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JOB DETAILS:
Job purpose:
The Programme Assistant shall deliver on administrative requirements of the National Society Investment Alliance (NSIA) project and the department towards an efficient day-to-day leadership of the projects within the department.
Principal Accountabilities
01 Budget Monitoring
• In collaboration with the Resource Mobilisation Manager attached to the NSIA project, support preparation of the Project charter, budget monitoring, tracking to avoid budget overruns and over expenditures.
02 Administrative support
• Provide administrative all Departmental teams, volunteers, Trainers, Sales / Marketing executives, to ensure preparation of concept notes, allocating relevant budgets, and follow ups on prepared documents with the different approval levels.
• Organize meetings, taking minutes and distributing sharing updates with all departmental stake holders, take minutes and ensure proper coordination and communication.
• Handle all Phone calls that come through the CFA unit .
03 Filing and Record Keeping
• Develop and maintain a documentation system with up to date information for all partners and volunteers.
04 Stake holder engagement support
• Support the process of following and scheduling of Programme meetings, coordinating with different departments and the receptions to ensure the external guests and internal departments meet the expectations for engaging with the URCS CFA Unit.
05 Events management and coordination
• Working closely with other team members to ensure that all events under CFA are properly managed, coordinated and well documented.
06 Reporting
• Support project reporting. Work closely with the NSIA Project manager to ensure that the donor requirements on reporting are complied with and within the time frame stipulated.
07 Branch Support
• Ensure that branch managers and all branch stakeholders that engage the CFA unit on sales, marketing, and training as well as certification are handled in due time as per the SOPs on CFA and business execution.
Qualifications/requirements
Minimum qualifications, working experience and competencies:
Education Qualifications
• Minimum Bachelors’ Degree in Social Sciences, Development studies, Business or a related field from an approved, recognized and reputable University.
Essential Experience
• Relevant work experience in a similar role or business environment will be an added advantage
Core Competencies
• Stakeholder management.
• Commitment to continuous learning.
• Communication.
• Technology awareness.
• Change capability and adaptability.
• Manage resources.
Knowledge and Skills
• High level of integrity.
• Essential Knowledge and skills in business and office management.
• Excellent time management skills and ability to multi-task and prioritize work in a busywork environment, preferably in a humanitarian or business environment.
• Attention to detail, highly analytical and problem solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Presentation and reporting skills.
• Proficiency in use of MS Office packages.
• High level of integrity with keen detail on Office Administration Procedures, Confidentiality, and Judgment are highly regarded.
• Team player and multi-tasking.
JOB DETAILS:
Job Purpose:
The Finance Officer will be responsible to ensure quality and timely reporting of project funds as well as accountability for the funds disbursed to staff, ensuring compliance with the appropriate principles and procedures. The Finance Officer will also contribute to the budget control processes, and support the Project Team in the day-to-day financial management of the project. The Finance Officer reports to the Finance Manager and supervises Finance Assistants and Admin Clerks attached to the project areas, if any.
Principal Accountabilities
01 Budget Management and Control
1. Ensure that any transaction exceeding the available budget funds should not be approved.
2. Ensure that budgets are coded and posted in Navision immediately after approval.
3. Ensure that all financial transactions are properly posted in the Navision.
4. Track budget performance and notify budget holders when their department’s or project’s budget performance starts to lag behind expected utilisation or burn rate.
02 Managing Payments, Payroll and Compliance
1. Ensure proper and prompt preparation of the payroll.
2. Ensure statutory returns to the URA, NSSF, and Local Government are prepared in time.
3. Ensure compliance with financial policies, procedures, grant conditions, and donor’s financial requirements.
4. Support in the preparation of terminal benefits for the exiting staff as per URCS policies.
5. Review payments vouchers and confirm that they have the requisite support documents
6. Ensure timely disbursements of funds to field offices and branches.
03 Financial Management.
1. Ensure timely updating of working advance ledgers and share with Manager for reviews.
2. Support the finance manager and program teams in reviewing accountabilities.
3. In liaison with the Supervisor/Manager Finance, manage the cash flows of the organisation and ensure that the organisation does not get into liquidity problems.
4. Ensures accurate and timely recording of financial transactions.
5. Enforces compliance with financial policies and procedures.
04 Financial Reporting.
1. Ensure timely updating of all ledgers in order for the Finance manager to share periodical financial statements to management and partners.
2. Support in the process of preparing and presenting URCS’s financial and management accounts to management.
3. Support the supervisor/Finance Manager to implement, and enforce effective Management Accounting Policies Procedures and
4. Processes that ensure achievement of set financial targets including cost control.
5. Support the Supervisor/Finance Manager in setting up a system of consolidation of financial reporting from the operating divisions.
6. Ensure month end procedures are carried out. that include but not limited to the following, Bank Reconciliation, all ledgers reconciliations, inter project transactions.
05 Financial Risk Management
1. Support the supervisor/Finance Manager in the implementation of the risk management process for the department.
2. Ensure that financial controls are implemented and that they remain relevant – through suggesting modifications to them – so they can continually mitigate financial risks adequately.
3. Participate and contribute to fraud risk assessments.
4. Ensure full participation in project and National audits
5. Ensure proper book keeping and document filling is done.
06 Working Advances and Accountabilities
1. Ensure full compliance with the policy position of not providing additional working advances to staff that have not liquidated prior advanced funds. You must not approve advance transactions for persons that are still burdened by unresolved accountability issues.
2. Ensure that no accountability document that relates to your projects gets lost, after staff have presented it to you. Record when it has been brought, who has brought it, what the accountability relates to. Let both of you sign for it.
3. Ensure that late accountabilities – received a month after implementation of activities – must not be posted. Instead report the matter to your supervisor without returning/rejecting the accountability.
4. Accountability documents must be processed within 3days after receipt – queries must be sent to submitters of accountabilities within 5days.
5. Maintenance of an accurate record of advances and their status for all your projects
07 Compliance with Project Agreements and Finance Policies
1. Support the Supervisor to obtain and Maintain copies of Project agreements and their addendums.
2. Support in keeping keep track of financial obligations that are stated in the agreements
3. Ensure that you are aware of the financial policy requirements and are fully complied with.
08 Payments and Filling
1. Ensure that all requisitions are processed within 2days upon receipt.
2. After payments have been made and posted, ensure all the payment vouchers have been filed and well-marked as par project on monthly basis.
3. Ensure that all approved and signed cheques have been released to the recipients (for those that are not done online).
09 Carries out any other lawful assignment allocated by the immediate Supervisor
1. The jobholder is cooperative and readily responds to any ad hoc tasks assigned to him.
QUALIFICATIONS/REQUIREMENTS
Minimum qualifications, working experience and competencies:
Education Qualifications
1. Minimum Bachelor’s Degree in Accounting, Finance, Commerce or any related field an approved, recognized and reputable university.
2. At least level II Certified Professional Accountancy qualification; i.e.; ACCA, CIMA, CPA is a MUST
Essential Experience
1. Minimum of at least 2 years’ relevant work experience in a similar position.
2. Profound work experience in the application of an accounting software.
3. Prior experience of NAVISION accounting software is an added advantage.
Core Competencies
1. Negotiation and conflict management
2. Innovation and creatively
3. Stakeholder management
4. Commitment to continuous learning
5. Communication
6. Technology awareness
7. Policy research and development
8. Change capability and adaptability
9. Manage resources
10. Empowering and building trust.
Knowledge and Skills
1. High level of financial discipline and integrity;
2. Attention to detail and accuracy;
3. Ability to meet deadlines with minimum supervision;
4. Strong Interpersonal skills;
5. Good communication skills.
JOB DETAILS:
Job Purpose:
The Finance Manager will be responsible for providing transactional, administrative and compliance (statutory, tax) support services. The Manager will also strengthen and improve the finance and accounting function, processes and procedures, internal controls and provision of information for management decision making, and conduct financial risk management.
Principal Accountabilities
01 Support in Strategic business planning and review.
• Support all departments during Project and organizational planning and implementation of budgets and forecasts.
• Provide relevant and reliable financial data, analysis, and insights for strategy reviews.
• Prepare and submit to the Senior Manager Periodical Project financial performance for use with internal management and external parties.
02 Managing Payments, Payroll and Compliance
• Oversee the proper and prompt preparation of the payroll.
• Ensure statutory returns to the URA, NSSF, and Local Government are prepared in time.
• Ensure compliance with financial policies, procedures, grant conditions, and donor’s financial requirements.
• Determine terminal benefits for the exiting staff as per URCS policies.
• Review payments vouchers and confirm that they have the requisite support documents
• Ensure timely disbursements of funds to field offices and branches.
03 Financial Management.
• Prepare and share Periodical working advance reports and distribute it to the Senior Manager Finance and the budget holders.
• Support the finance team in ensuring that the program manager’s/project managers submit accountabilities that are appropriately supported.
• In liaison with the Senior Manager Finance, manage the cash flows of the organisation and ensure that the organisation does not get into liquidity problems.
• Ensures accurate and timely recording of financial transactions.
• Enforces compliance with financial policies and procedures.
04 Financial Reporting.
• Prepare Periodical financial statements to management and partners.
• Support in the process of preparing and presenting URCS’s financial and management accounts to management and the Board.
• Supports the Senior Manager Finance to implement, and enforce effective Management Accounting Policies
• Procedures and Processes that ensure achievement of set financial targets including cost control.
• Support the Senior Manager in setting up a system of consolidation of financial reporting from the operating divisions.
• Ensure officers under your care, carry out month end procedures. that include but not limited to the following, Bank
• Reconciliation, all ledgers reconciliations, inter project transactions.
05 Budget Management and Support
• Supports the budgeting and approval processes company-wide.
• Supports in ensuring that departments adhere to their budgets by not exceeding budget limits or spending funds on dis-allowable/non-budgeted items.
• Track budget performance and notify budget holders when their department’s or project’s budget performance starts to lag behind expected utilisation or burn rate.
• In liaison with the Senior Manager, report to partners/donors about project budget utilisation, and provide other financial reports to them, as per set reporting timelines.
• Share periodical Budget variance reports to programs and Senior manager for all projects under your supervision.
06 Financial Risk Management
• Partake in the implementation of the risk management process for the department.
• Ensure that financial controls are implemented and that they remain relevant – through suggesting modifications to them – so they can continually mitigate financial risks adequately.
• Participate and contribute to fraud risk assessments.
• Ensure full participation in project and National audits
• Support the finance Team in ensuring that proper book keeping and document filling is done.
07 People management
• Support the directorate in the recruitment of the staff
• Support in setting up management performance goals for staff under your supervision.
• Recommend and coordinate training programs for the directorate staff.
• Ensures good order and discipline of staff under his/her overall supervision
• Develops initiatives to promote the welfare and well-being of the Directorate staff.
• Fully support, empower, motivate staff to achieve key performance indicators.
08 Compliance with Project Agreements and Finance Policies.
• Ensure you obtain and Maintain copies of Project agreements and their addendums.
• Ensure to keep track of financial obligations that are stated in the agreements.
• Ensure that you and the team you supervise are aware of the financial policy requirements and are fully complied with.
09 Carries out any other lawful assignment allocated by the immediate Supervisor.
• The jobholder is cooperative and readily responds to any ad hoc tasks assigned to him.
QUALIFICATIONS/REQUIREMENTS
• Minimum qualifications, working experience and competencies:
• Education Qualifications
• Minimum Bachelor’s Degree in Accounting, Finance, Commerce or any related field an approved, recognized and reputable university.
• Certified Professional Accountancy qualification; i.e.; ACCA, CIMA, CPA is a MUST.
• Possession of a Master’s degree in Accounting, finance, Business Administration (Finance) or any related field an approved, recognized and reputable university is an added advantage.
Essential Experience
• Minimum of five (5) years’ relevant work experience in accounting and finance function in a large organization; three (3) of the years with supervisory responsibilities.
• Experience in using Financial Management Information Systems (NAVISON accounting package is an added advantage).
Core Competencies
• Negotiation and conflict management
• Innovation and creatively
• Stakeholder management
• Commitment to continuous learning
• Communication
• Technology awareness
• Policy research and development
• Change capability and adaptability
• Manage resources
• Empowering and building trust.
Knowledge and Skills
• Must have sound knowledge of computerized Accounting.
• Must be cost conscious and able to implement and enforce effective budgetary controls.
• Must have high level of integrity, with attendant independence and ability to make sound financial decisions.
• Ability to lead and manage people, proactive approach to work, problem solving and attention to detail.
• Strong knowledge of project financial management
• Proficiency in bookkeeping and double-entry accounting
• Financial analysis and corporate financial reporting
• Financial Risk Management
• Budgeting and budgetary control
• Good communication and reporting skills
• Tax laws and systems in Uganda.
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