Head of Finance and Administration (HoFA) Irish NGO Jobs – Self Help Africa (SHA)

Organisation: Self
Help Africa (SHA)
Duty Station: Kampala, Uganda
Reports to: Country Director (CD)
About US:
Self Help Africa
(SHA) is an International Non-Governmental Organization implementing rural
development, sustainable food and livelihoods security programmes in nine
countries in Sub-Saharan Africa. SHA’s vision is an economically thriving and
resilient rural Africa with a mission to support sustainable livelihoods for
Uganda’s smallholder farmers. SHA has been working in Uganda for close to 20
Job Summary:   The Head of Finance and Administration (HoFA)
will be directly responsible for the implementation and overall management of
financial systems and controls of the Country Office and core administrative
requirements. These include cash/bank management, strategic oversight of human
resource and administrative functions, financial reporting, budget management, staff
capacity building and all other related matters in Uganda. 
The HoFA is a senior
leader and a key member of Country Management Team (CMT), with the CD as lead
and Head of Programme (HoP) as the other member.  He/she is expected to play a key role in
contributing to development of financial systems across SHA, new programme
development and the overall achievement of country programme’s strategic plan
Results Areas:          
Key Duties and Responsibilities: 
Country Office
Finance Management
  • Produce and submit monthly management accounts to Head Office (HO)
    based on the SHA management accounts with approval of the CD.  Includes monthly and year to date
    project and donor expenditures, income and expenditure account, and other
    necessary information;
  • Work in close conjunction with the Head of Programmes (HoP),
    responsible for the preparation and review of the monthly anticipated
    results of the country office and projects;
  • Ensure effective management of CO and project budgets in liaison
    with Project Managers, HoP and CD, including CO and project budgets,
    budget monitoring, budget amendments;
  • Preparation of donor specific financial reports on monthly,
    quarterly or annually, based on donor contract requirements and
    guidelines. These are submitted to HO for approval along with budget
    variance analysis and explanations;
  • Preparation of the year-end financial statements, arranging and
    ensuring the timely completion of the year end audit (accounting year end
    – 31 December);
  • Monitor and ensure programme and administrative spending are in line
    with agreed budgets, – identify potential under or over-spends and liaise
    with HoP, HO and donors as appropriate;
  • Ensuring effective cash management, including control of cash flows,
    including preparation cash request to HO and liaison with banks;
  • Work in close conjunction with the finance team, 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
  • Provide 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;
  • Check and approve payment documents, with reference to authority
    levels stated in the SHA operation manual, after checking completeness and
    accuracy; and,
  • Organise periodic audits based on contractual obligations and ensure
    the implementation of audit recommendations.   
  • Provide leadership to the Finance & Administration Department;
  • Ensure that procedures are adhered to by all staff in the country
  • 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; and,
  • Ensure that appropriate SHA management, administration, personnel,
    logistic, finance, and communication systems are in place.
Human Resource
  • Oversee the administration of CO human resources including annual
    appraisals of direct reports in line with SHA’s Human Resource procedures;
  • Preparation of SHA payroll on monthly basis to ensure that all
    relevant personnel information (movement, death etc.) is up to date and
    local compliance with statutory and other legal requirements;
  • 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
  • Line manage all finance and administration staff, ensuring JDs are
    in place and performance management procedures are followed;  
  • Work with CD to maintain up-to-date job descriptions for all country
    programme staff;
  • Ensure all staff understand and sign-up wrongdoing policies and
    he/she shall monitor and report to the CMT possible breach of the
  • 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
Safety and Security
  • Ensure CO security guidelines are in place and reviewed at least
  • Ensure all safety or security incidents (fires, vehicle accidents,
    theft, etc.) are appropriately recorded and reported by project staff to
    relevant parties;
  • Ensure that appropriate security arrangements are in place for the
    CO (including all field offices), and this includes managing contractual
    arrangements with security companies or individuals and that security
    arrangements for property (motorcycles, vehicle, etc.) are in place; and,
  • Actively monitor field site safety and security and advise the CD
    about new developments.  
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 HO;
  • Ensure appropriate insurance for staff and property are in place;
  • Ensure vehicle management policies are understood and followed by
    all staff. Includes monthly reports on car usage and charging to projects
    as appropriate.
  • Responsible for ensuring the efficient use and management of
    transport resources;
  • Provide leadership and supervise the procurement function and
    control and management of stock;
  • Oversee the Procurement Committee function and ensure that
    procurement procedures are followed by the committee, transparency
    maintained and value for money got for all procurements; and,
  • Responsible for ensuring compliance with all relevant donor finance
  • Work in liaison with the CD, represent SHA at national, 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;
  • Provide cover for other posts when needed and carry out any other
    responsibilities as requested by the CD
Qualifications, Skills and Experience: 
  • The ideal candidate for the Self Help Africa Head of Finance and
    Administration (HoFA) job must hold a Bachelor’s degree in Accounting/
    Finance or related fields from recognised university.
  • Minimum of 15 years practical experience of which at least 5 years
    is at a senior management level, preferably in a mid to large
    international NGO.
  • Internationally recognized Accounting Qualification (CA, ACCA, CIMA,
  • Strong technical abilities and up to date knowledge of Generally
    Accepted Accounting Principles
  • Experience in the preparation and review of management accounts and
    the ability to critically analyse a trial balance
  • Experience of managing donor funds and contracts
  • Experience in the preparation of year-end financial statements and
    managing annual external audits
  • Experience of managing, training and supporting staff
  • Willingness to travel nationally and internationally
  • Experience working with partner organisations
  • Experience of undertaking risk assessments, internal audits and/or
    assessing internal controls
How to Apply:
All suitably
qualified and interested candidates should send a completed application
, CV & Cover Letter by
E-mail as follows: – uganda@selfhelpafrica.net. Please type “Head of Finance
and Administration” – [your name]” in the subject line of the e-mail.
Deadline: 4th January 2019
Please do not send
certificates at this stage. Due to the anticipated high volume of applications,
kindly note that only short listed candidates will be contacted.
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. Required fields are marked *