Organisation: Terre
Des Hommes
Duty Station: Kampala,
Uganda
Reports to: Country
Manager
Since its creation in 1960, the mission of
Terre des hommes (Tdh) has been to come to the aid of children in need. It
endeavours at all times to defend the rights of children, in times of war
and natural disasters, or in less publicised situations of distress. Today, the Terre des hommes Foundation is
a significant force among children’s aid organisations in Switzerland and
throughout the world. It is the largest non-governmental organisation (NGO)
for children’s aid in Switzerland. Tdh has development projects and
emergency relief programmes in more than 30 countries. This engagement is
financed by individual and institutional donations, of which 87% flows
directly into the Tdh programmes.
Job Summary: The Finance
and Administration Officer will be tasked with implementing, coordinating, realizing
and evaluating the existing financial and administrative policies and
processes concerning the operations and programmes in the country and to
execute the AO/IC (administrative organisation and internal control)
processes within the country office. The financial and administration
officer guides and offers technical support to the country manager, project
partners and other stakeholders on financial management as well as urges
them to take action when needed.
Key Duties and
Responsibilities:
1. Country Office Administration & ICT:
- Work in close consultation with
the country manager, coordinate the day-to-day management of the
office and office assets and consumables, as per established TdH-NL
procedures. - Ensure TdH-NL operations and
activities are compliant with laws, regulations, and other statutory
requirements of the government, its agencies and instruments. - Guide on the appropriate
administrative systems and procedures in the country office. - In charge of efficient and
effective coordination of the finance and admin support staff. - Facilitate sound data entry
systems for the country office and TdH-NL partners in-country; and
take appropriate and timely action in consultation with the Head
Office in case of ICT issues. - Frequently update the data system
at the regional office and ensure all important documentation is also
available at the regional office. - Responsible for security of
office, staff and assets.
- Responsible for the preparation
and monitoring of operational budgets, in consultation with CM and
RFAM. - Responsible for compiling and
submission of timely and complete monthly financial reports of the
country office operational budget. - Responsible for all financial
(cash and cheque) transactions of the operational budget as per
established procedures, as well as maintain up-to-date accounts,
including filing and safekeeping of documentation. - Provide clear analytical
information and advice to the management at country and regional
office to support informed decision making. - Responsible for timely submission
each month to the regional office of monthly finance reports as well as
quarterly cash requests. - Responsible for compliance to all
bank requirements. - Keenly review partner contract
budgets and provide informed advice to management, as well as
periodically (at least quarterly) review budget performance and
provide analytical advice as well. - Work collaboratively with the
regional office on all finance related issues (partner contracts and
office operational budgets).
- Prepare yearly plan of audit
schedule for partners and submit to the regional office (RO). - Facilitate in the selection
process for auditors for partner audits. - Secure approval of audit
engagement and budget from RO prior to audit fieldwork. - Coordinate the progress of audit
and ensures timely submission of the draft and final report after
country manager’s approval, to the regional office. - Ensure maintenance of audit
reports and documentation at the country office and follow up of
recommendation with the Project Partners. - Render support in office audits
undertaken by the regional office or head office.
4. Capacity building of partners:
- Make at least quarterly
supervisory support visits to all programme partners, to review
financial reports and planning, as well as any other support or
monitoring activities as may be appropriate. - Apply TdH-NL tools (PCATs) in
organisational assessment, and identify together with TdH-NL programme
staff and project partners areas for further improvement on finance
and administration management. - Ensure that programme reports are
delivered on time and are of good quality, according to TdH-NL
standards. This includes supporting the use by programme partners of
the TdH-NL online reporting system (PMEasy). - Build and strengthen working relationships
with project partners, guiding them, giving capacity building training
in finance and administration and giving direction as may be
appropriate.
- Guide country and regional office
on any changes, development and policies of the government relating to
employment contracts and statutory benefits. - Advise country and regional
office on employment and consultancy contracts. - Support the regional management
and country management in any HR related aspects. - Responsible for the hiring and
firing of auxiliary staff, in consultation with the Country Manager.
6. Other: Carry out any other duties that can
reasonably be asked of this position.
Key Performance Indicators:
- Ensure improved and sound day to
day running of the country office. - Ensure sound financial systems in
place and sound and timely reporting. - Ensure financial quality of
projects and assistance to beneficiaries and sufficient qualitative
financial information to management and other stakeholders. - Ensure enhanced audit planning
and reporting for partners and the country office. - Ensure an efficient and effective
HR system, standards and procedures in line with national laws and
therefore a satisfied workforce in the TdH-NL country office.
Qualifications, Skills and
Experience:
- The ideal candidate for the Finance
and Administration Officer job opportunity should hold a University
degree at a Bachelor’s level. - Hold full professional accounting
qualifications. - At least five years relevant
working experience in a similar non-profit organisation. - Hands-on experience in financial
administration – planning/budgeting, execution, controlling,
documentation and reporting (grant management cycle). - Practical knowledge and
competence in use of ICT systems and accounting software. - Accuracy and attention to detail
- Excellent analytical skills
- Good planning and organizational
skills - Excellent written and verbal
communication skills - Focus on results
- Cooperation skills
- Acting entrepreneurial
- Willingness and availability for
frequent travel within the country as well as to some extent to the
regional office in Nairobi.
All suitably qualified and interested Ugandan
candidates are strongly encouraged to send their motivation letters and
curriculum vita via e-mail to Regional Finance and Administration Manager
at east.africa@tdh.nl clearly demonstrating how you meet the qualifications
for this position. The subject title to your email must read ‘Vacancy – FAO
Uganda’. References are required and will be verified.
Deadline: 1st February
2016
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