Finance and Administration Manager

Job Details

The Finance and Administration Manager is responsible for providing financial and management support to the Jhpiego Uganda Office and related programmes to ensure efficient operations of the Uganda office. The role supervises day-to-day financial operations, budgeting and review of internal control systems, and oversees on-site financial accounting and bookkeeping to ensure integrity and effective performance of Jhpiego’s financial operations. The Manager serves as a strategic financial adviser to senior management and project leadership, translating financial, budgetary, compliance and risk information into practical recommendations. The role also manages operations and administration functions and leads a team of finance and operations staff. Duty station is Kampala. Full-time, 8 hours per day. Reports to senior management.

Key Duties and Responsibilities

• Monitor disbursement of funds from project bank account(s) to ensure compliance with Jhpiego Finance and Accounting policies, Banking Policy, QuickBooks Manual and Procurement Manual
• Review payments of higher threshold and review QuickBooks monthly financial reports, bank reconciliations and other financial reports before submission to HQ
• Oversee preparation of financial reports to donors including Department of State (DoS), CDC and others as required
• Assist programme managers to develop annual operational budgets, review budgets for accuracy, reasonability, completeness and donor compliance
• Review and manage financial monitoring tools including purchase order log, airfare and airport transfers log, motor vehicle log and other tools
• Ensure routine review and updates of QuickBooks and review existing internal control systems to ensure financial integrity; identify weaknesses and recommend corrective actions per GAAP and Jhpiego procedures
• Lead development, consolidation, monitoring and periodic review of organisational and project budgets ensuring alignment with workplans and donor requirements
• Monitor budget performance and expenditure against approved budgets, identify variances and emerging risks and recommend corrective actions; provide regular budget analysis, forecasts and insights to senior management
• Coordinate budget reforecasting and realignments with programme teams and monitor project pipelines, funding availability and burn rates
• Lead financial and budget development components of new business proposals including detailed budgets, narratives, cost assumptions and financial modelling/scenario analysis; ensure compliance with donor cost principles and regulations
• Ensure compliance with organisational policies, donor requirements, Ugandan laws and contractual obligations; maintain and strengthen internal financial controls
• Conduct regular compliance reviews, ensure costs are allowable, allocable and reasonable, and provide guidance on financial compliance to programme teams
• Coordinate and support internal, external and donor audits and track implementation of audit and risk-management recommendations
• Lead identification, assessment, monitoring and mitigation of financial, operational and compliance risks including funding gaps, fraud and procurement risks and escalate significant issues
• Provide oversight on office management policies and procedures, supervise Administration Officer and IT Officer, ensure safety and security preparedness, and ensure proper utilisation and tracking of vehicle fleet and travel systems

Qualifications, Skills and Requirements

• Master’s degree in Business Studies, Finance, Accounting or related field
• CPA qualification is required
• Minimum of 5 years managerial experience and 8 years of financial or cost management experience in support of international development programme operations
• Minimum 7 years practical experience in QuickBooks accounting package and previous supervisory experience required
• Experience with international non-profit organisations with multiple donor funding mechanisms; experience working on US Government and/or CDC projects preferred
• In-depth knowledge of financial software applications including Microsoft Outlook, Access, Excel and Word
• Basic knowledge of US Government cost principles, GAAP accounting rules and grant/contract management
• Experience with financial analysis, financial reporting, cash flow analysis, budget development and forecasting
• Strong problem-solving, oral and written communication skills and demonstrated ability to manage several major activities simultaneously
• Jhpiego is an equal opportunity employer; affirmative action for minorities, women, persons with disabilities and veterans