Head of Finance and Administration Non-profit Careers – Infectious Diseases Institute (IDI)

Organisation: Infectious Diseases Institute (IDI)
Duty Station: Kampala, Uganda
Reports to: Executive Director, IDI
About US:
The
Infectious Diseases Institute (IDI) is an international non-profit organization
which is a partnership of infectious diseases and public health specialists.
The overall objective of the IDI is to strengthen health systems with strong
emphasis on Infectious Diseases, through Research and Capacity Development. IDI
has five operational areas through which it works to achieve its mission:
Prevention, Care and Treatment; Training, Research and Laboratory services
(provided through a partnership with the Makerere University – John Hopkins
University Core Lab) and Outreach.
Key Duties and Responsibilities: 
  • Support the ED and the Board with sound
    advice relating to strategic financial management (identifying key issues
    including deviation from financial and business plans; diagnosing the
    causes; and proposing ways forward) with the emphasis on forward-looking
    strategic financial management information (rather than backward-looking
    accounting information); and most importantly provide the ED and the Board
    with proposals for related systems development to maximize institutional
    efficiency and sustainability.
  • Ensure that IDI consistently maintains global
    standards of accountability and transparency; through engagement with
    internationally recognized audit firms, and maintenance of effective
    controls and internal audit procedures.
  • Provide accurate and timely financial reports
    and analysis (including graphical Key Performance Indicators) to the ED,
    SMT members, managers of IDI business units, the Board Audit Committee,
    the IDI Board of Directors, and funders.
  • Significantly contribute the financial and /
    or budgetary components of strategic plans, business plans and annual work
    plans; and lead annual budget-making process (including identifying and
    managing financial risks).
  • Oversee the procurement function; to ensure
    transparent, cost effective procurement practices and results.
  • Direct the Human Resources function; to
    ensure that IDI HR procedures are compliant with national legislation, and
    to ensure that staff are treated fairly, properly evaluated, adequately
    trained, and highly motivated.
  • Direct the operations function; to ensure
    that facilities are well-maintained and functional, and fleet support is
    adequate, fully controlled and economical.
  • Direct the property management function so
    that the IDI property is used to best advantage and produces maximum
    income to the organization.
  • Manage major capital improvement programs; to
    ensure timely completion and cost – effective implementation.
  • Offer technical support to the project audit
    and risk management function.
  • Support the Board Secretary (Executive
    Director) in corporate matters, Board relations, Board committee
    procedures, and legal issues.
  • Ensure that all IDI processes and financial
    matters are fully compliant with national laws and regulations, other
    regulatory authorities and funder conditions.
  • As IDI evolves, advise the ED how the role of
    HFA needs to evolve in step.
Finance:
  • Provide the ED and the Board with sound
    advice relating to strategic financial management (identifying key issues
    including deviation from financial and business plans; diagnosing the
    causes; and proposing ways forward) with the emphasis on forward-looking
    strategic financial management information (rather than backward-looking
    accounting information); and most importantly provide the ED and the Board
    with proposals for related systems development to maximize institutional
    efficiency and sustainability.
  • Develop annual budgets (with Executive
    Director, Senior Management and Financial Controller) for IDI Board
    approval.
  • Produce monthly financial reports for
    management (including graphical quarterly and annual Key Performance
    Indicators); quarterly reports for Board Audit Committee, IDI Board and
    key sponsors; and periodic reports for project sponsors.
  • Coordinate the annual audit on behalf of the
    Board Audit Committee; and all funder-specific audits.
  • Actively contribute to risk assessment and
    periodic internal audit reviews (with Executive Director, Senior
    Management and Senior Manager Internal Audit & Risk Management).
  • Prepare annual indirect rate audit working
    papers and coordinate completion of the annual indirect rate audit report.
  • Ensure timely remittance of statutory claims;
    and maintain full compliance with regulatory requirements.
  • Develop and maintain effective internal
    controls for all transaction processing; including field- based and cash
    transactions.
  • Closely and systematically monitor and manage
    all receivables and payables; engaging the ED and other senior managers as
    necessary to solve any problems expeditiously.
  • Ensure the completion of periodic cash and
    physical asset verifications.
  • Prepare cash and financial projections; and
    ensure that adequate levels of liquidity are maintained.
  • Ensure adequate investment returns are
    achieved on available funds.
  • Maintain professional working relationships
    with the corporate bankers and other financial service providers.
  • With the Head of Information Services and the
    Financial Controller, ensure that FMIS systems are secure, functional and
    up to date; and ensure that they meet evolving minimum statutory and
    institutional requirements.
  • Represent IDI at Board Audit Committee
    meetings, and provide secretariat services for the Board Audit Committee.
  • Ensure that procurement practices result in
    transparent, cost effective procurement results.
  • Ensure that financial, and related, policies
    and procedures are periodically updated and approved.
  • Monitor ongoing capital development needs
    and, with the ED, explore options for funding.
Procurement: Direct the
procurement team to:
  • Maintain and enhance transparent, efficient
    and effective procurement systems.
  • Ensure the procurement function meets the
    evolving needs of the institution and its projects in keeping with global
    good practice.
  • Ensure the procurement function optimizes use
    of IT.
  • Ensure that procurement policies and
    procedures are periodically updated and approved
Human Resources: Direct the
HR team to :
  • Maintain and enhance transparent, efficient
    and effective systems for HR management – including, among other things,
    staff recruitment, compensation, talent management and retention, and
    evaluation.
  • Direct the staff training function to ensure
    cost effective fulfillment of training needs (with Heads of Departments).
  • Support staff in achieving career goals
    within, or outside, IDI.
  • Ensure full compliance with applicable labour
    codes and legislation; and Board directives related to labour relations.
  • With the ED, develop succession plans for key
    management positions.
  • Ensure that HR policies and procedures are
    periodically updated, approved, and appropriately disseminated.
Operations:
  • Act as Institute liaison for major capital
    projects; to ensure timely completion and value for money (including
    coordination with funders, architects, project managers, general
    contractors, sub –-contractors, and approving agencies).
  • With the Operations Manager, ensure that all
    program and project facilities and equipment are professionally
    maintained, repaired and upgraded.
  • With the Operations Manager, ensure that
    institutional and project vehicles are well maintained, efficiently
    operated and used for authorized purposes.
  • With the Operations Manager, ensure that
    Institute stores are effectively managed and adhere to appropriate
    standards of accountability.
  • With the Operations Manager and HR Manager,
    ensure that the Occupational Health, Safety and Environment Policy (OHSE
    Policy) is maintained and implemented.
Property Management:
  • Ensure that all IDI property (both owned and
    rented) is used to best advantage to achieve the programmatic objectives
    of the organisation and all appropriate steps are taken to produce maximum
    return to the organisation.
  • Maintain a space allocation plan and, in
    consultation with the ED and senior management, allocate adequate space
    for the effective delivery of programme objectives.
Administration:
  • Support the Board Secretary (ED) in
    maintaining corporate registrations and full compliance with Companies Act
    requirements.
  • Support the Board Secretary with IDI Board
    and Committee meeting preparations and follow-up.
  • Support the Board Secretary with Annual
    General Meeting preparations and follow- up.
  • Act as Institute liaison with counsel, for
    all legal matters.
  • Ensure that IDI has appropriate property and
    liability insurance continually in force.
Qualifications, Skills and Experience: 
  • The applicant should be a Current ACCA
    professional qualification with a Bachelor’s degree, preferably Masters,
    degree in business administration, or a related discipline.
  • At least fifteen years of relevant,
    progressive experience and a demonstrable ability to grasp issues relating
    to strategic financial management and related systems development.
  • Seven or more years should be at senior
    management level involving strategic financial planning and management;
    including significant Board and key stakeholder interaction, and
    experience in management of internal audit and risk (and associated
    systems improvement).
  • Extensive experience with non- profit NGOs ,
    with multiple resource streams.
  • Demonstrated skill in team building,
    leadership, and staff motivation.
  • Well-developed negotiation and
    consensus-building skills.
  • Demonstrated skill and experience in
    directing the Human Resources function; including HR systems development,
    administration, staff training and career development.
  • Functional experience in coordinating
    construction; and also in ensuring accountability in large scale, field
    based development activities.
  • Sectoral experience in health care,
    education, medical research, and / or laboratory services.
  • Familiarity with facilities and fleet
    management.
How to Apply:
All
suitably qualified and interested candidates should send their application
cover letters with a detailed CV, naming at least two professional referees to:
The
Human Resources Manager,
Infectious
Diseases Institute,
P.O.
Box 22418, Kampala, Uganda
NB: Only shortlisted candidates will be contacted for
interviews.
Deadline: 13th May, 2016 by 5:00 PM

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