Vacancy title:
Finance and Administration Manager

Jobs at:
ARIDLAND DEVELOPMENT PROGRAMME ( ADP )

Deadline of this Job:
20th May 2018 before 5.00 pm

Duty Station:
Kampala, Uganda

Job details:
ARIDLAND DEVELOPMENT PROGRAMME (ADP) started as a Community-based Christian Organization in 2004 and acquired the status of an NGO in April 2008. ADP is registered to work across Uganda in its community development programs. ADP’s programs target mostly disadvantaged youths, women and men to address the root causes of poverty and vulnerability.
Currently ADP is implementing climate resilience project in three districts of North Karamoja, skills development for youth, adolescent girl’s empowerment and community managed micro-finance.

ADPis currently accepting applications for Finance and Administration Manager at their Head Offices located inLotuke Sub-county, Abim District, Uganda. ADP anticipates the opportunity will focus on improving leadership and accountability for results in accordance with the donor conditions and guidelines, increasing availability and improving management of both financial and
non-financial resourcesfor the purpose of strengthening systems for quality service delivery and achievement of the intended objectives of the program.
The Finance and Administration Manager will provide oversight for all financial and administrative aspects of the organisation. S/he will manage the finance and administration team, will be a part of the program’s senior management team, and will report directly to the Executive Director. It is envisaged that this position will work closely with all of the senior leadership team members. The position will be based at ADP Headquarters in Lotuke S/C, Abim District but local travel may be required from time to time depending on the need from the Programme’s approved Annual Work Plan and Budget.

JOB DESCRIPTION
Position Summary
Title: Finance and Administration Manager (FAM)
Reports to: Executive Director (ED) of ADP
Duty Station: Head Office at Achangali Parish, Lotuke Sub-county, Abim District
Duration of Engagement: Open (Renewable on annual basis)
Primary Responsibilities
Finance

• Oversees the finance and administration functions and ensures compliance with ADP operational guidelines, policies, procedures and donor conditions.
• Oversees finance, operations, human resource management, logistics, procurement, administration reporting and information technology (IT) support systems of the organisation.
• Works closely with the Executive Director (ED), technical staff, pertinent regional and home office staff and appropriate donor staff, when necessary, to ensure program resources are effectively and efficiently budgeted for, analyzed, disbursed, monitored and reported in achieving objectives and results of the various projects being implemented.
• At all times, works closely with donor staff depending on their schedules, government officials, service providers and ADP staff to ensure full compliance with local laws (i.e., taxes, shipping, customs, social security regulations, registration, cooperatives, education, e.t.c) while integrating with current systems and procedures and toensure that the finance
  unit effectively adheres to the existing regulatory frameworks in order for the programme staff to deliver the results.
• Provides training and guidance to field staff and ADP on managing program expenses for annual work plan and budgets.
• Oversees preparation and submission of monthly financial statements (including expenses, receivable and payables).
• Reads and understands donor conditions and requirements contained in the Memorandum of Understanding (MoU) for financial management, eligibility of expenditures and reporting purposes.
• Responsible for preparation of overall office and donor budgets in cooperation with the Project Team Leaders, Executive Director.
• Ensures transparent day-to-day and cumulative budget monitoring and control exercised.
• Ensurestimely preparation and submission of monthly, quarterly and annual financial report to the Program Manager, Monitoring and Evaluation officer with copies to respective Project officers and the Executive Director and to the donors in accordance with the donor conditions and guidelines as in the MoU.
• Prepares bi-weekly cash requirements, monitoring cash flow and reconciles cash accounts in order to maintain appropriate cash balances.
• Manages and monitors performance of office petty cash system.
• Works with the project staff to document and book cost share requirements each month, if applicable.
• Works with Headquarters-based financial staff to review monthly financial reports and supporting documentation.
• Supervises project finance and administrative staff.

Procurement and Logistics
As a logistics supervisor, ensure that

• procurement is done according to ADP Procurement Manual,
• Assets are managed well in order to safeguard them from fraud, wasteful and extravagant
  use, mal-administration and poor value for money by enforcing the existing internal controls
• Logistics Manual is adhered to by staff within the programme

Value for money is promoted within ADP.

Administration

• Management and development of the administrative support systems for the office
• Oversees administrative personnel procedures and maintains personnel files
• Ensures that staff disciplinary actions in the office are executed in accordance with ADP Staff Policies and the Labour Laws.
• Provides technical support during the process of recruitment / hiring and contracting of staff as provided for in the Human Resource Policy.
• Ensures that ADP policies, guidelines and Code of Conduct are implemented, and that they operate in compliance with local Labour laws.
• Ensures that new staff are inducted.
• Supports visitors or senior management staff with travel planning and obtaining necessary travel documents.
  
  Human Resource Management (HRM)
• Enforces HR Policy as contained in the HR Manual.
• Supervises financial, administrative and logistic staff.
• Performs staff appraisal periodically preferably on annual basis.
• Promotes team building and good working environment.
• Responsible for ADPstaff professional development.

Required Qualifications and Skills

• Bachelor’s Degree in accounting, accounting and Finance, business administration (accounting option) from a recognized institution,
• Evidence of accreditation to a professional accountancy body such as CPA, ACCA and rich
  knowledge of international accounting standards, taxation, auditing, law, procurement and logistics management, communication, management of corporate,
• At least 3 years’ experience in providing sense of direction and oversight in the management of donor-funds under their stringent conditions and guidelines;
• Experience with finance management, accounting and auditing, procurement and the establishment of internal controls; administration of funds received from donors with attaching conditions and guidelines, including monitoring of the usage of such donor funds and financial compliance and management, preferred;
• In depth knowledge and practical understanding of donor administrative, management
  and reporting procedures and systems; experience overseeing finance and administration
  for donor-funded program of a similar size and complexity is highly desirable;
• Experience with strategic program planning, annual work planning and budgeting;
• Experience managing successful teams working in multiple locations/field offices;
• Excellent interpersonal, written and oral communication, supervisory, leadership and managerial skills;
• Results-oriented and team player and ability to follow guidelines and controls required of
  the position;
• Proficiency in MS Excel, Word, PowerPoint and Access plus working knowledge of accounting and procurement software (particularly QuickBooks) is preferable;
• Professional proficiency in spoken and written English is required; and
• Proven ability to understand and adapt to local customs and cultural settings

ADP offers:

• A one-year contract starting immediately (renewable)
• Competitive salary and conditions in accordance with ADP policy
• 20 Working days annual leave

Job application procedure
Qualified candidates should submit their application letters, Curriculum Vitae, Relevant academic and other relevant work experience documents to;
The Human Resource Manager,
Aridland Development Programme (ADP),
P.O BOX 12,
Abim -Uganda.
OR by e-mail to: adparidland@yahoo.com
Email Applications should not exceed 2MB.
Submission deadline: 20th May 2018 before 5.00 pm.
Please note the following:
1. Only shortlisted applicants will be contacted.
2. Canvassing for support will lead to automatic disqualification.
3. Those sending applications by e-mail must attach all supporting documents.
4. ADP strongly subscribes to the equal opportunity commission ideals and therefore assures prospective applicants of non-discrimination.