Senior Finance and Administration Manager 248 views3 applications

Key Responsibilities: In close collaboration with the Country Director and Director of Finance at the Global Office, the Senior Finance and Administration Manager will be responsible for International Lifeline Fund’s (Lifeline’s) day-to-day financial tracking of the country office including but not limited to reporting, forecasting, detailed analysis and budget management.

FINANCE

· Day to day management of Lifeline’s Finance Department in accordance with existing financial procedures.

· Ensure that the appropriate approvals and signatures are present on the appropriate documentation before any payment is issued.

· Strictly follow the finance management procedures’ cycle and report any observed anomalies to the CD and DOF immediately.

· Constantly review banking arrangements and ensure timely transfer of funds and minimize exchange loses and bank charges.**

· Supervise entries of receivables and expenditures into cashbooks using QuickBooks.

· Use and verify Lifeline (or any other codes assigned for projects) budget codes on hard and soft copies, in the books of original entries and in QuickBooks.

· Monthly management of the bank accounts — Maintain accurate and up to date. records in QuickBooks of all bank transactions, including those made from Kampala.

· Organize requisitions, receipts, invoices and any other payment proof made by checks in the monthly accountancy folders and separate them per donor.

· Monthly management and reconciliation of all accounts and bank statements in QuickBooks.

· Generate timely accurate donor reports as required.

· Ensure compliance with all banking, financial registration and auditing protocols within Uganda and/or as required by partners’ agreements and procedures.

· Budget management and reporting — Create regular budget versus actual reports for program staff in collaboration with Program Managers and Country Director (especially important for donor budgets).

· Provide a consolidated monthly finance report to the CD and Director of Finance on budget spending, including monthly budget follow-ups.

· Build capacity with existing finance staff and train new staff members on financial matters.

LOGISTICS/ADMINISTRATION

· Strategically plan and manage Lifeline’s Logistics Department in accordance with existing procedures.

· Direct, optimize and coordinate full order cycles

· Liaise and negotiate with suppliers

· Supervise inventory tracking and efficiencies

· Meet cost, productivity, accuracy and timeliness targets

· Make sure that currency rate set by HQ is used comprehensively.

· Brief new staff members on finance matters.

SEPARATION OF SOCIAL ENTERPRISE ENTITY

· Work closely with Senior Management to successfully separate social enterprise section

· Review and certify documentation is in place

OTHER DUTIES REQUIRED

· Stay abreast of any deadlines connected to Human Resources and Administration or Programs.

· Establish and maintain a well-organized files/record keeping system (separate accountability documents per project) making sure all files are in order and prepared for both internal and external audits.

· Ensure original documents are available for color pdf copy if needed by HQ, donor or auditors.

· Keep status of statutory deductions up to date and maintain a separate file for monthly NSSF payments and URA payments.

· Train/advise Program Managers/Senior Officers about project financial management.

· Draft documents as requested by the Program Managers or CD.

· Participate in team meetings as needed.

· Be service minded while dealing with colleagues and always keep a professional and friendly attitude while dealing with colleagues.

· Be attentive to others’ suggestions; manage, evaluate and report daily activities to the CD and ensure information flow.

· Report immediately to CD any financial procedure breach.

· Review and revise all financial procedures together with the CD and the Finance Department at Head Quarters. This may include revising/correcting older QuickBooks files.

· Continuously recommend improved financial procedures for ILF.

Qualifications and Experience

· Minimum of Bachelor Degree in accounting or finance or business administration and additional ACCA / CPA qualifications.

· Must have at least 5 years’ experience in financial management for large and complex projects in medium and large institutions (both NGO and private sectors).

· Ability and flexibility to handle high levels of pressure to meet very strict deadlines and critical decision making.

· High integrity, unquestionable character and openness coupled with commitment to good governance.

· Conversant with computer-based finance management software skills and experience preferably with QuickBooks.