Job Title: Senior Finance and Administration
Manager
Organisation:
International Lifeline Fund
Duty Station:
Uganda
About US:
International
Lifeline Fund (Lifeline) is a non-profit organization that began working in
refugee and displacement camps, emergency settings, and emerging markets in
2003 to enable sustainable access to fuel-efficient cooking technologies and
reliable safe water. Lifeline operates under the conviction that many of the
core problems underpinning global poverty – such as lack of access to efficient
cooking technologies and clean water – can be addressed through market forces
that sustain community-driven economic growth and livelihood benefits. With all
our initiatives, Lifeline’s approach engages community stakeholders in the
design, ownership, and long-term profit of these natural resource enterprises.
Key Duties and Responsibilities:
In close collaboration with the Country
Director and Director of Finance at the Global Office, the Senior Finance and
Administration Manager will be responsible for International Lifeline Fund’s
(Lifeline’s) day-to-day financial tracking of the country office including but
not limited to reporting, forecasting, detailed analysis and budget management.
Finance
· Day to day management of Lifeline’s Finance
Department in accordance with existing financial procedures.
· Ensure that the appropriate approvals and
signatures are present on the appropriate documentation before any payment is
issued.
· Strictly follow the finance management
procedures’ cycle and report any observed anomalies to the CD and DOF
immediately.
· Constantly review banking arrangements and
ensure timely transfer of funds and minimize exchange loses and bank charges.**
· Supervise entries of receivables and
expenditures into cashbooks using QuickBooks.
· Use and verify Lifeline (or any other codes
assigned for projects) budget codes on hard and soft copies, in the books of
original entries and in QuickBooks.
· Monthly management of the bank accounts —
Maintain accurate and up to date. records in QuickBooks of all bank
transactions, including those made from Kampala.
· Organize requisitions, receipts, invoices and
any other payment proof made by checks in the monthly accountancy folders and
separate them per donor.
· Monthly management and reconciliation of all
accounts and bank statements in QuickBooks.
· Generate timely accurate donor reports as
required.
· Ensure compliance with all banking, financial
registration and auditing protocols within Uganda and/or as required by
partners’ agreements and procedures.
· Budget management and reporting — Create
regular budget versus actual reports for program staff in collaboration with
Program Managers and Country Director (especially important for donor budgets).
· Provide a consolidated monthly finance report
to the CD and Director of Finance on budget spending, including monthly budget
follow-ups.
· Build capacity with existing finance staff
and train new staff members on financial matters.
Logistics/Administration
· Strategically plan and manage Lifeline’s
Logistics Department in accordance with existing procedures.
· Direct, optimize and coordinate full order cycles
· Liaise and negotiate with suppliers
· Supervise inventory tracking and efficiencies
· Meet cost, productivity, accuracy and
timeliness targets
· Make sure that currency rate set by HQ is
used comprehensively.
· Brief new staff members on finance matters.
Separation Of Social Enterprise Entity
· Work closely with Senior Management to
successfully separate social enterprise section
· Review and certify documentation is in place
Other Duties Required
· Stay abreast of any deadlines connected to
Human Resources and Administration or Programs.
· Establish and maintain a well-organized
files/record keeping system (separate accountability documents per project)
making sure all files are in order and prepared for both internal and external
audits.
· Ensure original documents are available for
color pdf copy if needed by HQ, donor or auditors.
· Keep status of statutory deductions up to
date and maintain a separate file for monthly NSSF payments and URA payments.
· Train/advise Program Managers/Senior Officers
about project financial management.
· Draft documents as requested by the Program
Managers or CD.
· Participate in team meetings as needed.
· Be service minded while dealing with
colleagues and always keep a professional and friendly attitude while dealing
with colleagues.
· Be attentive to others’ suggestions; manage,
evaluate and report daily activities to the CD and ensure information flow.
· Report immediately to CD any financial
procedure breach.
· · Review and revise all financial procedures
together with the CD and the Finance Department at Head Quarters. This may
include revising/correcting older QuickBooks files.
· Continuously recommend improved financial
procedures for ILF.
Qualifications, Skills and Experience:
· The ideal applicant must hold a Bachelor
Degree in accounting or finance or business administration and additional ACCA
/ CPA qualifications.
· Must have at least 5 years’ experience in
financial management for large and complex projects in medium and large
institutions (both NGO and private sectors).
· Ability and flexibility to handle high levels
of pressure to meet very strict deadlines and critical decision making.
· High integrity, unquestionable character and
openness coupled with commitment to good governance.
· Conversant with computer-based finance
management software skills and experience preferably with QuickBooks.
How to apply:
All interested
candidates should mail CV and references to [email protected]
Deadline: 12th June 2020
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