Finance and Administration Director Irish NGO Jobs – Trócaire

Organization: Trócaire
Duty Station: Kampala,
Uganda
Reports to:
Country Director
About US:
Trócaire is one of
Ireland’s leading INGO’s, having over 40 years’ of experience in International
Development. Trócaire works through local partners and being the development
arm of the Catholic Church in Ireland is a member of worldwide networks such as
Caritas and CIDSE. This is an exciting time in the history of the organisation
as we continue to roll out our most recent strategic plan 2016-2020 and begin
planning for beyond this period.
Job Summary:  The Finance and Administration Director will
take responsibility for the finance, administration and HR management in the
Country Office. The position will manage the Finance and Administration
Officer, 2 Programme Accountants, 1 Project Accountant and an Office Administrator.
Key Duties and Responsibilities: 
Country Strategic
Management
  • Play an active role on the Country Management Team (CMT) which is
    responsible for ensuring the Uganda Country Programme delivers on its
    country strategy
  • Full participation in the development and review of the country
    strategic plan, Institutional Funding Strategy, the Country Programme
    Plan, the Country Programme Review and the Country Operational Plan
  • Be part of Uganda country team in delivering on key organisational
    deliverables such as securing institutional funding, ensuring Salesforce
    is used for partner, project and grant management, rolling out
    Safeguarding commitments etc.
  • Leading on the use of Salesforce as a partner, project and donor
    grant management system from a finance perspective within the Trócaire
    Uganda office.
Financial Controls
& Reporting
  • Work closely with the International Accountant in head office and
    the wider Finance team to ensure financial management controls and systems
    in Uganda comply with Trócaire organisational policies and procedures and
    with widely accepted accounting norms (such as segregation of duties,
    asset lists, adequate financial controls, reporting, etc.).
  • Ensure timely and accurate preparation of monthly management
    accounts for budget-holders and country management and HQ to ensure that
    management can monitor budget utilisation and take appropriate action on
    any significant variances.
  • Customise and maintain Trócaire finance & budgeting manual in
    view of meeting all local statutory requirements and other requirements
    that relate to the local operating environment.
  • Finalise year end accounts for the external auditors and provide any
    ad-hoc financial reports as required.
  • Play a lead role in managing donor and internal control audits as
    required and the response and implementation of any recommendations.
  • Maintain an effective and efficient system of internal controls
    which comply with Trócaire’s financial guidelines.
  • Ensure adequate controls over cash & bank management are
    constantly monitored and updated to minimise the risk of fraud or
    misappropriation.
  • Assist with investigations into alleged fraud or irregularities.
  • Ensure that the country financial operations comply with legal and
    statutory requirements e.g. audit and financial reporting to all relevant
    national authorities.
  • Follow up on the fund/Institutional funds reconciliation process on
    an ongoing basis until consumption of all related funds. Ensure that an
    internal final report is prepared with an overview of expenditure.
  • Support the Country Director in the management of the risk process,
    including acting as control owner over relevant corporate governance and
    financial management risks and ensuring that appropriate controls and
    mitigations are both in place and regularly reviewed.
  • Review donor reports ensuring financial information is in line with
    donor requirements.
Budgeting and
Financial Management
  • Lead in the preparation and finalisation of country budgets
    (administration and programme) and manage the process of quarterly budget
    reviews, revisions and multi annual plans.
  • Review with the management team monthly reports as available on
    Agresso Business World and ensure follow up of any issues or variances
    arising.
  • Review all budget proposals prior to submission to an institutional
    donor providing the country programme manager of an opinion on the ability
    of Trócaire to meet the financial contractual obligations.
  • Responsible for managing all aspects of the finance function in the
    Uganda Country Office.
  • Attend and actively contribute to Regional and Global Finance
    meetings as required
  • Scrutinise and collate monthly administration budget financial
    reports and programme tracking reports and submit to Trócaire HQ through
    the monthly checklist.
  • Scrutinise and collate annual programme financial reports prepared
    by finance and programme staff for submission to Trócaire HQ.
  • Provide management staff with various financial reports (including
    budget v expenditure, monthly tracking, etc.).
  • Liaise regularly and engage extensively with HQ finance department.
Institutional
funding
  • Follow up on the fund/Institutional funds reconciliation process on
    an ongoing basis until consumption of all related funds. Ensure that an
    internal final report is prepared with an overview of expenditure.
  • In consultation with the Institutional Funding officer establish and
    maintain a donor financial management system in order to ensure efficient
    and accurate reporting to donors.
  • Review all budget proposals prior to submission to an Institutional
    Donor providing the Programme Manager of an opinion on the ability of
    Trócaire to meet the financial contractual obligations.
  • Review donor reports ensuring financial information is in line with
    donor requirements.
Finance and
Governance in Partner Organisation
  • Ensure the Finance team in Uganda supports the work of programme
    staff in reviewing partners’ project financial reports. Trócaire in Uganda
    supports around 20 local partner organisations.
  • Review the programme accountants quarterly and annual reporting on
    financial capacity building of partners and partner reviews, follow up to
    ensure these reports are completed within set timelines and in line with
    the requirements of the Trócaire partner governance & finance manual.
  • Lead a process conducted at country level to appraise partner
    financial controls and systems with a view to enhancing the partner
    capacity and ensuring proper stewardship of Trócaire funds.
Human Resource,
Administration and staff management/capacity building
  • In consultation with CMT, carry out regular salary benchmarking and research
    at country level, in accordance with Trócaire policy.
  • Remain abreast of national law (and its effect on international
    staff), custom and best practice in relation to other core benefits at
    country level and benchmark against other similar organisations regularly.
  • Make recommendations to the Country Director on salary and other
    Terms and Conditions related to locally contracted staff.
  • Undertake financial training of budget holders, to assist them in
    making decisions based on financial reports.
  • Undertake financial training of the country team to ensure an
    understanding and awareness of Trócaire’s financial and internal control
    procedures.
  • Manage and support the admin and finance personnel in the Trócaire
    Uganda office by undertaking a relevant, reflective and documented
    performance review that aims to improve staff productivity and morale
  • Manage and advise on all administrative issues including; all
    statutory compliance and legal /registration issues, procurement and
    purchasing, asset management & inventory, documentation & data
    management, service providers, transport, infrastructure & office
    security.
  • Oversee IT systems in close collaboration with Regional IT Engineer
    in Nairobi and the IT department in HQ
  • Manage HR, ensuring correct adherence to the HR policies and
    procedures and local legislation, in close collaboration with the HR
    department in HQ.
  • Advise and engage with programme and admin personnel on the roll out
    of a proper procurement system.
Internal Systems
and Processes
  • Ensure that the systems in place enhance, as far as possible, the
    efficiency & effectiveness of the manner in which assets are utilised.
  • Ensure that the global accounting package (Agresso Business World –
    Agresso finance and HR) is maintained and utilised in an appropriate &
    effective manner.
  • Closely monitor all financial activities, and keep the country
    director advised of all situations which have the potential for a negative
    impact on internal controls or financial management performance.
Other
responsibilities
  • Develop and maintain good professional relationship with colleagues,
    service providers and staff of other agencies
  • Administering core payroll services including processing monthly
    payroll and statutory and internal deductions, maintaining payroll records
    and issuing of monthly pay slips.
  • Any other task, which may be assigned from time to time by the CD
    commensurate with the general thrust of this JD.

Qualifications, Skills and Experience: 
  • The applicant must hold a Bachelor’s degree in accounting, business
    administration, finance as a minimum in addition to professional
    accountancy qualifications e.g. CPA , ACCA or CIMA
  • At least five years of professional experience in a finance role
    including 3 years in managerial role.
  • Experience of managing the finances for large grants or country
    office including the preparation of budgets and the reviewing and
    preparation of financial reports.
  • Experience of working in a supervisory role or in a technical
    /advisory capacity.
  • Experience of Human Resource Management including the development of
    HR policies.
  • At least five years of experience in a finance role including 3
    years in managerial role.
  • Experience of managing the finances for large grants or country
    office including the preparation of budgets and the reviewing and
    preparation of financial reports.
  • Experience of working in a supervisory role or in a technical
    /advisory capacity.
  • Experience of Human Resource Management including the development of
    HR policies.
  • Experience of working with partner organisations and good
    understanding of partnership approach
  • High level of reliability, confidentially and honesty
  • Dynamic and willing to take initiative
  • A team player but also willing and able to work with minimal
    supervision
  • Capacity to be flexible and adaptable to changing contexts and priorities
  • Ability to work under pressure and to deadlines.
  • Patient and pays high degree of attention to detail.
  • A commitment to social justice and the ethos of Trócaire.
  • Demonstrated and active commitment to gender equality.
  • Strong team player who is able to establish solid working
    relationships with colleagues in country as well as in Head Office
Desirable
  • A qualification in Human Resources or Administration
  • Experience of working with partner organisations and good
    understanding of partnership approach
  • Spoken Luo, Ateso or Kumam
How to Apply:
All suitably
qualified and interested candidates who wish to join Trócaire should send their
applications online at the link below.
Deadline: 7th January 2019
For more of the
latest jobs, please visit https://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline



Leave a Reply

Your email address will not be published.