Job Title: Senior Analyst – Health Supply Chain (Ugandans Only)…
Financial Controller NGO Jobs – International Rescue Committee (IRC)
Job Title: Financial Controller
Organization: International
Rescue Committee (IRC)
Rescue Committee (IRC)
Duty Station: Kampala,
Uganda
Uganda
Reports to: Country
Director
Director
About US:
The
International Rescue Committee helps people whose lives and livelihoods are
shattered by conflict and disaster to survive, recover, and gain control of
their future. It was created by Albert Einstein more than 80 years and has been
working in Uganda since 1998. It has particularly working in the conflict zones
where tens of thousands of people have been kills and over 1.6 million
displaced. Following a peace agreement in 2006, Ugandans are returning home and
looking to rebuild their lives. The IRC is there to protect women and children
from violence and exploitation by fostering a safe environment and encouraging
education, and is supporting farmers and small businesses, and helping
communities promote peace and long-term development.
International Rescue Committee helps people whose lives and livelihoods are
shattered by conflict and disaster to survive, recover, and gain control of
their future. It was created by Albert Einstein more than 80 years and has been
working in Uganda since 1998. It has particularly working in the conflict zones
where tens of thousands of people have been kills and over 1.6 million
displaced. Following a peace agreement in 2006, Ugandans are returning home and
looking to rebuild their lives. The IRC is there to protect women and children
from violence and exploitation by fostering a safe environment and encouraging
education, and is supporting farmers and small businesses, and helping
communities promote peace and long-term development.
Job Summary: The Financial
Controller has the overall policy and management responsibility for the finance
and accounting functions within the Uganda country program. The Finance
Controller’s responsibilities include ensuring policy compliance and controls,
field office support, staff training and capacity building, management of
finance functions, treasury and budget functions. The Finance controller also has
the responsibility of working with various local and international sub grantees
and partners. The job holder will also manage and mentor 7 finance staff in Kampala and Field offices.
Controller has the overall policy and management responsibility for the finance
and accounting functions within the Uganda country program. The Finance
Controller’s responsibilities include ensuring policy compliance and controls,
field office support, staff training and capacity building, management of
finance functions, treasury and budget functions. The Finance controller also has
the responsibility of working with various local and international sub grantees
and partners. The job holder will also manage and mentor 7 finance staff in Kampala and Field offices.
Key Duties and Responsibilities:
1.
Ensuring finance policy compliance:
Ensuring finance policy compliance:
·
Ensure that the country office finance functions are
in line with the IRC global finance policy and established organizational
practices
Ensure that the country office finance functions are
in line with the IRC global finance policy and established organizational
practices
·
Ensure that donor rules and regulations are adhered
to in finance management of specific projects
Ensure that donor rules and regulations are adhered
to in finance management of specific projects
·
Establish and implement Uganda specific finance
systems, and guidelines
Establish and implement Uganda specific finance
systems, and guidelines
·
Work in liaison with the Country Director to discuss
on finance management policies and provide timely advice on any issues related
to compliance, fraud, under or over spending of project grants and finance
staffing issues
Work in liaison with the Country Director to discuss
on finance management policies and provide timely advice on any issues related
to compliance, fraud, under or over spending of project grants and finance
staffing issues
·
Closely look at the issue of cost effectiveness and
provide recommendations and guidance to the management team
Closely look at the issue of cost effectiveness and
provide recommendations and guidance to the management team
·
Understand and share information related to local
government (throughout Uganda) statutory requirements related to financial
issues and ensures compliance with tax regulations and any other legal
requirements
Understand and share information related to local
government (throughout Uganda) statutory requirements related to financial
issues and ensures compliance with tax regulations and any other legal
requirements
2.
Establishing effective internal finance controls:
Establishing effective internal finance controls:
·
Ensure that established internal control systems for
IRC are in place. Regularly review on effective implementation of these systems
regularly and reporting any discrepancies to the Country Director
Ensure that established internal control systems for
IRC are in place. Regularly review on effective implementation of these systems
regularly and reporting any discrepancies to the Country Director
·
Manages the protection of the country’s assets
(cash, inventory, NEP) through the enforcement of internal control policies and
procedures
Manages the protection of the country’s assets
(cash, inventory, NEP) through the enforcement of internal control policies and
procedures
·
Ensure that the authorization matrix for the country
program is updated and approvals are in line with the matrix
Ensure that the authorization matrix for the country
program is updated and approvals are in line with the matrix
·
Keenly review should include the allocation of
salaries based on timesheets, and an overall assessment of the general controls
that are in place, provide recommendations if necessary.
Keenly review should include the allocation of
salaries based on timesheets, and an overall assessment of the general controls
that are in place, provide recommendations if necessary.
·
Document in-country policies regarding advances and
maximum cash balances and general cash and banking situation in the Country
Office
Document in-country policies regarding advances and
maximum cash balances and general cash and banking situation in the Country
Office
·
Regularly review for adequacy and reasonableness,
the documentation for delineating authority for approving transactions,
procurements, disbursements
Regularly review for adequacy and reasonableness,
the documentation for delineating authority for approving transactions,
procurements, disbursements
·
Ensure that authorized signatory list and bank
information forms are regularly updated and hardcopies are on file
Ensure that authorized signatory list and bank
information forms are regularly updated and hardcopies are on file
·
Identify requirements for and develop reporting
formats to aid in the management of IRC Uganda program operations and grant
expenditures.
Identify requirements for and develop reporting
formats to aid in the management of IRC Uganda program operations and grant
expenditures.
·
Undertake internal control audits, report the same
and in discussion with the CD, initiate actions necessary to correct any
internal control weaknesses.
Undertake internal control audits, report the same
and in discussion with the CD, initiate actions necessary to correct any
internal control weaknesses.
·
Supports and co-ordinates external, internal, donor
or government audits
Supports and co-ordinates external, internal, donor
or government audits
·
Use the Field Office Monitoring tool to ensure
effective finance function at field offices
Use the Field Office Monitoring tool to ensure
effective finance function at field offices
·
Documentation- ensure that all relevant finance
documents are appropriately filed (soft and print copy), ensuring quality
referencing for the filed documents, safety of the documents
Documentation- ensure that all relevant finance
documents are appropriately filed (soft and print copy), ensuring quality
referencing for the filed documents, safety of the documents
3.
Field Office Support:
Field Office Support:
·
Establish and implement practices to ensure
efficient and seamless support and coordination with the field offices
Establish and implement practices to ensure
efficient and seamless support and coordination with the field offices
·
Carry out regular field office visits in order to
support, guide and monitor implementation of internal controls, identify
support needs, and train finance and non-finance staff
Carry out regular field office visits in order to
support, guide and monitor implementation of internal controls, identify
support needs, and train finance and non-finance staff
·
Use the Field Office Monitoring Checklist (FOMC) as
a tool to ensure effective finance function at field offices
Use the Field Office Monitoring Checklist (FOMC) as
a tool to ensure effective finance function at field offices
·
Actively monitor program activities in line with
donor proposals and share observations with the concerned team members
Actively monitor program activities in line with
donor proposals and share observations with the concerned team members
·
Undertake monitoring of the partner organizations
and provide training on IRC and donor guidelines
Undertake monitoring of the partner organizations
and provide training on IRC and donor guidelines
·
Ensure that cash transfers to the field offices are
taking place and any challenges are communicated and addressed
Ensure that cash transfers to the field offices are
taking place and any challenges are communicated and addressed
4.
Undertake quality finance reporting and documentation:
Undertake quality finance reporting and documentation:
·
Prepare and submit financial reports as stipulated
with the IRC Finance Manual- ensuring integrity of information and
explanations, and timely submission
Prepare and submit financial reports as stipulated
with the IRC Finance Manual- ensuring integrity of information and
explanations, and timely submission
·
Prepare and submit donor reports as and when
necessary- ensuring reporting in the due format of the donors, accuracy of
information and timely submission
Prepare and submit donor reports as and when
necessary- ensuring reporting in the due format of the donors, accuracy of
information and timely submission
·
Keenly analyze finance information to generate
information on overall finance management issues- i.e. spending trends,
operation vs program costs, funding gaps, funding pipeline analysis for 2-3
years etc
Keenly analyze finance information to generate
information on overall finance management issues- i.e. spending trends,
operation vs program costs, funding gaps, funding pipeline analysis for 2-3
years etc
·
Ensure timely preparation of various monthly finance
reports for the country program and provide the same for approval of the
Country Director. The reports include- trial Balance, collate bank statements,
monthly financial grants summary, monthly grants tracking sheet, monthly
reconciliation file etc
Ensure timely preparation of various monthly finance
reports for the country program and provide the same for approval of the
Country Director. The reports include- trial Balance, collate bank statements,
monthly financial grants summary, monthly grants tracking sheet, monthly
reconciliation file etc
·
Prepare monthly budget vs actual (BVA) report for
all donor grants and share the same with senior management team. Participate in
BVA review meetings and share any observations and recommendations
Prepare monthly budget vs actual (BVA) report for
all donor grants and share the same with senior management team. Participate in
BVA review meetings and share any observations and recommendations
·
Update the operating budget for the country program
on an ongoing basis specifically highlighting issues around over and under
budgets, funding gaps for specific field sites and positions or costs, and
share recommendations
Update the operating budget for the country program
on an ongoing basis specifically highlighting issues around over and under
budgets, funding gaps for specific field sites and positions or costs, and
share recommendations
5.
Perform accounting and finance management functions:
Perform accounting and finance management functions:
·
Work in compliance with IRC policy to establish
country policies regarding cash holding limits, cash movements and foreign
currency holdings.
Work in compliance with IRC policy to establish
country policies regarding cash holding limits, cash movements and foreign
currency holdings.
·
Ensure the development and implementation of a plan
to minimize the country’s foreign exchange exposure to currency gains and
losses.
Ensure the development and implementation of a plan
to minimize the country’s foreign exchange exposure to currency gains and
losses.
·
Liabilities – Severance/Accounts Payable/Taxes
Payable- ensure that the IRC severance policy is not in conflict with local
labor laws; ensure that items in accounts payable relate to open grants;
discuss the office methodology for accrual and payment of taxes to ensure it is
in compliance with local law.
Liabilities – Severance/Accounts Payable/Taxes
Payable- ensure that the IRC severance policy is not in conflict with local
labor laws; ensure that items in accounts payable relate to open grants;
discuss the office methodology for accrual and payment of taxes to ensure it is
in compliance with local law.
·
Manages all country office bank relations and bank
account activities including negotiation of fees, interest and currency
exchange rates.
Manages all country office bank relations and bank
account activities including negotiation of fees, interest and currency
exchange rates.
·
Design, implement, and monitor systems, procedures
and reporting necessary to maintain on current basis accurate forecasts of cash
requirements for meeting future spending, including commitments entered into
and which obligate IRC to future spending.
Design, implement, and monitor systems, procedures
and reporting necessary to maintain on current basis accurate forecasts of cash
requirements for meeting future spending, including commitments entered into
and which obligate IRC to future spending.
·
Supervise the preparation of Cash Transfer Requests
to New York and ensures that appropriate balances are maintained to facilitate
grant implementation.
Supervise the preparation of Cash Transfer Requests
to New York and ensures that appropriate balances are maintained to facilitate
grant implementation.
·
Use the SUN finance software in performing various
finance functions- reporting to the IRC head office, coding of expenses,
information consolidation and reporting
Use the SUN finance software in performing various
finance functions- reporting to the IRC head office, coding of expenses,
information consolidation and reporting
6.
Preparation of project budgets for donor grants:
Preparation of project budgets for donor grants:
·
In charge of the preparation and revision of program
and grant proposals and budgets in line with donor guidelines, and IRC and
donor formats
In charge of the preparation and revision of program
and grant proposals and budgets in line with donor guidelines, and IRC and
donor formats
·
Keep the country operating budget as a reference in
development of grants budgets
Keep the country operating budget as a reference in
development of grants budgets
·
Guide finance and non finance staff in preparation
of grant budgets and review the same
Guide finance and non finance staff in preparation
of grant budgets and review the same
·
Review and finalize partner grant budgets ensuring
cost effectiveness, clarity of budgets
Review and finalize partner grant budgets ensuring
cost effectiveness, clarity of budgets
7.
Quality finance staff Management:
Quality finance staff Management:
·
Mentor and supervise all finance staff within the
country program- Kampala and field offices (8 staff)
Mentor and supervise all finance staff within the
country program- Kampala and field offices (8 staff)
·
Ensure regular training of the staff on compliance
issues and monitor performance
Ensure regular training of the staff on compliance
issues and monitor performance
·
Organize a finance workshop (every 4 months) for all
finance team and
Organize a finance workshop (every 4 months) for all
finance team and
·
Guide the CD on finance staffing issues for the
country program, including issues of non-performance, staffing gaps, training
needs etc
Guide the CD on finance staffing issues for the
country program, including issues of non-performance, staffing gaps, training
needs etc
·
Identify capacity building needs for the finance
staff and ensure their participation in relevant training
Identify capacity building needs for the finance
staff and ensure their participation in relevant training
·
Conduct regular training and orientation of the non
finance staff on issues such as preparation of budgets, BVA report analysis and
monitoring of spending
Conduct regular training and orientation of the non
finance staff on issues such as preparation of budgets, BVA report analysis and
monitoring of spending
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate should hold a Bachelor’s degree
in Accounting, Business Administration, Commerce or Finance from a recognized
institution and a Master’s degree in Accounting or ACCA/CPA
The ideal candidate should hold a Bachelor’s degree
in Accounting, Business Administration, Commerce or Finance from a recognized
institution and a Master’s degree in Accounting or ACCA/CPA
·
At least five years of experience at a senior
supervisory level (finance functions) with international organizations
At least five years of experience at a senior
supervisory level (finance functions) with international organizations
·
Prior exposure and experience with donor (DFID, EU,
USAID, UN etc) regulations, budgets and reporting requirements
Prior exposure and experience with donor (DFID, EU,
USAID, UN etc) regulations, budgets and reporting requirements
·
Past experience in overseeing budgets above USD 5
million
Past experience in overseeing budgets above USD 5
million
·
Proven experience in working with computerized
accounting systems preferably in SUN, standard spreadsheet and database
programs
Proven experience in working with computerized
accounting systems preferably in SUN, standard spreadsheet and database
programs
·
Willingness and ability to undertake field travel
and spend quality time monitoring operations
Willingness and ability to undertake field travel
and spend quality time monitoring operations
·
Must be sincerely committed to staff coaching,
training and mentorship, with demonstrated success in this area.
Must be sincerely committed to staff coaching,
training and mentorship, with demonstrated success in this area.
NB: Female and
Ugandan nationals are strongly encouraged to apply.
Ugandan nationals are strongly encouraged to apply.
How to Apply:
All suitably
qualified and interested candidates should send an updated CV, copies of
certificates and cover letter clearly indicating the position applied for
to: The Human Resource and
Administration Manager, International Rescue Committee, P.O. Box 24672 Kampala;
OR
qualified and interested candidates should send an updated CV, copies of
certificates and cover letter clearly indicating the position applied for
to: The Human Resource and
Administration Manager, International Rescue Committee, P.O. Box 24672 Kampala;
OR
Email to: UA-IRCJobs@Rescue.org. You may also
Apply online by clicking on link below.
Apply online by clicking on link below.
Deadline: 16th October, 2015
For more of the
latest jobs, please visit https://www.theugandanjobline.com
or find us on our facebook page https://www.facebook.com/UgandanJobline
latest jobs, please visit https://www.theugandanjobline.com
or find us on our facebook page https://www.facebook.com/UgandanJobline