Finance and Administration Manager US NGO Careers – Habitat for Humanity Uganda (HFHU)

 

Job Title:   Finance
and Administration Manager

Organization: Habitat
for Humanity Uganda (HFHU)

Duty Station: Kampala,
Uganda

Reports to: National
Director

 

About US:

Habitat for Humanity
Uganda (HFHU) is affiliated to Habitat for Humanity International (HFHI)
headquartered in Atlanta – Georgia (U.S.A); and is an ecumenical Christian
ministry that is dedicated to eliminating poverty housing. HFHU functionally
reports to HFHI’s Europe Middle East and Africa (EMEA) Area Office in Pretoria
– South Africa. We empower people in the world’s poorest communities to
overcome the chronic lack of decent, affordable housing In 2017 Habitat for
Humanity Uganda projects to serve over 16,000 vulnerable children and orphans.

 

Job Summary:  The Finance and Administration Manager is
responsible for overall professional financial and administrative management
services for Habitat for Humanity Uganda. This position ensures that monthly,
quarterly and annual financial statements are prepared and also establishes
procedures and oversees daily accounting operations. The position supervises
the Senior Accountant, Grants Accountant and the Finance Officer.

 

Key Duties and Responsibilities:  

Manage the
Accounting Function of the Organization:

·       
Manage
daily operations and monitor the organization’s financial transactions to
ensure that these are recorded in line with fund accounting policies, on an
accurate and timely basis and financial reports are provided to all
stakeholders by the set deadlines

·       
Maintain
the Accounting System to ensure accurate revaluation, reporting and compliance

·       
Conduct
the month-end and quarterly-end closure process, including all relevant
reconciliations

·       
Ensure
statement of best practice in accounting systems and processes

·       
Ensure
that all financial operations are carried out in accordance with HFHI policies
and required local standards

Annual planning and
budgeting:

·       
Coordinate
and work with the senior management team to develop and finalize the annual
plan and budget

·       
Ensure
that all required information is submitted to the area office (EMEA) within
deadlines and that questions, feedback, etc. are responded to in a timely
manner

·       
When
finalized ensure that the annual plan and budget is accurately incorporated
into the annual MOU between the national organization and the area office

·       
In
collaboration with the National Director, coordinate the Board of Director
approval process of both the annual plan/budget as well as the MOU

·       
Ensure
that the Annual Budget is posted into the Accounting System

Financial Reporting
and Cash-flow Management:

·       
Prepare
the quarterly financial reports in line with HFHI Financial Indicators policy
and submit to the area office (EMEA) in line with the submission deadlines.

·       
Ensure
that the organization is well resourced by monitoring cash flow forecast and
submitting timely International Transfer requests to the area office as needed
and appropriate.

·       
On
monthly basis, produce relevant, accurate and timely reports for budget
holders, department heads and project owners.

·       
Produce
relevant, accurate and timely reports for the board of directors.

·       
Analyze
financial data on a monthly basis; track key indicators and timelines. Provide
written or verbal analysis to stakeholders such as management staff, the board,
the area office and HFHI, as required.

·       
Ensure
all required statutory reports are filed with respective authorities (corporate
income tax, charity commission, annual report, etc.)

Grant Management
compliance and Donor Reporting

·       
Prepare
budgets for all concept papers and fundraising proposals in cooperation with
the Resource Development (RD) and Program departments (PD).

·       
Analyze,
verify and review proposal budgets to ensure donor compliance and
reasonableness.

·       
Coordinate
the proposal review process and ensure compliance with solicitations and donor
regulations

·       
Maintain
up-to-date knowledge of donor rules and regulations and ensure compliance

·       
Track
expenditure of all grants and projects and prepare timely financial reports for
RD and PD, as well as for donors, in agreed donor format.

·       
Ensure
that all grant documentation is maintained according to donor standards and
donor regulations

·       
Review
all payment requests to ensure that they meet the standards of allowable,
allocable and reasonable; manage grantee budgets so that they do not exceed
allowable amounts.

·       
Conduct
Financial Due-Diligence for potential Sub-Grantees/ Partners.

·       
Ensure
Proper Capacity Building to selected Sub-Grantees supporting them in creating
and implementing proper financial systems.

Maintain a strong
Internal control environment:

·       
Promote
a shared culture and ownership of maintaining strong internal controls
throughout the organization.

·       
Directly
manage the development, documentation, implementation, and monitoring of
internal control processes that are in line with existing HFHI and
organizational finance policies and minimize loss of the organization’s assets.

·       
Implement
financial and administrative policies and systems to ensure organizational
efficiency and effectiveness

·       
Maintain
and regularly update the asset register. Ensure that the assets of the
organization are maintained safely and securely

·       
Ensure
that the organization at all times remains compliant to all relevant laws and
regulations by constantly monitoring the legal and regulatory environment and
ensuring adherence to the same.

Board relationship
Management:

·       
Provide
on-going advice on financial issues to the board including accounting,
reporting, cash-flow, systems, policies and procedures, internal controls and
updates on statutory/regulatory-related issues etc.

·       
Identify
board financial efficiency and address the financial training needs by
conducting such training or finding alternative resources for such training.

·       
In
liaison with the National Director engage in discussions with the board to
sustain management proposals; propose decisions in line with the strategy and
risk appetite of the board

Manage the payroll
administration system and procedures

·       
Review
the accuracy and completeness of payroll data

·       
Ensure
that statutory deductions are remitted to the government in a timely and
consistent manner, including proper reconciliation of payroll-related ledger
accounts

·       
Ensure
all required payroll reports (personal income tax, benefits and insurance) are
filed with respective authorities.

Organizational Risk
and Governance

·       
Effectively
lead the risk management function of the Organization

·       
Manage
the operating environment to minimize risk for the potential loss of
organizational resources

·       
Advise
the board of directors and management on corrective measures needed and success
of previous actions taken.

·       
Support
all internal and external audits ensuring the timely implementation of all
audit recommendations.

Manage the
procurement function and processes

·       
Have
managerial oversight over the procurement process in ensuring that all
procurements for the organization meet the standard of prudence, cost,
accountability and fairness.

·       
Advise
management on procurement processes of required assets through a transparent
and accepted procurement system

·       
Ensure
adherence to organizational procurement policy and maintenance of proper
documentation during all procurement processes.

·       
Provide
company-wide strategic input, insight and leadership

Manage finance and
administration staff and their performance

·       
Facilitate
and promote interdepartmental collaboration as it relates to finance matters

·       
Support
the National Director and Senior management team with corporate governance,
strategy and regulatory compliance issues and strategic direction of the
Organization

·       
Any
other reasonable duties assigned by the National Director and as relates to the
interests and operations of Habitat for Humanity Uganda.

 

 




Qualifications, Skills and Experience:

·       
 The applicant for the Finance and
Administration Manager job placement must hold a graduate degree in Financial
Accounting or Finance related field

·       
At least
10 years’ experience in accounting or financial management, in business or
Non-profit Organization out of which at least 5 years should be at a senior
management level such as Finance Manager/Director level with responsibilities
for managing the Finance function of the organization.

·       
Experience
in using Sun Systems or equivalent. Experience in installation and training on
computerized accounting systems is an added advantage.

·       
Excellent
knowledge of finance-related legislation such as the VAT Act, Income Tax Act,
IFRS, etc.

·       
Demonstrate
a proficient level of professional skill and/ or knowledge in accounting and
financial management

·       
Knowledge
and ability to use applicable information technology and accounting systems to
meet work requirements.

·       
Adopt a
professional business-like approach internally and externally.

·       
Strong
organizational skills with the ability to manage multiple projects
simultaneously.

·       
Strong
analytical skills. Detail-oriented and ability to work and interpret numbers,
figures and other financial information.

·       
Strong
communication skills – both oral and written.

·       
Ability
to work with other cultures. Patience and perseverance in understanding and
explaining/addressing issues and effecting change through persuasion and
diplomacy.

·       
Flexibility
and independence to work in a changing and unstructured environment. Ability to
work interdependently within a team.

·       
Creativity
and innovativeness

·       
High
level of integrity, self-driven and able to set own work schedule with rigorous
deadlines.

·       
High level
of professional people management and customer care skills.

·       
Professional
qualifications in finance and accounting will be added advantage

 

How to Apply:

All candidates should send a cover letter, resume and copies of relevant academic credentials to hr@hfhuganda.org
clearly indicating the position applied for in the subject line.

 

Deadline:  21st
August 2020

 

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