Job Title: Country Finance Officer
Organisation: mothers2mothers
Duty Station: Kampala, Uganda
About Organisation:
mothers2mothers (m2m) is an African Primary Health Care organisation that employs women living with HIV as community health workers across 10 African nations. These “Mentor Mothers” deliver integrated health services at clinics and in communities to ensure everyone, everywhere, has access to the services they need to be healthy and stay in care. Over the next five years, this proven, peer-led model is being scaled up to double down on ending HIV, as well as to tackle new health challenges and reach more people – all with the aim of building a fairer, healthier future.
Job Summary: The Country Finance Officer will be responsible/ overseeing accounting functions, managing and administering recording and reconciliation of all financial transactional data, payments, staff and vendor account reconciliations, month-end and year-end close.
With support from the Finance Business Partner, the Country Finance Officer will support donor reporting and lead Programme review of donor budgets and reports.
Key Duties and Responsibilities:
FINANCIAL AND ACCOUNTING OPERATIONS (20%)
- Accounting system
- Petty cash JV approval and recon (Business Central)
- Business Central system approval of Purchase Orders, invoices and cash book JV
- Preparation of Journals i.e. payroll journal, medical, pension, insurance and any other journals as required for loading and approval in Business Central
- General journal preparation
- Payroll journal preparation and capturing for online bank loading
- Reviewing payroll as well as providing information to feed in CSS (where necessary)
- Audits
- Ensure audits are completed and are reported on time.
- Resolve audit queries from previous year’s audits
- Ensure that all areas ear-marked for improvements are recorded and recommendations adopted
BUDGET PREPARATION AND EXPENDITURE FORECASTING AND MANAGEMENT (10%)
- Accurately and efficiently collation and analysis of revenue and expenditure projections
- Provide support to the preparation of budgets as per donor requirements.
- Checking of cash and other resource disbursements before approval by Country Representative.
- Checking of expenditure documentation after projects operations to ensure compliance with initial cash requests and declarations.
- Provide feedback on revelations and expenditure malpractices for fraud and error-prone areas.
- Budgets and Expenditure Monitoring
- Prepare and maintain country office annual budgets
- Prepare donor financial reports
- Regularly forecast cash flow based on the work plan by the program team, making sure all departments have enough to pay for their activities.
- Prepare and upload all project budgets on m2m’s budgeting and forecasting tool and continuously update the country operational budget.
- Provide financial management support, advice and assistance to the Country Representative and Project Coordinators
- Ensure Financial expenditures are in compliance with approved budgets
- Ensure source documents are supported with credible and approved documentations
- Ensure donor funds are spent with agreed time periods
- Preparation of monthly cash requests for submission to Head Office Finance.
ACCOUNTING MANAGEMENT AND FINANCIAL INTEGRITY (15%)
- Timely and accurate reconciliations submitted as per month-end close out procedures.
- Bank reconciliations completed and approved, and outstanding items investigated monthly.
- Vendor reconciliations ensuring that all transactions are properly captured approved and verified prior to payment to vendors and that they are properly coded and funded.
- Staff account reconciliation and outstanding items investigated monthly
- Petty cash reconciliations and outstanding items investigated monthly.
- Track expenditure according to donor
- Ensure posting in system support donor specific activity reporting
- Balance Sheet reconciliations and VIP/GL Reconciliations
- Ensure all balance sheet ledger accounts are reconciled and approved by Head Office Finance.
- Ensure that all vendor and staff accounts are reconciled on monthly basis and that all outstanding items are explained.
- Pension reconciled with Old Mutual bi annually and staff account updated.
- Prepare the Payroll VIP/GL Reconciliations for submission to Head Office Finance for approval.
MANAGE FINANCIAL MONTH-END AND YEAR END CLOSEOUT (25%)
- Monthly Balance sheet management (Vendor Reconciliations, Control Account Recons, Bank reconciliations).
- Ensure all errors are resolved in the following month and reported and that ensure all matters that are inconsistent with m2m cash management are explored.
- Monthly entries into Business Centralr by checking for timeliness and correctness of transactions
- Preparation of monthly reports for submission to Head Office Finance.
- Check and sign all Payment vouchers.
- Run the creditor report at month-end.
MANAGEMENT OF COUNTRY FINANCE SUPPORT STAFF 10%
- Administrative/ supervision support to Logistics.
- Supervision of the Country Finance Assistant and Finance Intern.
- Provide personal or career development support and training to the Finance team subordinates, as required.
- Provide Finance Review for admin event forms as well as programs event forms.
- Conducting financial orientations for new staff.
ADMINISTRATION (20%)
- Transport management.
- Stores management.
- Reviewing and providing approval for travel arrangements for staff.
- Preparation of agreements between m2m suppliers and service providers for HO’s approval.
- Managing procurements i.e reviewing quotations, bid analysis and IPC minutes.
- Ensure that the procurement process is followed.
- Managing assets i.e. ensuring these are recorded in the register as well as in the system, ensure maintenance of the assets.
- Co-ordinating maintenance of office premises i.e. fumigation, plumbing and electricity repairs.
- Ensure that office utilities are paid.
- Working on asset insurance schedules for submission to m2m insurer.
- Supervising admin staff i.e. Drivers and Office Assistant.
Qualifications, Skills and Experience:
- Recognized 3 year Accounting/Business Degree
- Evidence of profession certification (ACCA or CPA).
- At least five years post degree experience in finance
- Experience with institutional donor requirements; ie. DFID, UN, CIDA, USAID, CDC, etc.
- Strong analytical and problem solving skills
- Focused and versatile team player that is comfortable under pressure
- Computer skills including the ability to operate computerized accounting (Navigator Serenic), spreadsheet and word processing programs at a highly proficient level
- Previous experience in a multi-national organization
- Competencies:
- Knowledge of GAAP and Accounting Standards (IFRS)
- Focused and versatile team player that is comfortable under pressure
- Analytic and problem solving skills
- Supervisory skills
- Computer skills – especially advanced excel skills
- Previous experience in a multi-national organisation preferred
- Excellent interpersonal skills
- Ability to manage competing tasks
- Detailed oriented
How to Apply:
All candidate should apply online at the link below.
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Level of Education: Bachelor Degree
Work Hours: 8
Experience in Months: 60