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Job Title:   Finance and Administration Manager

Organisation: Swiss Church Aid (HEKS/EPER)

Duty Station:  Kampala, Uganda

About US:

HEKS/EPER was founded in 1946 by the Federation of Swiss Protestant Churches (FSPC) as the aid organization of the Protestant Churches in Switzerland committed to the dignity of every human being. This respect for human dignity finds expression in the universal human rights. All human beings should be able to lead a life in dignity and in social, economic and political security based on fundamental Christian values such as justice, self-determination, respect, solidarity, responsibility, and participation.

Key Duties and Responsibilities:

Financial and Administrative Management.

• Ensures compliance, maintaining an administrative and financial office system in accordance with all HEKS/EPER’s policies and procedures, but primarily the Field Financial and Administration Guidelines (FFAG).
• Bookkeeping to be conducted in a computerised double-entry accounting software with accrual principles.
• Maintaining a complete and structured electronic and physical documentation and filing system (e.g. bookkeeping, HR, procurement, project documents).
• To supervise all Cash Receipts and Payments and to ensure that Cash Receipts and Payments Journals are written up daily and balanced.
• To ensure that Daily/Monthly Reconciliations are done for Cash at Hand, Bank, and other subsidiary accounts.
• Preparing, checking and submitting monthly financial reports to the CD containing budget to actual expenditure information and providing updates during the Team Coordination Meetings.
• Preparing, checking and submitting the quarterly reports (group reporting) to the HQ. This includes the balance sheet, income statement and cash flow forecast of the CO or any other required information.
• Preparing a draft of the annual and phase country programme budget (incl. partner organisations) together with the CD.
• Checking, approving and settling monthly bills and monthly payroll for accounting.
• Processes payroll and other employee expense reimbursements, remits tax and other government contributions and reports to local agencies.
• Working with the CD to formulate, review and implement the “Rules on Financial and Material Responsibilities” for the country office.
• Ensuring that all financial transactions of the CO are as low risks as possible: payments made via bank transfers with double signatures, trustworthy bank, separation of duties, etc.
• Working with the CD to formulate, update and implement the “Staff Regulations” for the CO.
• Ensuring compliance with all local legal requirements and obligations (such as tax, PAYE, social security, etc.) and deductions are remitted to the concerned authority before the 15th of each month.
• Liaise directly with the Uganda Revenue Authority and submit Withholding tax reports, etc., as required.
• Ensuring the preparation of documentation for the audit (external and internal) and that the audit is carried out in a timely fashion, as well as the implementation of the audit recommendations.
• Ensuring that HEKS/EPER’s procurement and logistics procedures are followed and aligned to best practices, local legislations and donor’s requirements and standards.
• Chair the procurement Committee and develop framework agreements and contracts as required.
• Ensuring that HEKS/EPER’s HR procedures are adhered to and supporting the CD in all required tasks.
• To maintain proper and updated records of all assets (fixed and movable).
• To ensure that general fiscal regulations are adhered to and that statutory payments are effected within the set time limits.
• Develop and/or review ToRs and contracts with suppliers, vendors and consultants as directed by the CD.
• Conduct routine assessments of the processes and procedures adopted and implemented in each field office.

Support to Partner Organisations

• Upholding good relationships with HEKS/EPER’s partner organisations and stakeholders.
• Conducting on-site financial monitoring of partners regularly, preferably quarterly. Analysing the information in the partners’ recordkeeping and reporting system and reporting key findings to the CD (if severe to the DO). For doing so, it is recommended that the FAM visit partner organisations for at least ten days per month for checks and training. Produce financial monitoring reports and a list of recommendations to the partners.
• Ensuring that all financial transactions of the partners are as low risks as possible: payments made via bank transfers with double signatures, trustworthy bank, segregation of duties, etc.
• Supporting the partner organisations with their HEKS/EPER funds-related financial and administrative management questions. Providing ongoing technical assistance to the POs to develop effective and reliable financial management systems.
• Training partners on HEKS/EPER’s accounting regulations, budget, administration, risk management and reporting guidelines according to the FFAG.
• Reviewing, checking and finalising partner’s budgets (including checking against the price index) and comparing the partners’ accounting to the financial reports.
• Checking the partners’ financial reports and cash flow forecast, identifying problems and risks, communicating back to partners for correction/clarification and reporting them to the CD and PO.
• Ensuring that the CO and the partners meet all deadlines – otherwise, reminding them proactively.
• Monitoring the funds flows between the HQ and the partner and between the CO and the partner.
• Assessing new partners with respect to their financial and administrative capabilities.
• Ensuring that partner organisations are audited on time and according to HEKS/EPER’ requirements. Checking the audit reports of partners and ensuring that the audit findings/recommendations are implemented within a reasonable time.
• Follow up with partner organisations about their statutory and tax-related obligations.

Administration and Programme

• Maintaining an appropriate filing system for the project to accommodate all aspects of HEKS/EPER’s work according to FFAG.
• Supporting the Country Director in organising and conducting consultants’, Auditors, Control Unit Team members, and partners’ visits, training sessions and meetings.
• Ensuring the proper use and maintenance of HO equipment and office supplies, bringing any problems to the attention of the Country Director.
• Ensuring that HEKS-EPER’s capital assets inventory information is recorded.

Qualifications, Skills and Experience:

• The applicant must hold a University Degree at Master’s level in Finance and Accounting.
• At least seven years of relevant experience in a similar senior finance function in an international NGO or NPO.
• Proven ability for budgeting, cash flow forecasting, and financial analysis, monitoring and reporting.
• Excellent knowledge of all relevant national and international accounting standards.
• Proven capability to provide support, guidance and training to internal and external stakeholders.
• Previous work experience in monitoring and generating financial reports for internationally funded tenders and mandates.
• Proven knowledge and experience in Risk Management.
• Experienced in procurement, logistics and human resources.
• Excellent analytical and conceptual skills.
• Good communication skills and conversational command of English (spoken and written).
• Ability to work in complex environments and to ensure that deadlines are met by internal and external stakeholders (good prioritisation and time management skills).
• Ability to ensure that internal and external stakeholders understand and duly follow HEKS/EPER’s procedures and guidelines.
• Excellent IT and computer skills (particularly Microsoft Excel and accounting software).
• A diligent and trustworthy person with appropriate attention to detail.
• Excellent team player and social capabilities.
• Good knowledge of relevant local laws and obligations (labour, tax, social security, etc.).
• Available for frequent local and national travel.
• Professional, cooperative, efficient and effective working attitude.

NB: We welcome applications from qualified women and men, including those with disabilities.

How to Apply:

All interested and qualified candidates (nationals only), please send your application (Cover Letter and CV) to HEKS/EPER to the following email address:

hekseperrecruitment@gmail.com

Applications will be evaluated on a rolling basis, and only shortlisted candidates will be contacted.

Deadline: 14^th September 2023

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