Finance And Administration Manager Ngo Careers – Theta-Uganda Jobs at Uganda Jobs

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Job Title    Finance and Administration Manager
Organisation THETA-Uganda



Funding Source Global Fund
Duty Station  Kampala, Uganda
Reports to Executive Director
About US
THETA-Uganda is a not-for-profit Ugandan Non-Governmental Organisation NGO and company limited by guarantee. The Organization was founded as a research project in 1992 and registered as an NGO in 1995. THETA’s core mandate is to improve health and access to health care through promotion of collaboration between the traditional and biomedical health care systems.
 
About Global Fund Project
THETA Uganda has received this funding from the Global Fund through TASO for the West Nile Cluster to support activities that contribute to the strategic objectives under the Uganda Malaria Reduction Strategic Plan UMRSP 2021-2025.  The Global Fund to Fight AIDS, Tuberculosis and Malaria GFATM is an international partnership that provides grants to lower income countries with high HIV, Malaria and Tuberculosis disease burden. The fund has been supporting Uganda since 2003 to fight the three diseases HIV, TB and Malaria.
Job Summary  The Finance & Administration Manager FAM is a key member of the THETA Uganda’s Senior Management Team – with overall responsibility for financial management, compliance, human resources, and logistics. The FAM shall be the line supervisor for; Accountants, Finance Officers, Grants and Compliance Officers, Administrative Officer, Human Resources Officer as well as Transport and Logistics Officers. The Finance & Administration Manager will ensure a high standard of financial management and organizational administration for THETA Uganda and its projects.
Key Duties and Responsibilities 
Financial Management and Reporting but not limited to;
Ensuring that all income and expenditure for THETA Uganda is promptly and accurately recorded on accounting system and monthly books of accounts programme are closed, with all reconciliations accurately performed following internal reporting timetables and International Financial Reporting standard, International Accounting standard, GAAP, organizational policy and donor regulations
Providing high-quality, accurate, and timely reports and other financial information as requested to THETA Uganda/ Supervisors both for internal and external donor use.
Responsibility for cash flow management for THETA Uganda, including preparation of regular cash flow projections, reviewing cash requests from projects, preparation, and submission of cash flow requests, management of cash transfers to field and implementing partners, and submission of funding requests to donors when required.
Monitoring balances of all projects monthly to inform project funding requests, partner expenditure reports outstanding, and project close procedures
Closing out THETA Uganda projects in line with both THETA Uganda Project closeout policy and donor requirements.
Ensuring that invoices and other payment requests are thoroughly reviewed, coded, and approved; in line with organizational procedures and donor requirements, and paid promptly.
Ensuring monthly timesheets are completed where necessary and submitted on time.
Undertaking regular banking duties including making online payments, checking balances, prompt cash, and cheque deposits, collating bank statements, adding new signatories among others
Preparing statutory financial statements and managing the annual external audit for THETA Uganda, as well as providing information and support as part of the THETA Uganda organizational audit.
To oversee and ensure delivery of project-level audits in line with internal and donor requirements.
Managing the payroll for THETA Uganda.
Budgeting and budget management but not limited to;
Producing the annual budget for Secretariat, and monitoring expenditure against it.
Developing and providing the necessary annual budgeting tools to Project teams and ensure that the project’s annual budgets are in line with available budget caps and donor spending requirements.
Working with the Programme Managers, Regional Coordinators and other Budget-line officers to support and develop annual budgets and revise budgets as part of the regular forecasting process.
Ensuring that accurate and timely budgets and forecasts are fully coded for upload to the accounting system and submitted to the Executive Director
Ensuring alignment of budgets uploaded to the accounting system to donor approved budgets
Monitor project spend against donor approved budgets, and ensuring are variances are within approved limits
Updating and running the monthly Budget Monitoring Reports BMRs for all projects and the agency, and ensuring BMRs are shared with project teams on a timely basis, the reasons for variances are understood and documented, and all queries from department and project teams are promptly acted upon.
Regularly updating the database of standard costings for the THETA Uganda
Supporting the Executive Director, Department Heads, Managers, M&E teams and Regional Coordinators to develop accurate and detailed budgets for funding proposals using Finance and Administration Standard templates, and translating them into donor templates as required
Working with the Executive Director, Department Heads, Managers, M&E teams and Regional Coordinators and all staff to ensure that budgets meet cost recovery requirements.
Translating budgets for newly awarded projects into THETA Uganda Budget format and fully code for upload to the accounting system
Ensuring organizational and team compliance with policies and procedures not limited to
Regularly reviewing and updating policies and processes – ensuring they are fit for purpose and aligned with THETA Uganda, Government of Uganda, and donor requirements.
Ensuring that all THETA Uganda staff are aware of and operating in line with THETA Uganda’s financial and administrative policies and processes.
Ensuring that new staff have an appropriate and thorough induction on THETA Uganda policies and procedures – including training on the Code of Conduct and sign up for it.
Ensure that recommendations arising from internal and external audits are acted upon, and issued are addressed at Secretariat
Advice the Executive Director and the Finance Team on relevant budgetary control measures to address any identified weakness in policy and/or practice.
Ensure all procurement is carried out in adherence to THETA Uganda’s procurement policies and is aligned with relevant donor requirements.
To ensure compliance with statutory, Uganda Registration Service Bureau, Financial Intelligence Authority, Uganda Revenue Authority and NGO Board operational and reporting requirements.
Maintain good relations and compliance with all THETA Uganda Bankers
Ensuring partners, service providers, suppliers, and other third parties are issued with accurate, appropriate, and legally sound contracts promptly, and each contract analyzed and assessed to ensure that THETA Uganda is not exposed to financial and legal risks.
Grant and Implementing partner management but not limited to
Providing all implementing partners with appropriate reporting templates – and ensuring that they are confident in using them.
Participating in the due diligence process for new partners in line with THETA Uganda standard processes and ensure that all areas of concerns and potential risks associated with different partners are flagged to the Executive Director.
Ensuring implementing partners are held accountable to contractual obligations when submitting reports and accountabilities – both in terms of timings and documents submitted.
Closely scrutinizing all submitted accountabilities, raising and resolving issues and discrepancies promptly with Implementing Partners.
Ensuring that all expenditure by Implementing Partners that are not in line with donor requirements is disallowed.
Ensuring clear disbursement timetables are in place for each Implementing Partners, and adhered to in terms of timings and required documents
Promptly reporting queries and concerns re partner spend to the Executive Director as appropriate
Ensuring that all relevant staff Finance and Administration and partners fully understand and are compliant with donor reporting/spending requirements.
Timely preparation of periodical donor financial reports as per the donor calendars, including management of uploads of data to external donor-managed grants management systems where required
Human resources, administration, and logistics and facilities management but not limited to
Prepare and process monthly payroll for all staff in Uganda – ensuring statutory deductions are made and returns filed
Ensuring that the Administrative Assistant maintains full and accurate personnel files for the THETA Uganda staff, and ensure that the Project Implementation teams maintain up-to-date records at their level.
Ensuring that all recruitment carried out by THETA Uganda is carried out transparently and per internal policies and procedures. In particular, ensuring that roles are appropriately advertised, references are taken in line with THETA Uganda policies, and contracts are issued and signed.
Ensure that all staff probationary reviews, mid-year appraisals, and annual appraisals are conducted promptly.
Ensuring appropriate insurance policies are in place for all THETA Uganda staff and assets overseeing facilities and office management for the THETA Uganda Headquarter and project staff.
Overseeing logistical arrangements for the THETA Uganda Headquarters and project staff travel, and all overseas visitors


Qualifications, Skills and Experience
The applicant must hold a Master’s degree in B.COM/BBA, accounting/ finance or equivalent from a recognized institution.
Minimum of seven years of progressive financial management experience in both private and public sector required.
Possession of relevant professional qualification like ACCA, or CPA and at least 5 years of experience in financial management in a recognized institution or NGO.
Detailed understanding of Uganda Employment Act 2006 and its application in the workplace
Excellent working knowledge of QuickBooks and Navision accounting systems or related Financial packages.
Experience in developing budgeting tools and templates for complex development projects and building the capacity of finance and non-finance staff to utilize them
Experience in overseeing fleet, asset, and facilities management
Experience in managing donor audits
Experience in managing financial reporting for donor-funded projects
Experience in overseeing or managing human resources and performance management
Good knowledge and appreciation of financial policies and regulations applicable to non-government organizations
Computer proficiency especially in the use of accounting software
Good working knowledge of finance and administration
Good interpersonal and communication skills
Team-oriented and capable of managing multiple tasks and ability to meet deadlines efficiently
Excellent working knowledge of a major international accounting system
Excellent knowledge of Uganda Tax Laws and their application in an NGO context
Experience in producing complex budgets and monitoring expenditure against them
Experience coordinating financial reporting across multiple offices or projects
Experience in ensuring compliance with financial and administrative procedures across multiple office sites in rural locations
Experience in producing financial statements and managing external audits
Procurement management of both mid and high-value items using a variety of different tender processes
Experience in managing financial reporting for international donors
Experience in managing the payroll and statutory deductions
Experience in leading and building the capacity of others
Experience in carrying out internal audits of field office operations
Highly financially literate with excellent Excel skills
How to Apply
All candidates should send their application letters and updated CVs together and they MUST not be more than 5 pages. They should apply online at the link below.
Click Here
NB
All applicants must provide 3 professional referees who should be stated with clear phone and email contact details
All applicants must be ready for immediate deployment for all positions.
Deadline Friday, 17th September 2021 by 400pm

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Jobs in Kampala Uganda Uganda Jobs Jobs in Kampala Finance And Administration Manager Ngo Careers – Theta-Uganda Jobs in Kampala at Uganda Jobs Finance And Administration Manager Ngo Careers – Theta-Uganda Employment opportunities Uganda Jobs

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Brown Alex Tuesday 14 September 2021 Employment opportunities at Kampala Jobs in Kampala Uganda Jobs Uganda Jobs