Job Description

Our Client is an International NGO with a field Office in Fort Portal, Western Uganda. For this office, they are currently looking for a Head of Administrative and Financial Department

The ideal candidate will be a dynamic, transparent and experienced person that takes responsibility of his/her department and is capable to develop adequate tools and standards to assure quality outputs. He or She takes all the necessary steps and makes proposals to assure the organisation remains compliant with the continuous changing and evolving context. He or She is an excellent communicator, has adequate IT skills to manage financial tools and is able to manage a small team of support staff.

1. MAIN RESPONSIBILITIES

• Handle the management, the follow-up and the control of the administrative, financial, fiscal and accounting aspects of all services in compliance with local legislation and as per the procedure texts of the NGO itself.
• Manage and coordinate the work flow and related processes within the Administrative and Financial department.
• Prepare, assist and oversee the annual financial audits and assure all administrative and fiscal obligations are well managed in a timely and qualitative way.
• Assist the Head of Office and the appointed Program Managers in their duties by providing clear, comprehensive and up to date financial reports.
• Represent the NGO with the relevant official bodies when required.
• Ensure the administrative and financial training and follow-up of partners, in accordance with the internal procedures and donors regulations.

1. ACTIVITIES

BUDGET MANAGEMENT: Take part in the drafting of the annual budget, ensure follow up, provide updates and periodically communicate about budget performance.

ACCOUNTING AND ADMINISTRATIVE MANAGEMENT : Ensure the respect of all administrative, fiscal and legal obligations of the association: a s sure all justifications are in compliance with all prescribed requirements and transmitted in a timely manner.  Forward the periodic accounting reports and ensure that procedures for the acquisition and management of goods and services are respected.

FINANCIAL MANAGEMENT: Organize the management and the follow-up of payments, cash flow and assure that the relevant control mechanisms are performant and effective.

human resources ADMINISTRATION: W hen new collaborators are hired, assure all the appropriate administrative procedures are completed. Perform the administrative management of the staff including the calculation and payment of wages, related income tax deductions and the management of social documents related to the individual wage schemes (insurance, social security, income tax, etc.)

Follow the evolution of labour laws and anticipate to modifications to these laws that would require changes to work rules and internal procedures.

LEADERSHIP AND DEPARTMENT MANAGEMENT: Take part in the recruitment of the staff assigned to the department and coordinate, evaluate and oversee the work of the team members.

Continuously draw the attention to all administrative and financial standards that have been set.

REPRESENTATION and MANDATeS: Ensure the follow-up of current relations with state administrative departments (income tax, customs, labour inspection, social security, etc.), financial institutions, insurance companies and other third parties.

PARTNERS TRAINING AND FOLLOW-UP: Ensure regular and effective training and support of implementing partners on correct use of administrative and financial tools in accordance with the internal procedures and the donors’ regulations. Support and guide the partners in all administrative and financial tasks required by the partnership relation.

Ensure verification and control of any administrative and financial documents.

Requirements

Educational background AND/OR expErience

• University-level degree in Economics and Management Science.
• Be a Certified Public Accountant (CPA), member of the Association of Chartered Accountants is an added value.
• Minimum five-year experience in a position of responsibility in administration and management, preferably for a development project or NGO.
• Perfect knowledge of software used for accounting and MS Office.
• Good knowledge of social and tax laws as well as of procedures for the management of goods and staff.

Attitudes and behaviour

• Unfailing honesty and integrity.
• Taste for responsibilities, autonomy and initiative.
• Team management skills.
• Able to impose discipline and administrative rigour.
• Excellent interpersonal skills.
• Excellent capacity to analyse, summarise and structure information.
• Precision and respect of deadlines.
• Flexibility in work schedules.
• Stress resistance.
• Discretion.