Finance and Administration Officer

JOB DESCRIPTION

Country / Uganda
Job Title / Finance and Administration Officer – Country Level
Location / Kampala with possibility to travel to programme areas in Karamoja, Acholi, Teso and Lango.
Department / Finance and Administration
Reports To / Country Manager
Job Titles of Persons Supervised / Grants and compliance officer, Finance & Administration Assistant
Job Grade
  1. JOB SUMMARY – PURPOSE

The job is responsible for providing effective leadership in financial management and administration, audit services in accordance with procurement policy and procedures, Grant Management and Human Resources services in respect of the country Programme.

Key Result Areas / Duties and Responsibilities
  1. Budgeting and Forecasting
/
  • Coordinate the process of financial forecasting for the 5-year strategy (includes translating the program plans into financial forecasts)
  • Initiate the development of the financial strategy
  • Review DIAKONIA strategy identifying the annual strategic financial implications for DIAKONIA and develop a broad budgeting, planning agenda for implementation
  • Review and update a resource Allocation Framework for effective allocation of financial resources
  • Review various financial budgeting and reporting documents to ensure they are in line with approved budget submitted to relevant stakeholders/ donors/ partners
  • Prepare financial forecasts of income and expenditure
  • Review, revise and update DIAKONIA budgets
  • Check and ensure appropriate levels of resources at department levels as well as any partners implementing DIAKONIA Projects
  • Prepare detailed expenditure budgets and summary budget tables

  1. Financial Management and Reporting
/
  • Review & Submit management reports(tables), Financial Returns to, management and donors & relevant stakeholders
  • Prepare and issue year end processing guidelines
  • Review reporting system for effective monitoring of finances of DIAKONIA and recommend improvements accordingly

  1. Internal Controls
/
  • Review and recommend to the Country Manager, the authorization of Payments, and the pay roll
  • Check and recommend for approval the bank and ledger Reconciliations
  • Reviewing and recommend for approval to the Country Manager, contracts in line with the finance and procurement policies of DIAKONIA
  • Authorize payments/sign Cheques and Web banking
  • Review cash remittances requests to donors and from partners implementing DIAKONIA programs and recommend to the Country Manager for approval
  • Review and disseminate changes /updates in the DIAKONIA Finance Policy Manual in line with approvals from the Country Manager
  • Review period end processes and Procedures
  • Check and ensure that resource reserve levels at Department levels comply with the stipulated Finance policy guidelines
  • Check Continuity and functioning of DIAKONIA’s finance information system and other systems platforms ensuring timely renewal of licenses, access and necessary authorizations
  • Schedule periodic data backup for the Financial Information systems in line with backup guidelines
  • Review system versatility (as well as system improvement proposals) and identify system weaknesses and flaws and recommend changes to the relevant development project team

  1. Administration Management
/
  • Analyze procurement requests and developservice contracts/agreements foroutsourcedservices andregularlymonitor the performance of service providers
  • Oversee the maintenance and tracking of the organization’s assets
  • Ensure legal compliance of DIAKONIA with respect to registration, insurance, licenses and other relevant statutory requirements
  • Supervise the implementation of fleet management, logistics management, safety and security of the country office
  • Lead the implementation of DIAKONIA’s procurement policy and plans, and account for country procurement processes and outputs
  • Seek advice from the retained lawyer and have agreements drafted/drawn by the lawyers

  1. Grants management
/
  • Review of proposal budgets and project risk matrices
  • Review of donor reports for compliance with signed MOUs
  • Review of donor agreements
  • Support the development of financial forecasts for funding proposals
  • Review and recommend for approval, the Donor Management Tracking frameworks/ tools for DIAKONIA
  • Attending to donor queries and concerns on financial issues
  • Consolidate and prepare timely accurate financial donor reports in line with donor guidelines and DIAKONIA policies and procedures
  • Provide technical support to partners and staff implementing donor funded projects in project fundraising and donor fund management in line with donor guidelines and DIAKONIA policies and procedures
  • Coordinate the Management of Project related documents, maintain project records and provide status updates to donors when required

  1. Team Leadership
/
  • Develop work plans and set performance targets for finance & admin staff
  • Set up an enabling environment for staff performance, recognition and reward
  • Carry out scheduled staff development meetings
  • Organize and plan for staff development and training in the Finance and Administration department

  1. Audit
/
  • Procure audit services and manage audit assignments in line with relevant policies
  • Coordinate external audits and respond to audit queries
  • Enforce and follow up the implementation of audit recommendations
  • Develop and update audit action plans and audit risk matrices
  • Submit reports in respect of Management and statutory audits
  • Submit audited financial statements as per the required deadlines
  • Upload the audit reports and management letters to PHS

  1. Financial advisory services
/
  • Interpret to users and Implementing Partners the financial policy and procedure manual
  • Providing guidelines on exchange rate movements, inflation trends and other micro economic factors
  • Provide technical advice to staff and partners on cost ratios and overheads cost consciousness

  1. Human Resources Management
/
  • Interpret and implement the organization’s HR Policies
  • Support the implementation of recruitment, induction and orientation of new staff in the organization
  • Oversee and account for the Country Program’s staff performance management
  • Maintain, update and secure DIAKONIA’s Human Resources Information in line with Uganda’s labor laws
  • Supervise the implementation of staff learning and development initiatives

  1. Management Support and input
/
  • Prepare and make presentations on Finance and Administration matters in management meetings
  • Provide financial advisory services to management
  • Follow-up and implement key actions agreed on issues affecting the finance and administration function in DIAKONIA
  • Perform all other job-related tasks as assigned by the Diakonia Country Manager

  1. KNOWLEDGE, SKILLS AND ABILITIES

(The knowledge, skills and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training)

  1. Level of Education/Academic Qualifications
  • Bachelor’s degree in business related field (Commerce, Accounting, Finance, Arts) or other relevant field.
  1. Specialized Training/Professional Qualifications
  • Full accounting professional qualification - Chartered/Certified Accountant (CPA, ACCA) or other comparable/equivalent qualification.
  1. Competencies/Abilities/Skills Required
  • Sufficient knowledge of accounting and book keeping and high financial analytical skills
  • Working knowledge of computerized accounting and other computer application packages especially Pastel
  • High integrity to be able to handle cash and cash related transactions
  • Good interpersonal skills to be able to relate to people of diverse backgrounds
  • Attention to detail to be able to scrutinize financial and other information documents before decision making
  • Planning and organizing ability to be able to accomplish tasks, file and retrieve information
  • Effective communication both oral and written English
  • Ability to produce and analyze reports
  • Strong report writing skills in the English Language
  1. Relevant Work Experience
  • A minimum of three years’ experience in a busy international, multicultural Non-Government Organization and handling donor funds.
  1. CONTACTS ARISING FROM THE JOB

(List contacts which exert significant influence on the work of the jobholder)

Within the Organization / Outside the Organization
Staff in the Country Office
Regional Office Staff
Head Office Staff / Partner Organizations
Consultants
External Auditors
Government Agencies
  1. AUTHORITY/INDEPENDENT ACTION

The job is performed in accordance with standard procedures and guidance with occasional need for independent decision.

  1. RESOURCE MANAGEMENT RESPONSIBILITY

The job provides responsibility for information, cash, computer and accessories, calculator, equipment among others.

  1. WORKING CONDITIONS
  1. Working Environment

The job is conducted in an office setting with occasional visits to partners, limited government agencies and other stakeholders.

  1. Occupational Hazards

The work performed presents limited exposure to Job-related hazards.

  1. PERFORMANCE MEASURES AND INDICATORS

Submission of correct and accurate monthly reports, maintaining up to date records, prompt submission of accurate and up to date financial reports and audited financial statements and producing analytical reports on partners’ financial reports and their internal systems to Country manager and regional office.

  1. ACCEPTANCE/APPROVAL

I hereby confirm that I have understood my role very clearly, and that my performance will continually be judged against those roles, as herein stipulated.

Signatures:

Employee: / Date:
Supervisor: / Date: