Finance and Admin Manager Non-profit Jobs - African Initiatives for Relief and Development (AIRD)

Organisation: African Initiatives for Relief and Development (AIRD)
Funding Source: United Nations High Commissioner for Refugees (UNHCR)
Duty Station: Kampala, Uganda

About US:
African Initiatives for Relief and Development (AIRD) is a non-governmental, non-political, non-religious and non-profit making organization with the main aim of protecting and seeking durable solutions for Refugees and IDPs in Africa in partnership with UNHCR, the UN refugee agency.

Job Summary: The Finance and Admin Manager will take overall responsibility for the financial and administrative management of the country program office.

Key Duties and Responsibilities: 
·         Ensure that accurate and up-to-date information of the host Government and partners is disseminated to the Country Program Director (CPD) in time
·         Endeavors that effective organizational relationships and networks with public, private and NGO partners is promoted; liaise with host Government/UNHCR and other lead agency representatives
·         Establishes and maintains effective communications with UNHCR and other lead agencies regarding program development, funding opportunities, financial matters, agreements and staffing
·         Endeavors to ensure that a strong and functional participatory management system is in place and that the image of AIRD in the country is consistent with AIRD’s mission, vision and values and protects AIRD's interests and assets
·         Prepares and submit regular reports to AIRD CPD on matters related to Admin/finance
·         Maintains regular and transparent communication with CPD in a spirit of shared successes and joint problem solving
·         Supervise directly the works of the support staffs in Admin/Finance Department and gets hands on information on the entire admin/finance matters of AIRD through the managers at different levels
·         Actively participate actively in preparing project proposals and budgets for the entire operations
·         Ensure all admin/finance reports are submitted to the relevant financiers in time
·         Provide head office with reports as requested
Administrative Duties:
·         Ensure the proper implementation of the HR Policies and Procedures Manual
·         Ensure that office Procedures are maintained in accordance to the project regulations & the staff contracts
·         Supervising directly the works of the admin/finance personnel in the Department including all field or sub offices
·         Ensuring that all staffs are issued timely with letters of appointment, contracts, job descriptions and ID cards after approval and authorization from the CPD
·         Ensure that all personnel files are kept updated at all times, with the correct enclosures
·         Management of leave schedules for all staff, as authorized and approved by the supervisors
·         Ensure that staff performance evaluations are conducted annually
·         Ensure that all office equipment & other assets are kept in good working condition
·         Regularly monitor the use of office telephones, and ensure that calls are made for official project affairs only and private calls made are refunded
·         Being an active participant in Country Management Team meetings, taking minutes and sharing same with the team
Finance Duties:
·         Ensure the proper implementation of the Finance Policies and Procedures manual
·         Ensuring at all times that UNHCR’s/donors and AIRD’s rules and regulations regarding financial management are adhered to
·         Ensuring that the CPD has timely & accurate information regarding the budget balances of the project(s)
·         In charge of preparing and sending regular financial reports to UNHCR after an endorsement by the CPD as per the UNHCR and AIRD rules and regulations
·         Responsible for preparing and sending regular financial reports to other donors after an endorsement by the CPD as per the agreements signed
·         In charge of monitoring and controlling the cash flow and the budget utilization
·         Ensuring that fund utilizations are at all times within allocated budgets
·         Ensuring Staff salaries and all other staff obligations are paid on time as per the labor law of the country ( ie. Uganda NSSF, PAYE) Group Accident insurance, medical insurance and security are paid for in time and in accordance to the provisions of the budget
·         Ensure utility companies provide timely bills and that payments are processed in accordance with consumptions and are within allocated budget
·         Ensuring all financial documents on file bear the correct budget coding
·         Responsible for verifying financial documents before approval for payment by the CPD or the OIC
·         Preparing Local purchase orders (LPOs) to suppliers and/or contracts in reference to the requested items and ensuring that the procurement procedures are followed
·         Conducting regular internal self auditing and ensuring external audit requirements are fulfilled
·         Ensure closing of projects annually with the necessary reporting being done on time
·         Counter checking and verifying monthly bank reconciliations
·         Conducting regular cash count and control
·         Ensuring double entry Accounting System is maintained at all times
·         Ensuring that all transactions are entered into the appropriate books of accounts
·         Conducting monthly trial balance for both local & foreign currencies every month
·         Act as the focal person for receiving and facilitating external

Qualifications, Skills and Experience: 
·         The ideal candidate should preferably hold a Masters of Business Administration (MBA), Accounting or Finance
·         Advanced Diploma or Bachelor degree in Finance or Accounting
·         Professional accounting qualification ACCA/CPA or equivalent is a must
·         At least five to seven years’ experience in financial management, of program with annual budget of at least $1 Million
·         A minimum of three years minimum experience in a senior managerial role
·         Three years of minimum experience in managing donor funds/budgets/reporting (UNHCR experience is an advantage)
·         Must be bilingual English and French – written and verbal
·         Proficiency in computer skills, spreadsheet, accounting packages (QuickBooks, ACCPAC) communication packages and Ms Word, excel, Power Point;
·         Excellent analytical, communication and problem solving skills is necessary along with capacity to identify and articulate potential problems and provide possible solutions in concise and clear manner.
·         Previous experience in working with international development partners, international nongovernmental organization (INGOs) and donors (in particular UNHCR experience) is an asset
·         Broad knowledge of program management
·         Knowledge of donor groups and/or issues related to the program area

Personal Competencies:
·         Behave Ethically: Understand ethical behavior and practices, and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization
·         Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization
·         Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
·         Focus on Donor Needs: Anticipate, understand, and respond to the needs of internal and external donors to meet or exceed their expectations within the organizational parameters
·         Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
·         Lead: Positively influence others to achieve results that are in the best interest of the organization
·         Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions, in conjunction with the S.O.M. or C.P.D., which are timely and in the best interests of the organization as authorized
·         Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities
·         Solve Problems:
o   Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem
o   Ensuring value for money ie. program/project monitoring
o   Ability to work under hardship environment and with minimum supervision

How to Apply: 
All suitably qualified and interested candidates must send an application letter stating qualifications and experience, and their suitability for the position, together with latest updated C.V. by email to

Deadline: 21st November, 2016

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