Finance and Administrative Manager | - 2015

The Admin/Finance Manager (FAM) will be responsible to:

The FAM will have the overall responsibility for the financial and administrative management of the country program office.

A. General Duties

· 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;

· Endeavors to 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.

· Provides 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.

· 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

· Any other tasks as directed by CPD or CEO

B. 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.

· Ensuring that all personnel files are kept updated at all times, with the correct enclosures.

· 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.

· 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.

C. With regard to Finance duties, the Admin/Finance Manager is responsible for:

· Ensure the proper implementation of the Finance Policies and Procedures manual

· 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).

· 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.

· 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

REQUIRED MINIMUM QUALIFICATION

· ACCA/CPA or equivalent is a must

· Advanced Diploma or Bachelor degree in Finance or Accounting

· Masters of Business Administration (MBA), Accounting or Finance.

· A minimum of 5-7 years of experience in financial management, of program with annual budget of at least $1 Million

· 3 years 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.

· Experience in working with international development partners, international nongovernmental organization (INGOs) and donors (in particular UNHCR experience) is an asset.

· 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