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Head of Finance and Administration (HoFA) NGO Career Opportunity – Self Help Africa
Job Title: Head of Finance and Administration (HoFA)
Organization: Self Help
Africa
Africa
Duty Station: Kampala, Uganda
Reports to: Country
Director
Director
About US:
Self Help Africa has been
working in sub-Saharan Africa for thirty years. Established in the immediate aftermath
of the Ethiopian famine, we have been striving ever since to tackle the root
causes of hunger and famine across the continent. In July 2014, Self Help
Africa merged with Gorta, Ireland’s longest established NGO. Up to 70% of
people living in sub-Saharan Africa rely directly or indirectly on farming for
their survival. This is the area we focus on, because we know this is where we
can make the biggest impact. Farming is a business, and by helping small
holders to move from subsistence to surplus, long term sustainable farm
businesses are created.
working in sub-Saharan Africa for thirty years. Established in the immediate aftermath
of the Ethiopian famine, we have been striving ever since to tackle the root
causes of hunger and famine across the continent. In July 2014, Self Help
Africa merged with Gorta, Ireland’s longest established NGO. Up to 70% of
people living in sub-Saharan Africa rely directly or indirectly on farming for
their survival. This is the area we focus on, because we know this is where we
can make the biggest impact. Farming is a business, and by helping small
holders to move from subsistence to surplus, long term sustainable farm
businesses are created.
Job Summary: The Head of Finance and Administration (HoFA)
will provide overall managerial and administrative leadership of Self Help
Africa (SHA) in the implementation and overall management of financial systems
and controls of the Country Programme, including cash/bank management,
management and financial reporting, budget administration, staff capacity
building and all other related matters in Country. The HoFA is a key part of
the senior management team of the Country Programme (with the CD and Head of
Programmes) and is expected to play a key role in contributing to the
development of financial systems across SHA, new programme development and the
overall achievement of Country Programme goals.
will provide overall managerial and administrative leadership of Self Help
Africa (SHA) in the implementation and overall management of financial systems
and controls of the Country Programme, including cash/bank management,
management and financial reporting, budget administration, staff capacity
building and all other related matters in Country. The HoFA is a key part of
the senior management team of the Country Programme (with the CD and Head of
Programmes) and is expected to play a key role in contributing to the
development of financial systems across SHA, new programme development and the
overall achievement of Country Programme goals.
Key Duties and Responsibilities:
1.
Country Programme Finance Management:
Country Programme Finance Management:
·
Regularly review monthly management accounts for
approval by the Country Director for submission to Head Office based on the SHA
management accounts procedures – includes monthly and year to date project and
donors expenditure, income and expenditure account, and other necessary
information;
Regularly review monthly management accounts for
approval by the Country Director for submission to Head Office based on the SHA
management accounts procedures – includes monthly and year to date project and
donors expenditure, income and expenditure account, and other necessary
information;
·
Work closely with the Head of Programmes (HoP),
responsible for the preparation of the monthly anticipated results of the
country office and projects;
Work closely with the Head of Programmes (HoP),
responsible for the preparation of the monthly anticipated results of the
country office and projects;
·
Responsible for the preparation of the Country
Programme annual budgets (in liaison with Head of Programmes and Country
Director) for submission to donors/Head Office;
Responsible for the preparation of the Country
Programme annual budgets (in liaison with Head of Programmes and Country
Director) for submission to donors/Head Office;
·
Responsible for the review of donor specific
financial reports – monthly, quarterly or annually, as required by the donor
contracts and guidelines, which agree with the corresponding narrative reports.
These are submitted to Head Office for approval along with budget variance
analysis and explanations,
Responsible for the review of donor specific
financial reports – monthly, quarterly or annually, as required by the donor
contracts and guidelines, which agree with the corresponding narrative reports.
These are submitted to Head Office for approval along with budget variance
analysis and explanations,
·
Responsible for the preparation of the year end
financial statements, arranging and ensuring the timely completion of the year
end audit (accounting year end – 31 December);
Responsible for the preparation of the year end
financial statements, arranging and ensuring the timely completion of the year
end audit (accounting year end – 31 December);
·
Actively monitor and ensure programme and
administrative spending are all in line with agreed budgets. Identify potential
under or over-spends and liaise with HoP internally, Head Office and donors as
appropriate;
Actively monitor and ensure programme and
administrative spending are all in line with agreed budgets. Identify potential
under or over-spends and liaise with HoP internally, Head Office and donors as
appropriate;
·
Responsible for cash management and control of cash
flow, preparation and monitoring of funds per project balances to be submitted
along with cash request to Head Office, liaison with banks;
Responsible for cash management and control of cash
flow, preparation and monitoring of funds per project balances to be submitted
along with cash request to Head Office, liaison with banks;
·
Schedule regular monitoring visits to, and internal
audit of, local partner organisations, ensuring their financial systems and
controls are of an appropriate standard to ensure security and effective
management of funds advanced by SHA;
Schedule regular monitoring visits to, and internal
audit of, local partner organisations, ensuring their financial systems and
controls are of an appropriate standard to ensure security and effective
management of funds advanced by SHA;
·
Provide leadership, technical support and capacity
building of staff in finance and administration matters, including SHA
Partners;
Provide leadership, technical support and capacity
building of staff in finance and administration matters, including SHA
Partners;
·
Provide technical advice on all financial and
administration matters to senior management team;
Provide technical advice on all financial and
administration matters to senior management team;
·
Develop and oversee the implementation of office
procedures and policies on financial and administration matters to ensure
adherence to such by every staff member;
Develop and oversee the implementation of office
procedures and policies on financial and administration matters to ensure
adherence to such by every staff member;
·
Prepare requests for budget amendments as soon as
changes are identified and approved by relevant stakeholders.
Prepare requests for budget amendments as soon as
changes are identified and approved by relevant stakeholders.
·
Check and approve payment documents, with reference
to authority levels stated in the SHA operation manual, after checking
completeness and accuracy;
Check and approve payment documents, with reference
to authority levels stated in the SHA operation manual, after checking
completeness and accuracy;
·
Manage the implementation of audit recommendations;
Manage the implementation of audit recommendations;
·
Coordinate the risk assessment of any new Partner organisation
as part of the due diligence process prior to contracts being signed;
Coordinate the risk assessment of any new Partner organisation
as part of the due diligence process prior to contracts being signed;
·
Review and provide input on the financial
requirements included in the agreements made with Partner organisations;
Review and provide input on the financial
requirements included in the agreements made with Partner organisations;
·
Responsible for the development, implementation,
review and amendment of the departmental work plan
Responsible for the development, implementation,
review and amendment of the departmental work plan
2.
Operational Management:
Operational Management:
·
Provide leadership to the Finance &
Administration Department.
Provide leadership to the Finance &
Administration Department.
·
Ensure the efficient management of staff, financial
and other resources;
Ensure the efficient management of staff, financial
and other resources;
·
Where relevant, assist programme department staff in
drafting, negotiating and issuing of contracts
Where relevant, assist programme department staff in
drafting, negotiating and issuing of contracts
·
Ensure reports are completed in accordance with
deadlines and undertake report editing and review where necessary;
Ensure reports are completed in accordance with
deadlines and undertake report editing and review where necessary;
·
Ensure that appropriate SHA management,
administration, personnel, logistic, finance, and communication systems are in
place;
Ensure that appropriate SHA management,
administration, personnel, logistic, finance, and communication systems are in
place;
·
Regularly review and monitor the completeness of HR
administrative tasks on Salesforce;
Regularly review and monitor the completeness of HR
administrative tasks on Salesforce;
·
Responsible for the review and update of the Job
Descriptions of Finance and Administrative staff in line with their roles and
responsibilities;
Responsible for the review and update of the Job
Descriptions of Finance and Administrative staff in line with their roles and
responsibilities;
·
Initiate the performance appraisal of staff
annually, in line with standard SHA procedures.
Initiate the performance appraisal of staff
annually, in line with standard SHA procedures.
·
Identify training & development requirements and
facilitate training of staff as required;
Identify training & development requirements and
facilitate training of staff as required;
3.
Logistics/ Procurement / Assets Management:
Logistics/ Procurement / Assets Management:
·
Responsible for the review and maintenance of the
fixed asset register on Salesforce, prepare quarterly updates of the fixed
asset register and submit to Head office;
Responsible for the review and maintenance of the
fixed asset register on Salesforce, prepare quarterly updates of the fixed
asset register and submit to Head office;
·
Ensure appropriate insurance for staff, property and
associated programme goods and activities is in place in liaison with Admin
Assistant;
Ensure appropriate insurance for staff, property and
associated programme goods and activities is in place in liaison with Admin
Assistant;
·
Responsible for ensuring the efficient use and
management of transport resources;
Responsible for ensuring the efficient use and
management of transport resources;
·
Provide leadership and supervise the procurement
function and control and management of stock;
Provide leadership and supervise the procurement
function and control and management of stock;
·
Guide the Procurement Committee function and ensure
that financial procedures are followed by the committee, the maintenance of
transparency and ensuring value for money;
Guide the Procurement Committee function and ensure
that financial procedures are followed by the committee, the maintenance of
transparency and ensuring value for money;
·
Responsible for ensuring compliance with all
relevant donor finance regulations
Responsible for ensuring compliance with all
relevant donor finance regulations
4.
Safety and Security:
Safety and Security:
·
Ensure field site safety and security guidelines are
prepared and reviewed at least bi-annually;
Ensure field site safety and security guidelines are
prepared and reviewed at least bi-annually;
·
Ensure all safety or security incidents (fires,
vehicle accidents, theft, etc.) are appropriately recorded and reported by
project staff to relevant parties;
Ensure all safety or security incidents (fires,
vehicle accidents, theft, etc.) are appropriately recorded and reported by
project staff to relevant parties;
·
Actively monitor field site safety and security and
advise the CD about new developments.
Actively monitor field site safety and security and
advise the CD about new developments.
5.
Human Resource Management:
Human Resource Management:
·
Responsible for the administration of Country
Programme human resources including annual appraisals of direct reports in line
with SHA’s Human Resource procedures;
Responsible for the administration of Country
Programme human resources including annual appraisals of direct reports in line
with SHA’s Human Resource procedures;
·
Keenly review SHA payroll on monthly basis to ensure
that all relevant personnel information is up to date and local compliance with
the employee tax deductions;
Keenly review SHA payroll on monthly basis to ensure
that all relevant personnel information is up to date and local compliance with
the employee tax deductions;
·
Ensure that payroll is updated whenever changes have
taken place due to new recruitments, movement and death or any other additional
information pertaining to Human Resource;
Ensure that payroll is updated whenever changes have
taken place due to new recruitments, movement and death or any other additional
information pertaining to Human Resource;
·
Maintain good team communication, engender good team
dynamics and take remedial action when problems occur in collaboration with CD;
Maintain good team communication, engender good team
dynamics and take remedial action when problems occur in collaboration with CD;
·
Ensure procedural compliance for recruitment and
contracting of staff; ensuring that all employees are presented with a letter
of appointment and staff record are intact and updated as changes are effected
Ensure procedural compliance for recruitment and
contracting of staff; ensuring that all employees are presented with a letter
of appointment and staff record are intact and updated as changes are effected
6.
Representation:
Representation:
·
Work closely with the CD, represent SHA at national
Country regional and international levels; to donors, local and national
government authorities, other NGOs, and any other parties as required;
Work closely with the CD, represent SHA at national
Country regional and international levels; to donors, local and national
government authorities, other NGOs, and any other parties as required;
·
Support the CD’s strategic co-operation initiatives
with government and national/international
NGOs and CBOs active in the programme areas;
Support the CD’s strategic co-operation initiatives
with government and national/international
NGOs and CBOs active in the programme areas;
·
Provide coverage for other posts when needed and
carry out any other responsibilities as requested by the CD /Programme Support
Coordinator.
Provide coverage for other posts when needed and
carry out any other responsibilities as requested by the CD /Programme Support
Coordinator.
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidates should be an Internationally
recognized Accounting Qualification (CA, ACA, CIMA, CPA)
The ideal candidates should be an Internationally
recognized Accounting Qualification (CA, ACA, CIMA, CPA)
·
At least fifteen years practical experience of which
five years at a senior management level, preferably in a mid to large
international NGO.
At least fifteen years practical experience of which
five years at a senior management level, preferably in a mid to large
international NGO.
·
Strong technical abilities and up to date knowledge
of Generally Accepted Accounting Principles
Strong technical abilities and up to date knowledge
of Generally Accepted Accounting Principles
·
Fluency in spoken and written English
Fluency in spoken and written English
·
Previous experience in the preparation and review of
management accounts and the ability to critically analyse a trial balance
Previous experience in the preparation and review of
management accounts and the ability to critically analyse a trial balance
·
Past exposure and experience of managing donor funds
and contracts
Past exposure and experience of managing donor funds
and contracts
·
Previous experience in the preparation of year end
financial statements and managing annual external audits
Previous experience in the preparation of year end
financial statements and managing annual external audits
·
Experience of managing, training and supporting
staff
Experience of managing, training and supporting
staff
·
Past exposure and experience in managing USAID, EU
or other government funding
Past exposure and experience in managing USAID, EU
or other government funding
·
Previous experience working with partner
organisations
Previous experience working with partner
organisations
·
Past exposure and experience of undertaking risk
assessments, internal audits and/or assessing internal controls
Past exposure and experience of undertaking risk
assessments, internal audits and/or assessing internal controls
·
Excellent verbal, analytical, organisational and
written skills
Excellent verbal, analytical, organisational and
written skills
·
People management skills
People management skills
·
Proactive and motivated with a strong commitment to
Self Help Africa’s vision, mission and values
Proactive and motivated with a strong commitment to
Self Help Africa’s vision, mission and values
·
Excellent ICT skills including a good knowledge of
MS Office and accounting software
Excellent ICT skills including a good knowledge of
MS Office and accounting software
·
Keen attention to detail and the ability to produce
timely and accurate financial reports
Keen attention to detail and the ability to produce
timely and accurate financial reports
·
Willingness to travel nationally and internationally
Willingness to travel nationally and internationally
How to Apply:
All suitably
qualified and interested candidates are encouraged to send a filled application
form, download
here, to uganda@selfhelpafrica.net
qualified and interested candidates are encouraged to send a filled application
form, download
here, to uganda@selfhelpafrica.net
Deadline: 21st December, 2015.
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