Uganda: Financial Controller | Jobs in Uganda - 2015

Job Title: Finance Controller

Country Program: Uganda

Location:Kampala

Duration: 12 months, Renewable

Reports to: Country Director

Background

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

The IRC has been working in Uganda since 1998. The current program portfolio in Uganda includes health, peace building, gender-based violence, economic recovery and agribusiness, and children & youth.

Scope of work

The Financial Controller has overall policy and management responsibility for the finance and accounting functions within the Uganda country program. The Finance Controller’s responsibilities include ensuring policy compliance and controls, field office support, staff training and capacity building, management of finance functions, treasury and budget functions. The finance controller has a responsibility of working with various local and international sub grantees and partners. The position will supervise and oversee about 7 finance staff in Kampala and Field offices.

The position is based in Kampala and the position holder must spend at least 25% of his/ her time in the Field supporting programs and teams at field sites. Persons who are unable to commit to this are requested not to apply.

Specific Responsibilities

A.Ensuring finance policy compliance

Ensure that the country office finance functions are in line with the IRC global finance policy and established organizational practices
Ensure that donor rules and regulations are adhered to in finance management of specific projects
Establish and implement Uganda specific finance systems, and guidelines
Work closely with the Country Director to discuss on finance management policies and provide timely advice on any issues related to compliance, fraud, under or over spending of project grants and finance staffing issues
Closely look at the issue of cost effectiveness and provide recommendations and guidance to the management team
Understand and share information related to local government (throughout Uganda) statutory requirements related to financial issues and ensures compliance with tax regulations and any other legal requirements

B. Establishing effective internal finance controls

Ensure that established internal control systems for IRC are in place. Review on effective implementation of these systems regularly and reporting any discrepancies to the Country Director
Oversees the protection of the country’s assets (cash, inventory, NEP) through the enforcement of internal control policies and procedures
Ensure that the authorization matrix for the country program is updated and approvals are in line with the matrix
Review should include the allocation of salaries based on timesheets, and an overall assessment of the general controls that are in place, provide recommendations if necessary.
Document in-country policies regarding advances and maximum cash balances and general cash and banking situation in the Country Office
Review for adequacy and reasonableness, the documentation for delineating authority for approving transactions, procurements, disbursements
Ensure that authorized signatory list and bank information forms are regularly updated and hardcopies are on file
Identify requirements for and develop reporting formats to aid in the management of IRC Uganda program operations and grant expenditures.
Undertake internal control audits, report the same and in discussion with the CD, initiate actions necessary to correct any internal control weaknesses.
Facilitate and co-ordinates external, internal, donor or government audits
Use the Field Office Monitoring tool to ensure effective finance function at field offices
Documentation- ensure that all relevant finance documents are appropriately filed (soft and print copy), ensuring quality referencing for the filed documents, safety of the documents

C.Field office support

Establish and implement practices to ensure efficient and seamless support and coordination with the field offices
Undertake regular field office visits in order to support, guide and monitor implementation of internal controls, identify support needs, and train finance and non finance staff
Use the Field Office Monitoring Checklist (FOMC) as a tool to ensure effective finance function at field offices
Monitor program activities in line with donor proposals and share observations with the concerned team members
Undertake monitoring of the partner organizations and provide training on IRC and donor guidelines
Ensure that cash transfers to the field offices are taking place and any challenges are communicated and addressed

D.Undertake quality finance reporting and documentation

Provide monthly financial reports as stipulated with the IRC Finance Manual- ensuring integrity of information and explanations, and timely submission
Prepare and submit donor reports as and when necessary- ensuring reporting in the due format of the donors, accuracy of information and timely submission
Analyze finance information to generate information on overall finance management issues- i.e. spending trends, operation vs program costs, funding gaps, funding pipeline analysis for 2-3 years etc
Ensure timely preparation of various monthly finance reports for the country program and provide the same for approval of the Country Director. The reports include- trial Balance, collate bank statements, monthly financial grants summary, monthly grants tracking sheet, monthly reconciliation file etc
Prepare monthly budget vs actual (BVA) report for all donor grants and share the same with senior management team. Participate in BVA review meetings and share any observations and recommendations
Update the operating budget for the country program on an ongoing basis specifically highlighting issues around over and under budgets, funding gaps for specific field sites and positions or costs, and share recommendations

E.Perform accounting and finance management functions

In compliance with IRC policy, establish country policies regarding cash holding limits, cash movements and foreign currency holdings.
Ensure the development and implementation of a plan to minimize the country’s foreign exchange exposure to currency gains and losses.
Liabilities – Severance/Accounts Payable/Taxes Payable- ensure that the IRC severance policy is not in conflict with local labor laws; ensure that items in accounts payable relate to open grants; discuss the office methodology for accrual and payment of taxes to ensure it is in compliance with local law.
Supervises all country office bank relations and bank account activities including negotiation of fees, interest and currency exchange rates.
Design, implement, and monitor systems, procedures and reporting necessary to maintain on current basis accurate forecasts of cash requirements for meeting future spending, including commitments entered into and which obligate IRC to future spending.
Supervise the preparation of Cash Transfer Requests to New York and ensures that appropriate balances are maintained to facilitate grant implementation.
Use the SUN finance software in performing various finance functions- reporting to the IRC head office, coding of expenses, information consolidation and reporting

F.Preparation of project budgets for donor grants

Preparation and revision of program and grant proposals and budgets in line with donor guidelines, and IRC and donor formats
Keep the country operating budget as a reference in development of grants budgets
Guide finance and non finance staff in preparation of grant budgets and review the same
Review and finalize partner grant budgets ensuring cost effectiveness, clarity of budgets

G.Quality finance staff Management

Supervise and oversee all finance staff within the country program- Kampala and field offices (8 staff)
Ensure regular training of the staff on compliance issues and monitor performance
Organize a finance workshop (every 4 months) for all finance team and
Advice the CD on finance staffing issues for the country program, including issues of non performance, staffing gaps, training needs etc
Identify capacity building needs for the finance staff and ensure their participation in relevant training
Undertake regular training and orientation of the non finance staff on issues such as preparation of budgets, BVA report analysis and monitoring of spending

Person Requirements

a. Bachelors degree in Accounting, Business Administration, Commerce or Finance from a recognized institution and a Master’s degree in Accounting or ACCA/CPA

b. Minimum five years of experience at a senior supervisory level (finance functions) with international organizations

c. Experience with donor (DFID, EU, USAID, UN etc) regulations, budgets and reporting requirements

d. Experience in overseeing budgets above USD 5 million

e. Demonstrated experience in working with computerized accounting systems preferably in SUN, standard spreadsheet and database programs

f. Willingness and ability to undertake field travel and spend quality time monitoring operations

g. Must be sincerely committed to staff coaching, training and mentorship, with demonstrated success in this area.

Female and Ugandan nationals are strongly encouraged to apply. International allowances are not available for this position. Salary and employee benefits are compliant to the Ugandan NGO Sector.