Finance & Administration Manager UK NGO Jobs – Farm Africa

Organization: Farm
Africa
Duty Station:  Kampala,
Uganda
Reports to:  Country
Director
About US:
Farm Africa, founded
in 1985, is an international non-governmental organization working in Uganda,
Ethiopia, Kenya and Tanzania. We drive agricultural and environmental change to
improve lives. Our strategy has three pillars: agricultural expertise,
management and preservation of ecosystems, and the power of business to drive
prosperity. We believe Africa has the power to feed itself and are helping make
this happen by establishing and spreading the best farming and forestry
techniques so that poor farmers and herders have more food to feed their
families and to sell. We help smallholders manage their natural resources
sustainably so that they can withstand climate change challenges and shocks and
ensure their families have enough food in the future as well as now. Farm
Africa works in partnership with communities, government, local and
international organizations, and the private sector to innovate, learn and
share best practices for maximum impact of our projects.
Job Summary:  The Finance & Administration Manager (FAM)
is a key member of the Farm Africa Uganda Senior Management Team – with overall
responsibility for finance, compliance, human resources and logistics in
Uganda. Based in the Country Office, the FAM line manages the Senior Operations
& Administration Officer (SOAO), and also provides technical support and
leadership to the finance staff based in the field offices.
Job Purpose:
The Finance & Administration Manager will ensure a high standard of
financial management and organisational administration for Farm Africa’s
country office and projects in Uganda.
Key Duties and Responsibilities: The key responsibilities of the Finance &
Administration Manager will be:
Financial
Management & Reporting including:
·       Ensuring that all income and expenditure for
Farm Africa Uganda is promptly and accurately recorded on SUN system and
monthly books of accounts for Uganda country programme are closed, with all
reconciliations accurately performed in accordance with internal reporting
timetables and International Financial Reporting standard, International
Accounting standard, GAAP, organisational policy and donor regulations
·       Providing high-quality, accurate and timely
reports and other financial information as requested to the UK-based finance
team, Country Director and Project Coordinators both for internal and external
(donor) use
·       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, management of cash transfers to project offices and
submission of funding requests to donors (where applicable)
·       Monitoring fund balances of all projects on a
monthly basis to inform project funding requests, partner expenditure reports
outstanding and project close procedures
·       Closing out Farm Africa Uganda projects in
line with both Farm Africa Uganda Project closeout policy and donor
requirements
·       Ensuring that invoices and other requests for
payment are thoroughly reviewed, coded and approved in line with organisational
procedures and donor requirements, and paid in a timely manner
·       Ensuring monthly time sheets are completed
where necessary and submitted on time
·       Undertaking regular banking duties including
making online payment, checking of balances, prompt cash and cheque deposits,
collating bank statements, adding new signatories etc
·       Preparing statutory financial statements and
managing the annual external audit for Farm Africa Uganda, as well as providing
information and support as part of the Farm Africa organisational audit To
oversee and ensure delivery of project-level audits in line with internal and
donor
·       Managing the payroll for Farm Africa Uganda
Budgeting and
budget management including:
·       Producing the annual budget for Uganda
country office, and monitoring expenditure against it.
·       Developing and providing the necessary annual
budgeting tools to Project teams and ensure that the project’s annual budgets
are in line with available budget caps and donor spending requirements.
·       Working with the Programme Manager (PM) to
support the Project Coordinators and Project Accountants to develop annual
budgets and revise budgets as part of the regular forecasting process
·       Ensuring that accurate and timely budgets and
forecasts are fully coded for upload to SUN and submitted to the London office
in line with the budget timetable.
·       Ensuring alignment of budgets uploaded to SUN
system to donor approved budgets
·       Monitor of project spend against donor
approved budgets, and ensuring are variances are within approved limits
·       Updating and running the monthly Budget
Monitoring Reports (BMRs) for all projects and country office, and 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.
·       Regularly updating the database of standard
costings for Uganda costings
·       Supporting the CD, PM, and programmed design
team develop accurate and detailed budgets for funding proposals using FA
standard templates, and translating them in to donor templates as required
·       Working with the CD, PM and programme design
team to ensure that budgets meet cost recovery requirements
·       Translating budgets for newly awarded
projects in to Farm Africa Budget format and fully code for upload to SUN
Ensuring
organisational and team compliance with policies and procedures including:
·       Regularly reviewing and updating policies and
processes – ensuring they are fit for purpose and aligned with Farm Africa, GoU
and donor requirements.
·       Ensuring that all Farm Africa Uganda staff
are aware of and operating in line with Farm Africa Uganda’s financial and
administrative policies and processes
·       Ensuring that new staff have an appropriate
and through induction on Farm Africa’s policies and procedures – including
training on the Code of Conduct and signing up to it
·       Making quarterly visits to field offices to
provide ongoing training on policies and procedures, and review records to
check compliance against them
·       Ensure that recommendations arising from
internal and external audits are acted upon, and issued are addressed at both
UCO and field offices
·       Advise the CD and London Finance team, on
relevant budgetary control measures to address any identified weakness in
policy and/or practice
·       Ensure all procurement (both at the country
office and field offices) is carried out in adherence to Farm Africa Uganda’s
procurement policies and is aligned with relevant donor requirements
·       To ensure compliance with statutory, URSB,
FIA and NGO Board operational and reporting requirements
·       Ensuring partners, service providers,
suppliers and other third parties are issued with accurate, appropriate and
legally sound contracts in a timely manner, and each contract analysed and
assessed to ensure that Farm Africa is not exposed to financial and legal risks
Grant and partner
management including:
·       Providing all implementing partners with
appropriate reporting templates – and ensuring that they are confident in using
them
·       Participating in the due diligence process
for new partners in line with Farm Africa standard processes and ensure that
all areas of concerns and potential risks associated with different partners
are flagged to the Country Director
·       Ensuring implementing partners are held
accountable to contractual obligations when submitting reports and
accountabilities – both in terms of timings and documents submitted
·       Closely scrutinizing all submitted
accountabilities are closely, raising and resolving issues and discrepancies
promptly with IPs
·       Ensuring that all expenditure by IPs that is
not in line with donor requirements is disallowed
·       Ensuring clear disbursement timetables are in
place for each IP, and adhered to in terms of timings and required documents
·       Promptly reporting queries and concerns re
partner spend to the CD as appropriate
·       Ensuring that all relevant staff (FA and
partners) fully understand and are compliant with donor reporting/spending
requirements
·       Timely preparation of periodical donor
financial reports as per the donor calendars, including management of uploads
of data to external donor-managed grants management systems where required
Human resources,
administration, logistics and facilities management including:
·       Prepare and process monthly payroll for all
staff in Uganda – ensuring statutory deductions are made and returns filed
·       Ensuring that the SOAO maintains full and
accurate personnel files for FA Uganda staff, and ensure that project office
teams maintain up to date records at a field level
·       Ensuring that all recruitment carried out by
Farm Africa Uganda is carried out transparently and in accordance with internal
policies and procedures. And in particular ensuring that roles are
appropriately advertised, references are taken in line with Farm Africa polices
and contracts are issued and signed.
·       Ensure that all staff probationary reviews,
mid-year appraisals and annual appraisals are conducted in the timely manner
·       Ensuring appropriate insurance policies are
in place for all Farm Africa staff and assets Overseeing facilities and office
management for UCO and project offices
·       Overseeing logistical arrangements for UCO
staff travel, and all overseas visitors
NB: These
essential functions are not to be interpreted as a complete statement of all
duties performed. Employees will be required to perform other job related
duties as required. All work responsibilities are subject to having performance
goals and/or targets established.



Qualifications, Skills and Experience:
·       The applicant for the Farm Africa Finance
& Administration Manager job must hold a Postgraduate qualification in
Accounting or Finance or other relevant field
·       Excellent working knowledge of a major
international accounting system
·       Excellent knowledge of Uganda Tax Laws and
their application in a INGO context
·       Five years’ experience as a senior financial
manager in a well-known and reputable organisation with sub-offices.
·       Experience of producing complex budgets and
monitoring expenditure against them
·       Experience co-ordinating financial reporting
across multiple offices or projects
·       Experience of ensuring compliance with
financial and administrative procedures across multiple office sites in rural
locations
·       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
·       Experience of managing financial reporting
for international donors
·       Experience of managing the payroll and
statutory deductions
·       Experience of leading and building the
capacity of others
·       Experience of carrying out internal audits of
field office operations
·       Highly financially literate with excellent
Excel skills
·       Excellent communication skills, and in
particular the ability to guide and capacity build others
·       Excellent organisational and time management
skills – with the ability to multi-task and simultaneously meet multiple
deadlines
·       Excellent time management of self and team;
able to multitask and works well under pressure; negotiates and meets deadlines
·       Excellent attention to detail, with the
ability to spot mistakes and discrepancies in financial records
·       Ability to identify risks and operational
weaknesses and mitigating actions to be taken
·       Willingness and ability to travel to field offices
across Uganda on a regular basis
Desirable:
·       CPA III or equivalent international
accounting qualification
·       Detailed understanding of Uganda Employment
Act 2006 and its application in the workplace
·       Excellent working knowledge of SUN accounting
system (SUN 6 would be an advantage)
·       Experience of working in a large INGO
·       Experience of developing budgeting tools and
templates for complex development projects and building the capacity of finance
and non-finance staff to utilise them
·       Experience in overseeing fleet, asset and
facilities management
·       Experience of systems and procedures review
and improvement
·       Experience of managing donor audits
·       Experience of managing financial reporting
for UKAID, EU and aBi Development funded projects
·       Experience of overseeing or managing human
resources and performance management
How to Apply:
Please submit your
CV, salary history and a two page supporting statement demonstrating how your
skills and experience meet the requirements outlined in the person
specification to ugandarecruitment@farmafrica.org.
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 30th March 2020 at Farm Africa’s country office in Kampala or
Lira field office. Only shortlisted candidates will be contacted.
For full job
description, Click
Here
Deadline: 22nd March 2020 by 5:00pm EAT
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