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Job Title:   Finance & Grants Officer

Organisation: TRAC FM International

Duty Station: Kampala, Uganda

Reports to: Executive Director

About US:

TRAC FM is an NGO that connects communities to decision-makers through real-time data collection and engagement. By combining our unique software platform with mobile technology and radio, TRAC FM empowers communities to have a voice and make informed decisions, leading to improved governance and development outcomes.

Job Summary:  Managing Finance, administration and grants for TRAC FM. Carry out the function of project accounting and financial reporting efficiently and ensure financial management support is provided to meet the needs of operations and objectives. Perform key administrative tasks and manage the documentation and record-keeping of TRAC FM’s administration.

The Finance Grants Officer ultimately reports to the Executive Director of TRAC FM International. They will work under the supervision of TRAC FM’s Chief Operations Officer (COO).

Key Duties and Responsibilities:

Policies

• Maintain and improve the Financial and Accounting Policies and Procedures Manual and ensure compliance.

Financial Reporting

• Final financial reporting on all TRAC FM projects
• Monthly and quarterly finance reports shared with management
• Write annual financial report using data from Bkper accounting software

Financial Management and Accounting

• Facilitate the processes of financial planning, budgeting and compliance
• Review and execute all transactions for cash and bank accounts on a weekly basis
• Review the allocation of costs to activities/sub-grantees/projects, and flag any deviations from budgets
• Ensuring cash flow management
• Ensure the accuracy of monthly cash and bank reconciliation reports
• Manage petty cash
• Manage fixed assets by regularly updating the fixed asset register, posting depreciation and disposals.

Payroll Management

• Prepare the monthly payroll, including statutory and non-statutory deductions, for submission to the Bank
• Ensure that payroll information is up-to-date in the company’s payroll system
• Affect payroll in Bkper, and reconcile this information with Bank statements and employee payslips

Compliance And Taxation

• Review and file monthly: PAYE returns, NSSF returns (if applicable) and Withholding tax
• Annual returns with NGO Board, Registrar of Companies, and others as may be required by stakeholders
• Ensure rigorous compliance with all donor financial reporting requirements, including updated policies, VAT and other tax obligations.
• Conduct financial risk assessments regularly and develop robust mitigation strategies to protect TRAC FM against financial pitfalls and ensure the sustainability of funding.

Administration And Documentation

• Ensure key administrative documents are at hand
• Act as the primary financial liaison with donors and partners engaging in continuous communication and cooperation.
• Ensure full financial access to the TRAC FM Uganda account with authentication of transfers by a representative appointed by the Executive Director TRAC FM

Qualifications, Skills and Experience:

• Must possess a recognised professional qualification such as ACCA (Association of Chartered Certified Accountants) or CPA (Certified Public Accountant).
• Advanced spreadsheet user, particularly Excel and Google Sheets
• Proficiency in the use of Bkper online accounting software
• Demonstrate a high level of attention to detail
• Extensive knowledge of USAID, EU and other international regulations, policies, and procedures related to financial management.
• A desire to learn and to grow. We are growing quickly and you should have a desire to respond to the challenges that growth presents
• Adopt a proactive approach. You’re the kind of person that fixes inefficient processes and suggests solutions to problems that are outside of your delegation
• Ability to work independently and effectively in a multicultural environment and manage responsibilities under tight deadlines.

How to Apply:

To apply for this position, kindly submit an updated CV and a cover letter outlining your suitability for the role including three references, one of which should be your most recent supervisor to info@tracfm.org by May 12th, 2024. Please ensure that all documents are in PDF format and that the subject line of your email includes the position title, formatted as: [Applicant Name] – [Job Title as per the TORs]. Applications that do not adhere to these instructions will not be considered. Female candidates are strongly encouraged to apply. Please note that this full-time position requires physical presence at our Kampala office. Application Review interviews will be conducted on a rolling basis until the position is filled

Deadline: 12th May 2024

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