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Job Title:    Senior Finance and Admin
Officer

Organization:  Lively Minds Uganda

Duty Station:  Kampala,
Uganda

 

About US:

Over 250 million children under age five globally do not get the early
childhood care and education (ECCE) they need, leading to poor health, poor
education, lost life opportunities and poverty. Lively Minds is an
award-winning Non-Governmental Organisation tackling this crisis in rural Ghana
and Uganda.  We believe that one of the
main barriers to ECCE is that parents in remote, resource-poor villages lack
the information, education and aspiration to provide basic and affordable
opportunities for their children. We have developed an innovative,
behaviour-change programme that empowers marginalised, poorly educated Mothers
to run educational Play Schemes for preschoolers, and to provide better
home-based care using cheap, local resources. Not only does this result in
positive outcomes for child development, but it also has positive impacts for the
Mothers too.

 

Job Summary:  The
Senior Finance and Admin Officer will ensure compliance with financial
protocols through accurate financial bookkeeping and reporting.

 

We are looking for a Uganda Senior Finance and Administrative Officer to
support the development and implementation of a sustainable scale strategy and
to ensure our financial management is robust and sustainable as we go through
this period of growth. The Senior Finance and Administrative Officer will
manage 3 office support staff and ensure Lively Minds is compliant with
financial protocols by producing accurate financial reports and submitting to
the International Finance Manager, maintaining systems and policies and working
with auditors to ensure accountability. Key responsibilities for the role
include: maintaining financial controls; ensure accurate transaction entries
into finance system and ensure associated backing documentation in maintained;
staff management; financial reporting. The Senior Finance and Administrative
Officer will report to the Uganda Country Director with some line of sight by
the International Finance Manager. This is a unique opportunity to be involved
in managing financial processes and ensuring value for money to enable the
charity to prioritise spending towards the most impactful projects during a
period of scale

 

Key Duties and Responsibilities:  

Recording, Reporting and Budget Preparation

·       
Be
responsible for accurate financial transaction entry and record keeping;

·       
Support
the International Finance Manager in preparing monthly, quarterly and annual
reports to the Senior Management Team and Board of Trustees to review changes
in income and expenditure to agreed deadlines;

·       
Produce
month end reconciliations for review by International Finance team;

·       
Manage
the payroll process including any associated tax payments;

·       
Provide
information for annual audits, interacting and liaising with auditors

·       
Assist
in the preparation of annual budgets and reconciliation for projects;

·       
Manage
the organisation’s cash and banking system and collation of receipts;

·       
Maintain
a finance risk assessment to feed into the Risk Register;

·       
Support
International Finance Manager to create the budgets, financial information,
documentation and materials for funding proposals;

·       
Support
International Finance Manager to coordinate the provision of information for
feeding into financial reports for funders, ensuring mechanisms to track and
report against restricted income are robust;

·       
Support
in selection, negotiation, and invoicing of subcontracts, consultants, rental
agreements, etc.

·       
Ensure
strict financial control policies are followed and assist with internal audits;

·       
Support
with other administrative duties as required such as data entry, photocopying,
purchasing stationery.

Team Management and Governance

·       
Nurture
a positive working environment and promote/champion the financial practices,
policies and objectives across the entire team;

·       
Actively
manage the performance and build the capacity of 3 direct reports through
training, coaching, holding 1-to-1s, setting performance goals, appraisals,
developing new policies and practices, ensuring robustness of financial
documentation

·       
Where
necessary interview, recruit and train staff and/or contractors

·       
Oversee
payment cycles and cash management systems, overseeing transitions to new
financial systems

·       
Interact
and liaise with the Senior Management Team as required

·       
Ensure
that the Statutory Accounts for all entities are prepared: ensuring internal
information is collated and provided, external auditors are instructed and
deliver to standard.

·       
Ensure
Lively Minds Uganda is compliant with tax, regularity and legal requirements
(e.g. payroll, tax, NGO registration, insurance, registrations with regulatory
authorities)

·       
Maintain
asset register.

Financial Management

·       
Ensure that
Lively Minds Uganda’s financial systems, policies, procedures and internal
controls and audits are robust, compliant and support current activities and
future growth;

·       
Lead
small team of support staff and office management duties;

·       
Participate
in monthly financial reviews with International Finance Manager and ensure
timely production of monthly, quarterly and annual financial reports;

·       
Work
with the International Finance Manager to ensure processes and controls are in
place to oversee the day-to-day operation of financial systems and resources,
including cash flow monitoring, bank reconciliations, invoicing, banking, petty
cash and payroll, stock control;

·       
Manage
purchasing and procurement activities including supplier management and ensure
value for money;

·       
Open/maintain
bank accounts and liaise with banks.

·       
Support
to Government and Strategic Development

·       
Support
the development of financial systems so that direct financial support is
provided to local government partners and they are able to take on responsibility
for and account for programme budgets;

·       
Work
with programmes team and International Finance Manager to build the capacity of
local government partners in financial management, procurement, and budgeting
so that they will eventually be able to fund and sustain the Lively Minds
programme themselves;

·       
In the
longer term, support the work at national government to identify ways to
integrate the programme into and fund it from existing budgets and budget
cycles

 

Qualifications, Skills and Experience:

·       
At least
five years of experience producing management and statutory accounts, month end
reconciliations and forecasting

·       
Experience
of implementing and maintaining strong financial controls across the finance
function

·       
Professional
accounting qualification (ACCA, CIMA or equivalent) is preferable but
candidates QBE will also be considered

·       
Experience
of managing a small team

·       
Excellent
communication skills (written and oral)

·       
Wide
experience of working with auditors.

 

Desirable skills and qualifications:

·       
Experience
working with remote teams.

 

Core Competencies

·       
Thinking
and improving – Uses a structured approach to analyse situations and identify
SMART solutions and improvements

·       
Ownership
and quality of work- Effectively manages and takes accountability for own work and
work of teams ensuring timely delivery of high-quality work

·       
Mission
Driven (Client Oriented)- Demonstrates commitment to the mission of the
organization as a whole and works to effectively engage stakeholders (including
government, communities, parents, children) to achieve maximum impact.

·       
Internal
Team Collaboration – Helps colleagues as needed, views responsibilities as
shared, and effectively engages stakeholders (internal & external)

·       
Communication
– Uses effective written and oral communication with internal staff, teams,
stakeholders, and communities served

·       
Initiative
– Proactively seeks opportunities to contribute to the team and improve the
organization as a whole by actively integrating goals, values, and mission;
demonstrates positive and solution-oriented attitude

·       
Financial
Accountability – Upholds financial policies and procedures and exhibits utmost
financial accountability to the organisation, our donors and beneficiaries to
ensure transparency and quality of records, value for money, and efficient use
of resources.

Leadership

·       
Change
Management – Effectively prepares for and guides teams through changes, both
small and large making them feel safe, engaged and supported.

·       
Decision-making-
Effectively structures and facilitates decision-making processes;

·       
makes
and owns team decisions effectively and responsibly to improve organizational
health and impact

·       
Develops
and motivates others- Motivates others, supports their development through
strong coaching and mentoring and builds strong relationships with colleagues;
fosters effective teams and collaborative interactions

·       
Strategic
thinking- Considers the future of the organization proactively and
responsively; considers limitations and resource constraints; weighs diverse
inputs to inform strategies; identifies innovative opportunities

·       
Values
and prioritises inclusivity- Consistently sees, learns from, and takes
strategic action related to diverse perspectives; and demonstrates the self‐awareness and behaviors to work with
stakeholders (of various identities and levels of power) respectfully and
effectively. Actively seeks to build and retain a diverse workforce and fosters
an equitable inclusive workplace.

·       
Initiative
and results driven- Makes and executes strategic plans ensuring alignment to
overarching objectives to enhance intended impact, adjusting course as needed

 

How to Apply:

Please complete the survey at the following link.

 

Click Here

 

NB:

·       
Please
note that due to resource constraints, we will only respond to shortlisted
candidates.  Those shortlisted will be
invited to submit a CV and cover letter. 

 

Deadline: Wednesday, 28^th
October, 2020

 

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