Organisation: African
Initiatives for Relief and Development (AIRD)
Duty Station: Kampala,
Uganda
African Initiatives for Relief and Development (AIRD) was established
as a reaction to some thinking that Africans always need leadership from
outside even to help themselves or come to the rescue of their own kind when
mother nature shows them her other sides.
Job Summary: The Finance and
Administrative Manager (FAM) will be responsible for the financial and
administrative management of the country program office.
Key Duties and
Responsibilities:
- Ensure that accurate and up-to-date
information of the host Government and partners is disseminated to the
Country Program Director (CPD) in time. - Endeavors that effective organizational
relationships and networks with public, private and NGO partners is
promoted; liaise with host Government/UNHCR and other lead agency
representatives; - Establishes and maintains effective
communications with UNHCR and other lead agencies regarding program
development, funding opportunities, financial matters, agreements and
staffing; - The incumbent will ensure that a strong
and functional participatory management system is in place and that the
image of AIRD in the country is consistent with AIRD’s mission, vision and
values and protects AIRD’s interests and assets. - Send regular reports to AIRD CPD on
matters related to Admin/finance. - Maintains regular and transparent
communication with CPD in a spirit of shared successes and joint problem
solving; - Supervise directly the works of the
support staffs in Admin/Finance Department and gets hands on information
on the entire admin/finance matters of AIRD through the managers at
different levels. - Actively participate actively in preparing
project proposals and budgets for the entire operations. - Ensure all admin/finance reports are
submitted to the relevant financiers in time - Provide head office with reports as
requested - Perform any other tasks as directed by CPD
or CEO
2. With regard to Administrative duties, the Admin/finance Manager is
responsible for:
- Ensure the proper implementation of the HR
Policies and Procedures Manual - Ensuring that office Procedures are
maintained in accordance to the project regulations & the staff
contracts. - Supervising directly the works of the
admin/finance personnel in the Department including all field or sub
offices - Ensuring that all staffs are issued timely
with letters of appointment, contracts, job descriptions and ID cards
after approval and authorization from the CPD. - The incumbent will be ensuring that all
personnel files are kept updated at all times, with the correct
enclosures. - Responsible for the management of leave
schedules for all staff, as authorized and approved by the supervisors - Ensuring that staff performance
evaluations are conducted annually. - Ensuring that all office equipment &
other assets are kept in good working condition. - Actively monitor the use of office
telephones, and ensure that calls are made for official project affairs
only and private calls made are refunded. - Being an active participant in Country
Management Team meetings, taking minutes and sharing same with the team.
3. With regard to Finance duties, the Admin/Finance Manager is
responsible for:
- Ensure the proper implementation of the
Finance Policies and Procedures manual - In charge of ensuring at all times that
UNHCR’s/donors and AIRD’s rules and regulations regarding financial
management are adhered to. - Ensuring that the CPD has timely &
accurate information regarding the budget balances of the project(s). - Responsible for preparing and sending
regular financial reports to UNHCR after an endorsement by the CPD as per the
UNHCR and AIRD rules and regulations. - Preparing and sending regular financial
reports to other donors after an endorsement by the CPD as per the
agreements signed - Monitoring and controlling the cash flow
and the budget utilization. - Ensuring that fund utilizations are at all
times within allocated budgets. - Ensuring Staff salaries and all other
staff obligations are paid on time as per the labor law of the country (
ie. Uganda NSSF, PAYE) Group Accident insurance, medical insurance and
security are paid for in time and in accordance to the provisions of the
budget. - Ensure utility companies provide timely
bills and that payments are processed in accordance with consumptions and
are within allocated budget. - Ensuring all financial documents on file
bear the correct budget coding. - Verifying financial documents before
approval for payment by the CPD or the OIC. - In charge of preparing Local purchase
orders (LPOs) to suppliers and/or contracts in reference to the requested
items and ensuring that the procurement procedures are followed. - Conducting regular internal self auditing
and ensuring external audit requirements are fulfilled. - Ensure closing of projects annually with
the necessary reporting being done on time - Counter checking and verifying monthly
bank reconciliations. - Conducting regular cash count and control.
- Ensuring double entry Accounting System is
maintained at all times. - Ensuring that all transactions are entered
into the appropriate books of accounts. - Conducting monthly trial balance for both
local & foreign currencies every month. - Being the focal person, receiving and
facilitating external
Qualifications, Skills and
Experience:
- The candidate should preferably hold an
advanced Diploma or Bachelor degree in Finance or Accounting. Possession
of a Masters of Business Administration (MBA), Accounting or Finance. - The applicant should hold full
professional accounting qualification i.e. ACCA/CPA or equivalent - At least five to seven years’ experience
in financial management, of program with annual budget of at least $1
Million - Three years’ experience in a Managerial
role - Proficiency in computer skills,
spreadsheet, accounting packages (QuickBooks, ACCPAC) communication
packages and Ms Word, excel, Power Point;Strong analytical, communication
and problem solving skills is necessary along with capacity to identify
and articulate potential problems and provide possible solutions in
concise and clear manner. - Past experience in working with
international development partners, international nongovernmental organization
(INGOs) and donors (in particular UNHCR experience) is an asset. - Past experience working with ethnically
diverse communities and with projects implementing gender mainstreaming
strategies. - Demonstrate high level written and verbal
communication skills in English and French is an advantage
All suitably qualified candidates should send an application letter in
English stating their qualifications and experiences, and why you’re suitable
for the position, together with latest updated C.V by email to Musarait.k@airdinternational.org
NB: Please note that only
shortlisted candidates will be contacted.
Deadline: 30th April
2015.
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