Finance and Administration Officer NGO Jobs – Terre Des Hommes




Organisation: Terre
Des Hommes
Duty Station: Kampala,
Uganda
Reports to: Country
Manager
About US:
Since its creation in 1960, the mission of
Terre des hommes (Tdh) has been to come to the aid of children in need. It
endeavours at all times to defend the rights of children, in times of war
and natural disasters, or in less publicised situations of distress.  Today, the Terre des hommes Foundation is
a significant force among children’s aid organisations in Switzerland and
throughout the world. It is the largest non-governmental organisation (NGO)
for children’s aid in Switzerland. Tdh has development projects and
emergency relief programmes in more than 30 countries. This engagement is
financed by individual and institutional donations, of which 87% flows
directly into the Tdh programmes.
Job Summary: The Finance
and Administration Officer will be tasked with implementing, coordinating, realizing
and evaluating the existing financial and administrative policies and
processes concerning the operations and programmes in the country and to
execute the AO/IC (administrative organisation and internal control)
processes within the country office. The financial and administration
officer guides and offers technical support to the country manager, project
partners and other stakeholders on financial management as well as urges
them to take action when needed.
Key Duties and
Responsibilities: 
1. Country Office Administration & ICT:
  • Work in close consultation with
    the country manager, coordinate the day-to-day management of the
    office and office assets and consumables, as per established TdH-NL
    procedures.
  • Ensure TdH-NL operations and
    activities are compliant with laws, regulations, and other statutory
    requirements of the government, its agencies and instruments.
  • Guide on the appropriate
    administrative systems and procedures in the country office.
  • In charge of efficient and
    effective coordination of the finance and admin support staff.
  • Facilitate sound data entry
    systems for the country office and TdH-NL partners in-country; and
    take appropriate and timely action in consultation with the Head
    Office in case of ICT issues.
  • Frequently update the data system
    at the regional office and ensure all important documentation is also
    available at the regional office.
  • Responsible for security of
    office, staff and assets.
2. Finance:
  • Responsible for the preparation
    and monitoring of operational budgets, in consultation with CM and
    RFAM.
  • Responsible for compiling and
    submission of timely and complete monthly financial reports of the
    country office operational budget.
  • Responsible for all financial
    (cash and cheque) transactions of the operational budget as per
    established procedures, as well as maintain up-to-date accounts,
    including filing and safekeeping of documentation.
  • Provide clear analytical
    information and advice to the management at country and regional
    office to support informed decision making.
  • Responsible for timely submission
    each month to the regional office of monthly finance reports as well as
    quarterly cash requests.
  • Responsible for compliance to all
    bank requirements.
  • Keenly review partner contract
    budgets and provide informed advice to management, as well as
    periodically (at least quarterly) review budget performance and
    provide analytical advice as well.
  • Work collaboratively with the
    regional office on all finance related issues (partner contracts and
    office operational budgets).
3. Audit:
  • Prepare yearly plan of audit
    schedule for partners and submit to the regional office (RO).
  • Facilitate in the selection
    process for auditors for partner audits.
  • Secure approval of audit
    engagement and budget from RO prior to audit fieldwork.
  • Coordinate the progress of audit
    and ensures timely submission of the draft and final report after
    country manager’s approval, to the regional office.
  • Ensure maintenance of audit
    reports and documentation at the country office and follow up of
    recommendation with the Project Partners.
  • Render support in office audits
    undertaken by the regional office or head office.
4. Capacity building of partners:
  • Make at least quarterly
    supervisory support visits to all programme partners, to review
    financial reports and planning, as well as any other support or
    monitoring activities as may be appropriate.
  • Apply TdH-NL tools (PCATs) in
    organisational assessment, and identify together with TdH-NL programme
    staff and project partners areas for further improvement on finance
    and administration management.
  • Ensure that programme reports are
    delivered on time and are of good quality, according to TdH-NL
    standards. This includes supporting the use by programme partners of
    the TdH-NL online reporting system (PMEasy).
  • Build and strengthen working relationships
    with project partners, guiding them, giving capacity building training
    in finance and administration and giving direction as may be
    appropriate.
5. HR Administration:
  • Guide country and regional office
    on any changes, development and policies of the government relating to
    employment contracts and statutory benefits.
  • Advise country and regional
    office on employment and consultancy contracts.
  • Support the regional management
    and country management in any HR related aspects.
  • Responsible for the hiring and
    firing of auxiliary staff, in consultation with the Country Manager.
6. Other: Carry out any other duties that can
reasonably be asked of this position.
Key Performance Indicators: 
  • Ensure improved and sound day to
    day running of the country office.
  • Ensure sound financial systems in
    place and sound and timely reporting.
  • Ensure financial quality of
    projects and assistance to beneficiaries and sufficient qualitative
    financial information to management and other stakeholders.
  • Ensure enhanced audit planning
    and reporting for partners and the country office.
  • Ensure an efficient and effective
    HR system, standards and procedures in line with national laws and
    therefore a satisfied workforce in the TdH-NL country office.
Qualifications, Skills and
Experience: 
  • The ideal candidate for the Finance
    and Administration Officer job opportunity should hold a University
    degree at a Bachelor’s level.
  • Hold full professional accounting
    qualifications.
  • At least five years relevant
    working experience in a similar non-profit organisation.
  • Hands-on experience in financial
    administration – planning/budgeting, execution, controlling,
    documentation and reporting (grant management cycle).
  • Practical knowledge and
    competence in use of ICT systems and accounting software.
  • Accuracy and attention to detail
  • Excellent analytical skills
  • Good planning and organizational
    skills
  • Excellent written and verbal
    communication skills
  • Focus on results
  • Cooperation skills
  • Acting entrepreneurial
  • Willingness and availability for
    frequent travel within the country as well as to some extent to the
    regional office in Nairobi.
How to Apply: 
All suitably qualified and interested Ugandan
candidates are strongly encouraged to send their motivation letters and
curriculum vita via e-mail to Regional Finance and Administration Manager
at east.africa@tdh.nl clearly demonstrating how you meet the qualifications
for this position. The subject title to your email must read ‘Vacancy – FAO
Uganda’. References are required and will be verified.
Deadline: 1st February
2016
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