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Job Title: Finance Manager

Organisation: Johanniter-Unfall-Hilfe e.V. / Johanniter International Assistance

Duty Station:  Kampala, Uganda

Reports to:   Head of Mission UGA

Supervising: Finance Officer, HR / Admin Officer

Receives technical advice from: Finance Department HQ, Finance Department GSU

Standing in for:        Finance Officer

 

About US:

Johanniter Unfall-Hilfe e.V. is a German Christian non-governmental organi-zation and has been active in Uganda since 2017 supporting local partners in various fields such as health care, disaster risk reduction, nutrition, food security, WASH and livelihoods. In 2017Johanniter opened an office in Kampala in order to enhance its Uganda programme and strengthen the cooperation with its local partners. Johanniter, through its implementing partners, is operating in districts of Madi Okollo, Lamwo, Obongi in Rhino, Palorinya and Palabek refugee settlement camps implementing both humanitarian and development interven-tions.

 

Job Summary:  The Finance Manager will be responsible for the Treasury Management of the Johanniter in Uganda, and be the focal point person for issues of compliance according to donor requirements, organizational policies and procedures. The Finance Manager will also ensure the smooth running of the finance department through close supportive supervision of the staff. In addition, this position is mainly responsible for the financial man-agement and coordination within the regional project funded by the German Federal Foreign Office. The post holder will also work with the finance departments of the South Sudan and Kenya Country Offices in relation to the regional programme. He/she will also be the point of contact for budget control and financial reporting for the Project Managers and others.

 

Key Duties and Responsibilities:

Strategy and vision

• Actively supports the values of Johanniter and shapes programme work according to these values
• Together with the Head of Mission, ensures the development and implementation of the Johanniter International Assistance strategy in her/his area of responsibility
• Contributes to the development and implementation of the global strategy of Johanniter International Assistance

Accounting

• Manages the preparation and maintenance of a variety of financial records and reports, including those related to the general ledger, accounts payable, accounts receivable, Payroll, inventories, budgets and fixed assets, and supervises data gathering and data entry and financial planning work associated with rate setting and analyses

Budgeting

• Oversees and proactively participates in the preparation and presentation of the project budgets and the organizational annual budget

Financial planning

• Develops plans and implements goals and objectives for the finance department, prepares and ad-ministers internal policies and procedures relating to departmental program activities; interprets and explains applicable rules, laws and regulations to supervisors and others

Training and Capacity Building

• Periodically conducts financial capacity building needs assessments in collaboration with manage-ment and the stakeholders/partners, develops concepts and proposals for financial capacity building activities of the organization and carries out such capacity building for the Finance team in the coordi-nation office and in the field locations

Supervision of Finance Department Team

• Participates in interviews and hires new finance department staff; prioritizes assignments and reviews work plans for the Finance team; prepares and performs employee performance evaluations for the Finance team
• Ensures regular field visits for monitoring finance staff to assist them in day to day financial matters

Compliance Requirements and Enforcement

• Ensures donor compliance in all aspects of financial management, ensures proper allocation of costs to various cost centres, corrects budget lines and ensures that all procurement documents for pur-chased materials, supplies and equipment are conducted in accordance with organizational policies and procedures and are in compliance with donor requirements /regulations and that Johanniter Fi-nancial Guidelines are followed strictly and correctly,
• Implementation of approved budgets and Monitor compliance to Procurement Procedures
• Ensures that expenses are correctly allocated to the correct Cost Centres (project), and in the correct budget line. He/she has to check all vouchers to ensure completeness, correctness and that they have proper Booking Text Descriptions
• Conducts budget reviews, monthly forecasts, and prepares and arranges fund transfers in line with the approved budgets of the projects
• Ensures compliance to donors’ requirements, Johanniter International Assistance purchase proce-dures and reports timely to the Head of Mission any issues encountered which require further action

Support to ensure the mission accountancy in terms of quality, reliability and transparency

• Ensures proper cash management in the mission
• Reviews the cashbooks ensuring that all transactions are properly recorded by using SUN field Office Upload Template, checks booking text descriptions and correct cost centres, and budget lines
• Ensures the management of cash boxes (following up advances and maintaining the advances reg-ister, physical inventories and bank account/ check, expenditure conciliations, etc.) and performs cash counts with the Finance Assistant every Friday of the week
• Reviews and checks all vouchers to ensure all purchase procedures are followed (RFPs, PA, and Payment Vouchers are complete and are systematically signed by authorized persons)
• Ensures the supervision of systems for paying suppliers (following up housing rents etc.), do the pay-ments by check, order bank transfers, and cash with the Finance Officer (where necessary)
• Ensures that salaries, per diems, advances and supplier payments are done in a timely manner (sal-aries latest by the 27th of every month)
• Reviews and checks that expenditures are validated by management taking into consideration all the validation thresholds of Johanniter for the Project Manager, Head of Mission and the Programme Co-ordinator at the HQ
• Gives a specific briefing on cash management to colleagues and partners to ensure compliance to Johanniter standards
• Identifies and reports any improvement opportunity and proposes an implementation plan
• Ensures monthly and weekly cash forecasts of the Projects in coordination with project managers and arranges the transfer of the by-weekly cash/checks to the field locations

Update, control and review monthly accountancy

• Reviews field accountancy, by checking the weekly cashbook entries sent from the Field Offices and working together with the Field finance team to ensure accuracy consistency and completeness of the cashbooks
• Ensures booking text descriptions, L-codes (project code L1, JUH budget lines L2, donor budget lines L3, source of funds L4, Country L5, partner L6, person L7 and Fibu code) are rightly allocated.
• Uploads cash/bank expenses by using specified upload template on SUN System for review and post-ing of Finance Coordinator
• At the end of each month, reviews the monthly cash counts and the bank reconciliations together with
• Supports the Finance Officer in the preparation of monthly closing documents, scanning and uploading on 4JUH platform
• Analyses cash box disparities and provides g technical assistance for their resolution (propositions on reorganization)

Ensure the correct finance implementation of HR procedures

• Ensures the timely payment of statutory deductions (NSSF, Withholding Taxes and Pay as you Earn (PAYE) to various Government departments within the months of deductions and ensure these are booked accordingly in the Accounting System
• Follows up on the Expatriate Tax payments for those registered for Taxes in the country.

Capacity Building & Performance Evaluation for the Finance department team

• Works together with the Finance Officer in planning the work plans (Quarterly, Monthly and weekly) to ensure that all essential tasks required for the proper financial management procedures are followed
• Sets out performance evaluation process with the team ensuring that objectives are set for each staff member (Finance Officer) and constantly works with the team to ensure the objectives are managed effectively and efficiently
• Periodically (at least twice a year) provides appropriate support (I.e. organizes workshops & trainings) to the bases with regard to accountancy & cash management and reviews with the Finance team, all necessary functions that are not carried out as required and puts in place mechanisms to ensure the smooth running of the Finance Department
• Carries out performance evaluations (once a year) for all subordinate staff objectively and transpar-ently and support the subordinates through coaching and training as necessary.

Other

• Reviews all documentation from the Partners to ensure completeness, accuracy and compliance to Johanniter Finance Guidelines and Donor Requirements.
• Preparation of books of accounts (income tax returns) for submission to Ugandan tax authorities
• Management of bank accounts and money transfers, maintaining sufficient of sufficient cash flow in compliance with Johanniter and donor guidelines, making cash flow requests for the country office and reviewing partner fund requests.
• Leads and supports in the preparation and implementation of external audit processes
• Assists the Head of Mission in monitoring the security context
• Represents Johanniter in relevant forums and networks
• Regularly coordinates all the above mentioned aspects with the Head of Mission and the Programme Coordinator for Uganda in Berlin
• Assists the country office team in translating guidelines and templates
• Supports the Head of Mission in other tasks as requested

Qualifications, Skills and Experience:

• The ideal applicant must hold a Bachelor’s Degree in Business Administration, Accounting, or Management
• Qualification in accounting (at least CPA II)
• At least four years’ experience in a similar position
• Professional in Excel, Words and computerised accounting. Knowledge of the SUN System or any accounting software is essential
• Experience working with NGOs and donors
• Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines
• Flexibility, ability to adapt
• Good team player
• Discretion
• Responsible and innovative
• Capacity Building and Training skills required
• Excellent communication skills, including drafting documents
• Problem solving skills in day to day and crisis situations
• Ability to travel throughout Uganda
• Fluency in English

 

How to Apply:

Johanniter is an equal opportunity employer that values diversity. Suitable candidates with disabilities are encouraged to apply.

 

We require background checks (incl. criminal record and reference checks) to protect the vulnerable and prevent abuse.

 

Applications for this position (including a cover letter, CV, reference contacts of three former supervisors as well as job certificates if available) should be sent to recruitment.Uganda@johanniter.de  and hr.uganda@thejohanniter.org

 

Please indicate “Finance Manager Uganda” in the subject line of your e-mail and the application mention your earliest date of availability.

 

Only complete applications will be considered. Only short-listed candidates will be notified.

 

Interviews are expected to take place the week of the 6th June 2022. The candidates will be invited by mail at short notice.

 

Deadline: 31^st May 2022

 

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