
Assist the CAC to coordinates and supports in
annual external organizational audits and grant audits.
·       
Assist the CAC to support the program team in
preparation of detailed activity based program and operational budgets for
Grants.
·       
Supports the CAC in preparation of annual
country office operating budgets, and bi-annual forecasts.
·       
Supports the CAC liaising with Projects and
partners in the process of budget reviews, analysis and use of standardised
templates.
·       
Assists the CAC with the preparation of budgets
for funding applications.
·       
Identifies any shortfalls in shared costs budget
coverage and ensures new budgets cover the appropriate percentage of shared
costs and reviews of unrestricted funding versus approved allocation and advise
the CAC on the most efficient cost recovery methods and techniques in line with
the organizational policy.
·       
Assist the CAC Supports in Monitoring and review
of budgets to support financial stability, ongoing project viability, and
consistency with agreed technical plans and actual implementation. Provides
strategic direction regarding the annual work plan, budget and changes to
project plans, ensuring the cost efficiency and value-for-money over the life
of the project.
·       
Assist the CAC to prepare and reviews of Budget
controls with the respective Programs Teams to ensure maximum utilization of
budgeted amounts and to provide recommendations for realignments as required.
Team management and capacity building:
·       
Manages the finance team ensuring a motivated,
dynamic, result focused team, with clear roles and responsibilities, by
providing support, direction and clear decision making on all issues
·       
Ensures comprehensive and constructive
performance reviews are completed on a timely basis and facilitates discussion
of performance and career options with all the team under his/her direct
supervision.
·       
Monitors performance of direct reports, assess
the performance gaps in his/her direct reports and provide timely feedback,
recommend to management/CAC the needed ongoing support and appropriate training
and development in order to close the gaps.
·       
Sets performance objectives and developing
action plans with direct reports to achieve goals.
·       
In consultation with the CAC, provides ongoing
support and coaching to strengthen the finance team’s performance towards
serving stakeholders’ needs. This will include support visits where necessary.
·       
Maintains current knowledge of local government
requirements related to financial matters and ensures compliance with tax
regulations and other legal requirements.
·       
Complies and keeps abreast with all
organizational policies, procedures, and guidelines and internal controls
framework.
Payroll management:
·       
Ensures that all statutory requirements of the
organization are met including but not limited to Charitable Status,
Withholding Payments, Income Tax, Social Security, LST and VAT.
·       
Oversees all payroll functions to ensure that
employees are paid in a timely and accurate manner and issue pay slips.
·       
Ensures accurate and timely monthly payroll
preparation process as well as quarterly and annual payroll reconciliations.
·       
Ensures all employees have submitted correct and
signed timesheets as per the approved level of Effort percentages.
Management of cash and bank transactions:
·       
Responsible for preparing Cash Transfer
Requests/Cash Request on a monthly basis to HQ through the Country
Administrative Coordinator and ensures that appropriate balances are maintained
to facilitate Projects implementation.
·       
Oversees the daily cash/bank management of
financial transactions.
·       
Responsible for management and entering data
into MI Financial System (FTL) for the Bank Cashbooks.
·       
In consultation with the CAC, oversees all the
incoming wires from HQ
·       
Oversees the timely preparation, review and
approval of all monthly bank account and cash reconciliations.
·       
Monitors petty cash accounts including the spot
checking of balances and payments.
·       
Supervises the collection and recoverability of
contractual, project partner activity advances, staff activity and travel
advances and other receivable
Partner Coordination and Co-operation:
·       
Under the guidance of the CAC, serve as a focal
person for partners to ensure regular communication, review financial reports
of the partners and facilitates their orientation in order to build their
capacity
Administrative and logistics functions:
·       
In consultation with the CAC, ensures that
proper purchase related templates are used and all purchases are correctly
analysed and adequate supporting documents are well maintained as per the
checklist and aligned with Policies.
·       
Ensures proper Travel related Templates are used
and travel related data are properly reviewed, analysed and adequate supporting
documents are well maintained as per the Policies.
·       
Ensures all expenses are authorized and approved
in line with the signatory Regulations.
·       
Any other duties assigned by the supervisor from
time to time



Qualifications, Skills and Experience:
·       
The Finance Coordinator should possess a
university degree in Finance /Business Administration or related field.
·       
Post graduate qualification is an added
advantage
·       
Five years of experience in Finance with good
understanding of donor and INGO procedures,
·       
strong organizational skills;
·       
computer literate with hands on MS Office
programs, especially in MS Excel.
·       
A demonstrated ability to multi-task and process
information into action as to not delay program activities.
·       
Should have a clear understanding of finance
ethics and donor compliance
How to Apply:
All candidates should apply online at the link below. Please
kindly submit your application (CV, letter of motivation, copies of diplomas
and three professional references)
Deadline:  14th December 2019
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