Finance and Administration Manager 70 views5 applications

The primary responsibility of this position will be accounting/financial management and office administration for HEKS/EPER in Uganda and South Sudan. S/he will report directly to the Country Director (CD) based in Uganda.

The Finance and Administration Manager will be responsible for overseeing the administrative and financial management, accountability requirements and, together with the CD, the human resources management of the office. This position must assure the contractual integrity of all agreements entered into by the office, managing the procurement process and looking out for the organisation’s interests. The Manager will assist staff in implementing and complying with financial and administrative procedures to ensure compliance with regulations and serve as the financial liaison to the organization (CO and HQ), local partners, and other implementing units.

Job Description

Financial and Administrative Management.

1. Ensures compliance by maintaining a structured administrative and financial system per HEKS/EPER’s policies, primarily the Field Financial and Administration Guidelines (FFAG).
2. Conducts bookkeeping using computerized double-entry software with accrual principles.
3. Maintains complete electronic and physical documentation and filing systems (e.g., bookkeeping, HR, procurement, project records).
4. Supervises all cash receipts and payments, ensuring daily record-keeping and balancing of journals.
5. Ensures daily/monthly reconciliations of cash, bank, and other accounts.
6. Prepares, reviews, and submits monthly financial reports to the Country Director (CD), including budget vs. actuals, and provides updates in team meetings.
7. Prepares and submits quarterly reports to HQ, including balance sheets, income statements, and cash flow forecasts, as well as any other required data.
8. Collaborates with the CD to draft annual and program budgets, including partner organizations.
9. Approves and processes monthly bills and payroll, and handles tax, government contributions, and local reporting requirements.
10. Works with the CD to review and implement financial and material responsibilities and staff regulations.
11. Ensures financial transaction security through low-risk protocols (e.g., double-signature bank transfers, separation of duties).
12. Ensures compliance with local legal obligations (e.g., tax, PAYE, social security), with remittances completed by the 15th of each month, and liaises with Uganda Revenue Authority as required.
13. Prepares audit documentation and facilitates timely internal and external audits, including implementing recommendations.
14. Ensures procurement and logistics follow HEKS/EPER’s standards, local regulations, and donor requirements, co-chairs the procurement committee, and develops agreements as needed.
15. Supports HR compliance and assists the CD with HR tasks.
16. Maintains updated records of all assets and ensures adherence to fiscal regulations and timely statutory payments.
17. Develops or reviews terms of reference and contracts with suppliers, vendors, and consultants as directed by the CD.
18. Conducts routine assessments of processes and procedures in each field office.

Support to Partner Organisations

1. Relationship Management
   1. Uphold strong relationships with partner organizations and stakeholders.
2. Financial Monitoring
   1. Conduct quarterly on-site financial monitoring, aiming for at least 10 days per month of partner visits for checks and training.
   2. Review partners’ recordkeeping and reporting, identifying key findings for the Country Director (CD) and Director of Operations (DO) as needed.
   3. Produce financial monitoring reports and recommendations for partner feedback.
3. Risk Management
   1. Ensure partner financial transactions have minimal risk, enforcing practices such as dual signatories, reputable banking, and clear segregation of duties.
4. Partner Support and Capacity Building
   1. Provide technical assistance to partners on financial management systems.
   2. Train partners on HEKS/EPER’s financial regulations, including budget management, risk mitigation, and reporting in line with FFAG guidelines.
5. Budget and Reporting Review
   1. Review and finalize partner budgets, verifying accuracy against price indices.
   2. Monitor partner financial reports and cash flow, reporting concerns to partners, the CD, and the Program Officer (PO).
6. Deadlines and Compliance
   1. Ensure CO and partners meet all financial deadlines, sending proactive reminders as necessary.
   2. Track fund flows between HQ, CO, and partners.
7. Partner Assessment and Audits
   1. Assess new partners for financial and administrative capacities.
   2. Ensure timely audits of partners following HEKS/EPER requirements and monitor implementation of audit recommendations.
8. Legal Compliance
   1. Ensure CO and partners meet all legal, statutory, and tax obligations.

Administration and Programme

1. Maintaining an appropriate filing system for the project to accommodate all aspects of
2. HEKS/EPER’s work according to FFAG.
3. Supporting the Country Director in organising and conducting consultants’, Auditors, Control Unit Team members, and partners’ visits, training sessions and meetings.
4. Ensuring the proper use and maintenance of HO equipment and office supplies, bringing any problems to the attention of the Country Director.
5. Ensuring that HEKS-EPER’s capital assets inventory information is recorded.