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Job Title:  Director of Administration and Finance

Organisation: MU-JHU Care Limited

Duty Station: Kampala, Uganda

Reports to: Executive Director

About the Company:

MU-JHU Care Limited is a registered Ugandan non-governmental organization dedicated to providing services and conducting research on HIV/AIDS care and prevention related to mother-to-child transmission of HIV.

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Job Summary:   The Director of Administration and Finance is responsible for leading and managing the finance and administration functions, ensuring the effective execution of strategies, and driving operational excellence. This role will partner closely with senior leadership to support the organization’s growth, focusing on clinical research and sustainable services. The director will oversee accounting, finance, research administration, and facilities systems, ensuring efficiency and effectiveness in all processes.

Key Duties and Responsibilities:

• Planning and Execution: Lead the planning, implementation, and management of finance and administration functions, ensuring alignment with organizational goals.
• Operational Strategy: Develop and monitor the finance and administration operational plan to ensure strategic alignment and efficient operations.
• Team Leadership: Provide guidance and supervision to the finance, procurement, and facilities teams, ensuring clear communication, accountability, and performance.

The holder of this position will work under the direct supervision of the Executive Director, and will be responsible for the following duties:

Organizational Resilience:

• Work with the Executive Director, management team and board to proactively minimize or eliminate financial and legal risk to the organization.
• Ensures that all research/projects and activities meet international and national requirements as are applicable including those of the host government, sponsor and prime partner (if applicable).
• Ensure that the organizations assets are protected
• Ensure that management and operational policies and procedures are in place to ensure the operational activities and efficient and in-line with approved organizational plan and meet or exceed all sponsor, legal, ethical and best practice standard requirements
• Establish and implement internal controls, finance policies and procedures, procurement and inventory guidelines, and facilities administration systems to ensure that the organization’s day-to-day operational activities are efficient and effective and are in-line with approved strategic initiatives.
• Support grants management in reviewing contracts and MOUs in consideration of organizational requirements and sponsors guidelines.

Financial Management:

• Analyze and present financial reports in an accurate and timely manner; clearly communicate monthly and annual financial statements; collate financial reporting materials for all sponsor segments, and oversee all financial, project/program and grants accounting.
• Coordinate and lead the annual audit process, liaise with external auditors and Executive Director/Site leader; assess any changes necessary.
• Oversee and lead annual budgeting and planning process, administer and review all financial plans and budgets; monitor progress and changes; and keep senior leadership team abreast of the organization’s financial status.
• Implement a robust contracts management and financial management/ reporting system; ensure that the contract billing and collection schedule is adhered to and that financial data and cash flow are steady and support operational requirements.
• Perform day-to-day review of payment/voucher package, periodic financial analysis, forecasting, reporting and monitoring the achievement of funding goals and efficient use of financial resources.
• Provision of assistance to staff in clarifying and interpreting sponsor guidelines, requirements, regulations, as well as the policies and procedures in regard to the sponsor and MUJHU specific grant application processes.
• Review all grants budgets prior to submission, to ensure responsiveness to sponsor requirements and adherence to organizational guidelines/policies/structures.
• Perform budget holder role in managing organizational support operations budget.

Procurement Management:

• Establish and maintain measurable performance metrics for all levels of procurement activities to include key aspects such as supplier performance, supplier quality, requisition placement performance, study/project activity levels, financial performance, and elimination of stock-outs and overstock of regularly used consumable items.
• Provide guidance in the negotiation and execution of purchase orders or vendor contracts as needed to support the critical business needs.
• Strategically develop and implement procurement strategies covering all goods, services and supplier processes throughout a global enterprise to deliver maximum value, leverage, and standardization.
• Ensure the proper implementation of VAT and other tax waivers that may be granted on behalf of the organization.
• Develop and implement Procurement policies and procedures appropriate to the procurement of goods, including appropriate separation of duties and other elements of a strong internal control environment; ensures normally prudent protection against conflicts of interest in procurement.

Facilities Operations and Maintenance Management:

• Ensure the success of Facilities Operations and Maintenance (encompassing Security, Transport, Cleaning, Records and Stores). Primary oversight and supportive supervision of the Facilities Operations and Maintenance Manager to achieve:
• Coordinate the delivery of essential research/project support and facility services by organizing the various units in a logical, non-duplicative, and effective manner which best meets the work requirements and needs of the organization by establishing appropriate policies and procedures that promote strong service-orientation to all stakeholders.
• Develop and implement a fleet monitoring and logistics plan to determine and evaluate the transport requirements against availability of units.
• Develop and implement a functional storage and record management system to ensure accurate, secure and effective management of information and inventory essential for the organization’s operation
• Evaluate the condition of all buildings and facilities by using audits of the facilities to document their current condition and compliance with health, life safety, and building codes, advises senior administration of the status of existing MUJHU facilities regarding life safety requirements, makes recommendations for corrective action of unsafe conditions in the physical structure, and includes problems and recommendations for corrective action in long-range plans.

Qualifications, Skills and Experience:

• Hold a Master’s degree in Finance or Business Administration and completion of a recognized accounting designation such as CPA, ACCA, CMA or equivalent.
• The candidate must have a minimum of 5 years’ experience in a similar position with substantial financial/accounting experience and progressively increasing management responsibility in a not-for-profit organization (local/international) which has diverse funding partners and a minimum portfolio of $10,000,000.
• The candidate should be a self-starter with exceptional communication skills, both written and oral, well-developed interpersonal skills and presence to interact at the most senior corporate, funder and academic levels.
• Proven success in resource mobilisation and management, funder cultivation and acknowledgement, skilled in general management, including personnel management, experienced in administration of large grants basic knowledge of clinical research with a focus on the improvement of the health and wellbeing of women and children.
• Advanced proficiency in the use of Microsoft applications is a core skill.
• Familiarity and experience in operating an ERP specifically Dynamic Navision is desirable.
• Experience in managing financial oversight requirements for NIH and/or other US government awards is necessary.
• Willingness to work extra and irregular hours will be an added advantage.

How to Apply:

Applications with complete C.Vs, including 3 referees and their full address or contact telephone number, copies of academic certificates and testimonials, should be addressed to the MU-JHU Director Human Resources. Upload your application in a single PDF file containing your cover letter, resume, and academic documents (not exceeding 15MB in size)

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Deadline: 14th March, 2025 by 5.30pm.

NB: Only short-listed applicants will be contacted.

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