Reporting to the Country Director, the Finance, HR and Administration Manager will be responsible for providing financial, HR and Administration management support to Jhpiego Uganda Office. S/he will supervise the day-to-day financial and admin operations of the Uganda office, budgeting ensure internal control systems and review of on-site financial accounting and bookkeeping system required to assure the integrity and effective performance of Jhpiego’s financial operations. He/she will also be involved in the development, adaptation or implementation of financial, HR and administrative systems to ensure optimal support to Jhpiego Uganda office. The position supervises Finance officers, Finance assistants and administration staff.
Finance and Accounting:
- Examine financial documents such as payroll, vouchers, invoices, delivery notes, purchase orders and other documents to ensure the completeness, accuracy, and validity of financial data before payments are made
- Monitor disbursement of funds from the project bank account(s) to ensure compliance with donor and Jhpiego’s financial policies and procedures.
- Manage day-to-day cash needs, travel requests, payments, procurement, contracts, grants and processing invoices, operation systems, policies and procedures, consultant, and travel and logistics.
- Review sample of expense reports and other project expenses on a regular basis to ensure adequate support documentation, allowability, allocability and reasonability.
- Review petty cash register and carry out periodic surprise cash counts
- Review of QuickBooks monthly financial reports, conduct bank reconciliation and perform monthly closing processes
- Prepare financial reports to donors like USAID, UNFPA among others as required.
- Assist program managers to develop annual operational budgets and review for accuracy, reasonability, completeness and donor compliance.
- Develop proposal budgets for review by the Country Director in accordance with donor requirements.
- Monitor program expenses by ensuring timely preparation of expenditure reports, accruals and projections and burn rates on a monthly basis.
- Review existing internal control systems to ensure financial integrity at all times; identify weaknesses and recommend corrective actions as per the GAAPs and Jhpiego’s financiaProcedures.
- Provide supervision, guidance and mentorship of staff and ensure team spirit within the finance and administrative teams. Also work with other program units departments to ensure optimum support and linkages. Train and mentor the finance and administrative staff as needed.
- Work closely with senior management of the country office to ensure optimal support and advice on financial and administrative matters as required.
- The Finance and Administration Manager will monitor administrative aspects of the Jhpiego office which includes office management, information technology and travel/transport. Specific duties include:
Human Resources Management
- Analyze the country’s HR needs and establish specific HR objectives for country office to ensure that HR policy/procedures and standards are met
- Ensure country level management team members are well versed on country-related HR policies and that policies are implemented consistently and advice Country Director/Chief of Party on all HR related issues
- Review salary and benefits policies for local nationals to ensure that organization is able to attract and retain highly skilled staff and coordinate annual merit review process
- Review and update local employment policies as per local laws and best practices in the international NGO community and liaise with Global Human Resources as and when required
- Provide guidance to Country Director/Chief of Party on all local compensation related issues including but are not limited to review salary scales and benchmark to the market on a regular basis.
- Manage the design, implementation and administration of innovative compensation programs and policies and conduct job evaluations on new and existing positions, including reviewing job descriptions and recommending appropriate grade assignments
- Evaluate jobs for internal equity and external competitiveness against salary survey data and review Jhpiego, Uganda benefits packages from time to time to ensure compliance with local laws and competitiveness with other international NGOs
- Partner with hiring managers to evaluate needs and determine specific position responsibilities and requirements to ensure accurate candidate sourcing, draft job descriptions and advertise via appropriate channels.
- Evaluate and benchmark new jobs to place them appropriately in the organization’s salary scale, prescreen candidates and administer appropriate tests and coordinate next level of interviews
- Organize, lead and document post-interview debrief/feedback with interview teams and candidates and perform detailed reference checking and/or reference analyses on selected candidates and review results with hiring managers
- Ensure recruiting and hiring practices complies with government regulations and organizational policies and regularly evaluate recruitment strategies for individual positions to ensure that appropriate candidates are being
- Coordinate on-boarding with other departments to support the learning process of new employees, ensure all new staff are trained on compliance procedures and processes.
- Conduct follow-up with new staff to ensure adaptation and identify problem areas and work closely with Supervisors to address issues affecting new staff
- Develop and maintain a healthy employee relations environment providing staff a venue to discuss their work related problems and concern, advise and assist staff with disciplinary and grievance issues and mediate in staff conflict situations
- Ensure that employee files are complete and all required documentation is maintained in a confidential and secure manner. Ensure that HQ receives new employee documentation in a timely fashion.
- Maintain recruitment and attrition statistics for staff and ensure that all mandatory checks are completed in a timely fashion.
- Office Management: Provide oversight on office management policies, procedures, processes and systems to ensure optimal support in the Uganda office. Provide regular feedback and resolution of office management issues.
- Information Technology: Supervise the IT Officer to ensure IT requirements are met for both staff and program needs.
- Safety and Security: Work with the Safety and Security Officers to ensure regular updates and training are provided to staff, telephone tree and emergency contact information is available and overall preparedness for the Uganda office.
- Travel and Transport Systems: Ensure proper utilization of vehicle fleet, fair allocation of transport and tracking of vehicle use
- Bachelor’s degree required in Accounting, Finance or Business Administration is required and Master’s degree preferred
- Minimum CPA (U) or equivalent
- Minimum of five (7) years relevant experience in finance or accounting at supervisory/management/management level.
- Minimum of three (4) years practical experience in QuickBooks accounting package
- Previous supervisory experience in office administration.
- Additional years of relevant work experience may be substituted for educational requirement
- Knowledge of USAID and UN and UN regulations is required.
- Previous experience with nonprofit organization required.
- Excellent financial and computer skills – working knowledge of QuickBooks accounting
- Software, database applications, word processing and Excel.
- Demonstrated budgeting, budget monitoring and financial reporting skills