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Job Title:   Regional Finance & Admin Manager    

Organisation: Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)

Duty Station: Lira, Uganda

Reports to: Regional Program Director

About US:

Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is an international non-profit human development organization on a mission to create a world where no mother, child, or family is devastated by HIV and AIDS, and we are making an impact. Join us in our fight for an AIDS-free generation!

Job Summary:  The Regional Finance and Admin Manager will provide comprehensive financial and decision support information to the Country Office through a wide variety of analytically focused financial analysis to directly facilitate Country Office operations and increase performance and compliance and contributes effectively to strategic business decisions. The Finance and Admin Manager will provide financial information and high-quality analysis in a proactive way. This position oversees the operations department, which is comprised of finance, contracts, grants, IT, human resources, finance and accounting, and administration functions.

Key Duties and Responsibilities:

Finance

• Reviews all vouchers and financial transactions, ensuring that appropriate documentation and approvals have been obtained.
• Reviews QuickBooks transaction entries and total monthly expenses for correct account coding, transaction descriptions, project class codes, etc.
• Reviews monthly bank reconciliation.
• Reviews the monthly payroll to ensure that names, hours, and deductions have been correctly computed and documented.
• Ensures that accounts payable and receivable are accurately processed in a timely manner and recorded appropriately; Monitors employee advance balances to ensure there are no aged receivables.
• Prepares departmental spending summaries based on QuickBooks data as required.
• Assists the Uganda Country office and EGPAF/Washington in developing the office’s annual and semi-annual work plan/budget projections and analysis.
• Prepares responses to audit inquiries and questions, as needed.
• Serves as the point of contact for coordinating and approving Kampala office cash needs and Kampala petty cash replenishments.
• Prepares and submits financial reports to donors on a quarterly and annual basis to the Senior Manager, Accounting and Finance Analysis.
• Ensures that statutory deductions are appropriately deducted and captured in the system.
• Reviews EFT payments via online banking to ensure accuracy in account numbers, amount to be paid and payee names before payments are affected.
• Ensures that advance requests and expenses from staff are received with accuracy and completeness.
• Submits monthly financial packages to DC and responds to queries/comments in a timely manner to the Senior Manager, Accounting and Finance Analysis

Procurement and Logistics

• Supports the project managers to develop procurement plans in line with approved budgets.
• Oversees the execution of the procurement plans by the procurement department, ensuring that all procurements are in strict compliance with Foundation and Donor Policies.
• Ensures all procurement activities are properly documented and all appropriate prior approvals are obtained.
• Ensures that sound inventory, fleet, and property management procedures are in place and being adhered to at all times.

Human Resources

• Ensure Field HR Officer oversees the implementation of the performance management and compensation systems in coordination with the Senior HR Officer.
• Ensures the HR team has up-to-date employee contracts, personnel files, and all other applicable documentation for the HR function.
• Ensures an accurate and up-to-date Business Continuity Plan is in place, as well as onboarding and exiting procedures for all staff.

Information Technology

• Ensures continuous training for staff on all IT-related systems, policies, and procedures.
• Ensures that the Foundation’s backup architecture is adequate and routinely tested.

Administration

• Oversees the general maintenance, security, and use of the Foundation’s office premise(s), equipment, and supplies and ensures that appropriate procedures are in place for receiving visitors and external phone calls.

Audit, Risk, and Compliance

• Ensures that a “culture of compliance” is adopted in accordance with Donor, Foundation, and In-Country policies and procedures (including all applicable local laws) by providing clear guidance to the regional staff, maintaining up-to-date knowledge of all applicable rules and regulations, and developing and monitoring systems to ensure all activities are implemented and documented in accordance with these policies.
• Takes the lead in preparing for and facilitating the auditing activities of the Foundation’s internal auditor, as well as any operational review on behalf of a donor, external auditor, or in-country governmental organization. This position proactively takes the lead in addressing any issues identified.
• Protects the interests of the Foundation by ensuring full compliance with statutory requirements in all applicable areas, including health and safety laws, labor and immigration laws, tax, laws, and other country and local laws and regulations.
• Prepare and submit legal/statutory / taxation returns and other information required in compliance with legal requirements, including requirements under local tax laws.

Other Responsibilities

• Ensures that Field Operations units are adequately supported and supervised and that compliance standards in the regional office are maintained.
• Spearheads the adoption of the project management initiatives including facilitating capacity building for the operations team on project management for development.
• Influences innovative approaches to Operations management to achieve organizational effectiveness. This entails promoting a culture of curiosity, facilitating channels for best practice identification and adoption from within and outside EGPAF, and making strategic decisions on where to allocate/prioritize scarce resources for maximum impact.
• Carry out any other duties reasonably assigned by the Supervisor.

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in Business Management, or a related field.
• A Master’s degree in business Management, Accounting, Management, or any other relevant field is required.
• Minimum Level 2 ACCA or CPA is required, and 3 years of post-certification experience.
• Proficiency in Microsoft Office suite is required.
• At least eight years of relevant experience in Finance and Admin for USAID-funded programs.
• Excellent knowledge of donor regulations including PEPFAR, USAID, and other major international donors with different reporting requirements and demands, and experience managing complex USG projects.
• Demonstrated financial management experience including preparing, managing, and monitoring budgets, contracts, and negotiations.
• Demonstrated ability to exercise financial and administrative oversight of complex sub-grant programs.
• Proven leadership capabilities and solid experience managing, mentoring and developing staff.
• Experience in developing and managing the implementation of procurement and logistics policies and procedures.
• Solid experience managing operations teams in dispersed geographic settings.
• Experience working and collaborating with HQ and Regional based support teams.
• Proven excellent technical, analytical, and diplomatic skills with clear experience in the provision of advice and support to local government e.g., MOH and other stakeholders, as well as to the Executive /Senior Leadership Team in large international organizations.
• Working knowledge of project management principles and tools will be an added advantage.
• Understanding of and experience in HIV/AIDS management is an added advantage.
• Good understanding of and experience in the international development sector.

Competencies:

• Training in computer applications is required plus a good working knowledge of computers with the ability to use Microsoft Word, Excel, PowerPoint, etc.
• Excellent verbal and written communication skills in English, including the capacity to prepare and deliver formal presentations on programs and results and have good Trainer Skills.
• Team player with good interpersonal skills and the ability to work in a diverse social and cultural environment.
• Excellent data analysis skills and ability to think concisely, and critically as well as distill information to lay audience.

How to Apply:

All qualified and interested candidates should apply online at the link below.

Click Here

Deadline: 1^st September 2023

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