Head Of Finance And Administration job at Self Help Africa

JOB DETAILS:

Job Title: Head of Finance and Administration
Organisation: Self Help Africa Uganda
Location: Kampala, Uganda
Contract type: Fixed Term
Hours: 40
Reports to: Country Director

About Self Help Africa & United Purpose
In late 2021 Self Help Africa (SHA) and United Purpose (UP) merged. The two organisations – one headquartered in Ireland and the other in Wales – implement projects to end extreme hunger and poverty.
This merger doubled our size and reach – and means that in 2022 we are implementing poverty eradication projects in 17 countries, mainly in sub-Saharan Africa. Collectively, we are also part of a group that includes social enterprise subsidiaries Partner Africa, TruTrade and Cumo Microfinance.
In 2022 our work will reach more than six million people and invest upwards of €45m in more than 100 development programmes designed to improve food systems, facilitate access to markets and financial services, combat climate change, gender inequality, and improve access to clean water, sanitation and hygiene.
This is an exciting time to join us as we unite two like-minded and entrepreneurial organisations seeking to tackle the global challenges in progressive and innovative ways.

Job purpose
Under the overall managerial and administrative leadership of the SHA/TruTrade Country Director (CD), the Head of Finance and Administration will be directly responsible for the implementation and overall management of financial systems and controls of the Country Office and core administrative requirements. These include cash/bank management, strategic oversight of human resource and administrative functions, financial reporting, budget management, staff capacity building and all other related matters in Uganda.

The HoFA is a senior leader and a key member of Country Management Team (CMT), with the CD as lead and Head of Programme and Business Development Coordinator as the other member. He/she is expected to play a key role in contributing to development of financial systems across SHA, new programme development and the overall achievement of country programme’s strategic plan goals.
The HoFA will also be providing financial oversight and operational support to TruTrade Africa-Uganda office as and when required.

Responsibilities and Activities
R1: Country Office Finance Management
• Produce and submit monthly management accounts to Head Office (HO) based on the SHA management accounts with approval of the CD. Includes monthly and year to date project and donor expenditures, income and expenditure account, and other necessary information;
• In conjunction with the Head of Programmes (HoP), responsible for the preparation and review of the monthly programme expenditure reports of the country office and projects;
• Provide training and support to financial and non-financial staff regarding SHA’s financial procedures and internal controls, and programme management tools
• Ensure effective management of CO and project budgets in liaison with Project Managers, HoP and CD, including CO and project budgets, budget monitoring, budget amendments;
• Preparation of donor specific financial reports on monthly, quarterly or annually, based on donor contract requirements and guidelines. These are submitted to HO for approval along with budget variance analysis and explanations;
• Preparation of the year-end financial statements, arranging and ensuring the timely completion of the year end audit (accounting year end – 31 December);
• Monitor and ensure programme and administrative spending are in line with agreed budgets, – identify potential under or over-spends and liaise with HoP, HO and donors as appropriate;
• Ensuring effective cash management, including control of cash flows, including preparation cash request to HO and liaison with banks;
• Managing and building capacity of financial systems for SHA partners and staff.
• In conjunction with the finance team, schedule regular monitoring visits to, and internal audit of, local partner organisations, ensuring their financial systems and controls are of an appropriate standard to ensure security and effective management of funds advanced by SHA;
• Provide advice on all financial and administration matters to senior management team;
• Develop and oversee the implementation of office procedures and policies on financial and administration matters to ensure adherence to such by every staff member;
• Check and approve payment documents, with reference to authority levels stated in the SHA operation manual, after checking completeness and accuracy; and,
• Organise and participate in periodic audits based on contractual obligations and ensure the implementation of audit recommendations.
• Review CO risk register with CMT to ensure that CO risks are effectively managed

R2: Operational Management
• Provide leadership to the Finance & Administration Department;
• Ensure that procedures are adhered to by all staff in the country programme;
• Where relevant, assist programme department staff in drafting, negotiating and issuing of contracts
• Support programmes team in performing Due Diligence on partners, consortia members and suppliers where necessary;
• Ensure reports are completed in accordance with deadlines and undertake report editing and review where necessary; and,
• Ensure that appropriate SHA management, administration, personnel, logistic, finance, and communication systems are in place.

R3: Human Resource Management
• Oversee the administration of CO human resources processes including annual appraisals of direct reports in line with SHA’s Human Resource procedures;
• Ensure timesheets are completed by all staff and appropriately approved
• Preparation of SHA payroll on monthly basis to ensure that all relevant personnel information (movement, death etc.) is up to date and local compliance with statutory and other legal requirements;
• Ensure local compliance with the employee tax deductions, that all relevant statutory deductions are made from the employees’ salaries and paid out to the appropriate authorities, coordinating with local legal, accounting and HR advisors as appropriate.
• Maintain good team communication, engender good team dynamics and take remedial action when problems occur in collaboration with CD;
• Ensure procedural compliance for recruitment and contracting of staff; ensuring that all employees are presented with a letter of appointment and staff record are intact and updated as changes are effected;
• Line manage all finance and administration staff, ensuring JDs are in place and performance management procedures are followed;
• Work with CD to maintain up-to-date job descriptions for all country programme staff;
• Ensure all staff understand and sign-up wrongdoing policies and he/she shall monitor and report to the CMT possible breach of the policies;
• Ensure procedural compliance for recruitment and contracting of staff; ensuring that all employees are presented with a letter of appointment and staff record are intact and updated as changes are effected.

R4: Safety and Security
• Ensure CO security guidelines are in place and reviewed at least bi-annually;
• Ensure all safety or security incidents (fires, vehicle accidents, theft, etc.) are appropriately recorded and reported by project staff to relevant parties;
• Ensure that appropriate security arrangements are in place for the CO (including all field offices), and this includes managing contractual arrangements with security companies or individuals and that security arrangements for property (motorcycles, vehicle, etc.) are in place; and,
• Actively monitor field site safety and security and advise the CD about new developments.

R5: Logistics/ Procurement / Assets Management
• Review and maintain the fixed asset register on Salesforce, prepare quarterly updates of the fixed asset register and submit to HO;
• Ensure compliance with donor visibility rules regarding assets;
• Ensure adequate and appropriate insurance for staff and property is in place;
• Ensure vehicle management policies are understood and followed by all staff. Includes monthly reports on car usage and charging to projects as appropriate.
• Responsible for ensuring the efficient use and management of transport resources;
• Provide leadership and supervise the procurement function and control and management of stock;
• Oversee the Procurement Committee function and ensure that procurement procedures are followed by the committee, transparency maintained and value for money got for all procurements; and,
• Ensure compliance with SHA logistics policy and relevant donor finance regulations.

Representation:
• In liaison with the CD, represent SHA at national, regional and international levels; to donors, local and national government authorities, other NGOs, and any other parties as required;
• Support the CD’s strategic co-operation initiatives with government and national/international NGOs and CBOs active in the programme areas;
• Provide cover for other posts when needed and carry out any other responsibilities as requested by the CD

Role Competencies:
• Excellent verbal, analytical, organisational and written skills
• People management skills
• Proactive and motivated with a strong commitment to Self Help Africa’s vision, mission and values
• Excellent ICT skills including a good knowledge of MS Office and accounting software
• Attention to detail and the ability to produce timely and accurate financial reports

Knowledge and Experience
• Minimum of BA Degree in Accounting/ Finance or related fields from recognised university.
• Minimum of 15 years practical experience of which at least 5 years is at a senior management level, preferably in a mid to large international NGO.

Qualifications/Other Requirements
Essential
• Internationally recognized Accounting Qualification (CA, ACCA, CIMA, CPA)
• Strong technical abilities and up to date knowledge of Generally Accepted Accounting Principles
• Experience in the preparation and review of management accounts and the ability to critically analyse a trial balance
• Experience of managing donor funds and contracts
• Experience in the preparation of year-end financial statements and managing annual external audits
• Experience of managing, training and supporting staff

Desirable
• Willingness to travel nationally and internationally
• Experience working with partner organisations
• Experience of undertaking risk assessments, internal audits and/or assessing internal controls



JOB DETAILS:

Job Title: Head of Programmes and Business Development Coordinator
Organisation: Self Help Africa Uganda
Location: Kampala, Uganda
Contract type: Fixed Term
Hours: 40
Reports to: Country Director

About Self Help Africa & United Purpose
In late 2021 Self Help Africa (SHA) and United Purpose (UP) merged. The two organisations – one headquartered in Ireland and the other in Wales – implement projects to end extreme hunger and poverty.
This merger doubled our size and reach – and means that in 2022 we are implementing poverty eradication projects in 17 countries, mainly in sub-Saharan Africa. Collectively, we are also part of a group that includes social enterprise subsidiaries Partner Africa, TruTrade and Cumo Microfinance.
In 2022 our work will reach more than six million people and invest upwards of €45m in more than 100 development programmes designed to improve food systems, facilitate access to markets and financial services, combat climate change, gender inequality, and improve access to clean water, sanitation and hygiene.
This is an exciting time to join us as we unite two like-minded and entrepreneurial organisations seeking to tackle the global challenges in progressive and innovative ways.

Job purpose
The Head of Programmes and Business Development Coordinator provides overall leadership and management for all SHA- Uganda programs including leading the planning, design, development, implementation, monitoring and evaluation of the country programs and ensuring that the quality of projects, implementation, donor reporting, and field level management is of the highest standards.
The Head of Programmes and Business Development Coordinator supports the Country Director in pursuit of business development activities in relation to resource mobilization, partnership development and management. He/She enforces quality assurance with all projects being implemented by SHA in Uganda. The Head of Programmes and Business Development Coordinator provides line management support to all Project Managers and Program Coordinators including overall management of their performance and of all the Program staff in Uganda.
The Head of Programmes and Business Development Coordinator supports the translating of SHA’s Global Vision and strategy into project implementation and ensuring project design and implementation are geared towards achieving scale and impact, attracting funding to diversify funding resources and that the project implementation processes respond to SHA’s need to strengthen global operating systems.
With the support of the Country Director, the Head of Programmes and Business Development Coordinator shall steer the process for developing and growing SHA’s country portfolio to reflect a fair balance in the project portfolios that will include but are not limited to Value chain and market systems development, Climate Change, Food security, Youth and Women empowerment.

Responsibilities and Activities
R1: Program Management (25%)
• Assume overall responsibility for the management of all SHA Uganda programs and provide line management support to all Program Managers and Project Coordinators.
• Support Project Managers and Program Coordinators (PC’s) in the management of the field resources and project budgets and ensure these are used in compliance with approved guidelines.
• Implement annual performance management process for all Project Managers and Program Coordinators and support them to ensure this cascades to all Program staff.

R2: Program Planning and Budgeting (15%)
• Support all project teams to develop annual budgets and workplans consistent with project documents and donor contracts.
• Support teams in undertaking the necessary reviewing and updating of the workplans and budgets to respond to emerging field implementation challenges and project review processes.
• Support the review of the SHA Uganda Country Signature program Framework.

R3: Budget Management and Monitoring (10%)
• In coordination with the finance department, undertake quarterly budget monitoring and variance analysis with all Project Managers and support the projects in reviewing and tracking spending to adhere to annual budgets.
• Support Project Managers and the Country Program to plan and undertake corrective management actions arising out of budget monitoring reports.
• Approve program related requests for imprest and reconciliations in line with work plans and financial management procedures.

R4: Program Reporting (10%)
• Review regular quarterly, semi- and annual reports from the Program Managers and Project Coordinators and support them to comply with requirements of quality reporting and timeliness.
• Review donor reports from the Program Managers and Project Coordinators to ensure they comply with requirements in terms of quality and timelines and ensure these are of the highest standards.
• Compile quarterly Country Program Reports to provide oversight of the Country Program implementation. d. Compile the SHA Annual Board report

R5: Business Development (35%)
• Lead on the development, implementation, and update of the SHA resource mobilization and donor engagement strategy, building on the existing donor mapping and ongoing engagements
• Set and monitor annual priorities and quarterly objectives and key objectives of SHA for resource mobilization and donor engagement, and the supporting action plan for achieving the targets
• Advise on best practices and channels for resource mobilization for the digital development space, including but not limited to traditional donors, International Financial Institutions (IFIs), Multilateral Development Banks (MDBs), multi-partner funds, foundations, private sector, as well as other innovative financing mechanisms, etc.
• Identify and establish mechanisms to engage with priority partners that could be relevant for SHA’s offer, including public and private sector partners at country level
• Lead on the design and implementation of effective advocacy strategies and methods for strategic targeting of existing and prospect donor partners, in collaboration with the Country Director and the Comms teams
• Participate and engage in targeted networking to establish connections, leading to the development, mobilization, prioritization and management of partnerships with the purpose of mobilizing resources
• Follow Official Development Assistance (ODA) trends and processes, and cultivate contacts to promote digital development as an emerging area to commit and disburse flows
• Ensure updated donor intelligence, including updating the existing donor mapping with their latest priorities and strategies, regular analysis of donor’s contributions, as well as proactive outreach for insights
• Lead in program design and proposal development at country level in collaboration with the Country Director and HQ business development team

R6: Documentation and lessons learning (5%)
• a.Support country projects in developing and documenting lessons learnt and experiences for dissemination and sharing to inform future project development.
• b. Perform any other duty as may be assigned by the Country Director.

R7: Any other duties as assigned by the Supervisor
• In liaison with the CD, represent SHA at national, regional and international levels; to donors, local and national government authorities, other NGOs, and any other parties as required;
• Support the CD’s strategic co-operation initiatives with government and national/international NGOs and CBOs active in the programme areas;
• Provide cover for other posts when needed and carry out any other responsibilities as requested by the CD

Qualifications/Other Requirements:
Minimum Requirements:
• Bachelor’s Degree in Rural Development, Project Planning and Management, Agriculture, Agribusiness and other relevant qualification
• Fifteen (15) years of relevant experience in Program management, business development and community development work.

Preferred Requirements:
• Master’s Degree in relevant professional discipline such as Agribusiness, Economics, Development Studies.
• Four (10) years of supervisory/managerial experience.
• Thorough understanding of programming processes, systems and principles, and the ability to provide leadership and support to staff working at community level.
• Solid skill, knowledge and foundation in proposal development and of the project management cycle.
• Sound understanding of market systems development in the agriculture sector, partnership management, youth and women themes.
• Knowledge of development issues, trends, challenges and opportunities and implications to community development.
• Demonstrated knowledge of strategic planning processes.

Most Critical Proficiencies:
• Good understanding of annual work planning and budgeting and budget monitoring.
• A good understanding of monitoring and evaluation processes.
• Solid project management and reporting skills.
• Sound project and proposal development skills.
• A good understanding and sensitivity to issues associated with poverty, hunger and environment, and knowledge of the context in which non-profit organizations operate.
• Solid knowledge and experience in extension methodologies.
• Knowledge and experience in training and participatory training methodologies.
• Team leadership skills, with good abilities of addressing conflicts amongst diverse teams and constituents.
• Excellent organizational skills.
• Proficient knowledge of word processing, spreadsheets, presentation tools, electronic mail (Microsoft Office preferred) and Internet.
• Demonstrated proficiency in English and Swahili, both oral and written.

Essential Job Functions and Physical Demands:
• Preparing and presenting project reports and presentations in a well-designed and attractive format with superior attention to detail.
• Demonstrated creativity, ability to think systematically, willingness and ability to incorporate innovative solutions.
• Excellent interpersonal and communication skills with the ability to work cooperatively, tactfully and diplomatically with culturally diverse groups of people.
• Willingness and ability to assign and review the work of line managed staff and to use participatory management skills with junior and senior staff.
• Proven team leadership and supervisory skills with the ability to train and work cooperatively with a diverse staff.
• Regularly conduct stakeholder analysis to strengthen partnerships and leveraging of resources.
• Constant face-to-face, telephone and electronic communication with colleagues and the public to scale up country program visibility and publicity.
• May require constant sitting, working at a computer and focusing for extended periods of time and performing office work in the field and/or in remote conditions.
• Working with sensitive information and maintaining confidentiality.
• Ability to manage and execute multiple tasks with little supervision while meeting sometimes inflexible deadlines.