Head of Finance and Administration 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 goals.
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
  • 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 SHA;
  • 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
Operational Management
  • Provide leadership to the Finance &
    Administration Department;
  • Ensure that procedures are adhered to by
    all staff in the country programme;
  • 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 Management
  • 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
  • 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;
  • 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 policies;
  • 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.
Safety and Security
  • Ensure CO security guidelines are in
    place 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 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.  
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 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
  • 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
  • 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, CPA)
  • 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
  • Experience of managing donor funds and
  • 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
  • Experience working with partner
  • 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
form, Download
, 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: 28th February 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.
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