JOB DETAILS:
Job Summary
The Finance Assistant is under the supervision of the Program Area Manager. The Finance Assistant will be responsible for the day-to-day running of the Area Program finance operations including preparing periodic financial reports/journals, reconciling accounting information, reviewing major payments and invoices for consistency with organizational procedures and established accounting formats, supporting area program level procurement, and performing administrative duties of the area program.
Additionally, this position supervises the Security Guards and Driver at the area program level. The position holder reports to the Program Area Manager with dotted lines to the Senior Finance Officer.

Principal Responsibilities
Key Result #1 – Cash Management
• Ensures that all cash receipts for local collections are deposited on time as appropriate.
• Support the Program Area Manager in the preparation of monthly cash flow for the Area Program and ensure timely submission to the support office so that cash for activities are released.

• Ensures that project expenditure remains within monthly cash flow and budget.

• Monitors all program advances issued at the Area Program level and follows up with staff to ensure timely accountabilities.
• Manage petty cash at the Area Program level to ensure compliance with the organization’s policies and procedures.
Key Result #2 – Finance Management
• Obtains monthly bank statements from the bank and reconciles them with the cashbook record.
• Reviews all payment requests at the Area Program level to ensure adherence to FH financial policy and that they are in line with the relevant budgets prior to the PAM’s approval.

• Prepares monthly FH journal templates for the Project/Area Program and submits them to the Support Office by the 29th of every month.
• Receives monthly expense reports from the Senior Finance Officer and analyzes the expenditure in line with the budget to advise the PAM or Project Coordinator on issues that require special attention.

• Support staff to read and understand the financial report and budget and ensure proper use of FH financial coding.
• Ensure compliance with donor regulations, FH finance policies, and local government rules and regulations.

• Ensure the accuracy and correctness of all transactions against each grant/project; ensuring all expenditures are posted under the right financial codes.
• Coordinate with the Program Area Manager to compile donors, projects, and programs feedback on expense reports to take subsequent corrective action.
• Support the Area Program team in developing budgets; support the Area Program budget preparation for potential and operational programs for the year.
• Capture all information on taxes withheld from suppliers like TIN and Amount Withheld and ensure timely submission to the Senior Finance Officer for filing.
• In coordination with the Program Area Manager & Support Office finance team, organize in-house training and/or orientation sessions on finance to Project Staff.
Key Result #3 – Procurement Process
• Record and track procurement requisitions for the Area Programs.
• Review the submitted procurement requisitions for completeness and accuracy in terms of approval levels and specifications etc.
• Prepare solicitation documents such as requests for quotation/proposals, letters of invitation, actions on advertisement, and tendering, for approval etc.
• Prepare and place purchase orders and contracts with suppliers or service providers for goods, services, and works at the Area Program.
• Prepare Comparative Bid Analysis reports for consideration by the Program Area Evaluation and Procurement Committee.
• Follow up and report on the implementation of Evaluation and Procurement Committee decisions in accordance with the policy, procurement plan, and budget.
• Compile and prepare monthly procurement reports for all completed and pending procurements at the Area Program level.
• Focal point for ensuring procurement processes are conducted in accordance with procurement guidelines, thresholds, and documentation are strictly followed.
• Support in regular price surveys as and when requested to ensure FH obtains value for money at all times.
• Ensure all procurement process correspondences and documents are correctly filed and all payment checklist documents are available and auditable trails of communications are in place.
• Responsible for managing all Framework Agreement contracting processes for the Area Program.
• In collaboration with the Procurement department, provide technical support to the procurement committee during evaluation and offer tailored training to the team.
• Monitor the receipt, registration, and opening of bids from service providers and suppliers at the Area Program level.
• Attend to all inquiries from bidders and suppliers where appropriate.
Key Result #4 – Staff Supervision and Administration
• Supervises all cleaning, Driver, Security Guards, and office management staff and activities.
• In consultation with the immediate supervisor, schedules staff annual leaves and submits monthly staff timesheets.
• In collaboration with the Program Area Manager, reviews monthly financial variance reports and uses financial reports as guidelines for adjusting personnel effort and program expenditures.
• Evaluate the performance of subordinates.
• Support in the procurement process by ensuring the right procurement processes are followed and participate in the bid evaluation process for purchases within the Area Program threshold.
• Monitor monthly log sheets and fuel usage for vehicles & motorcycles and reporting as appropriate.
• Support the Program Area Manager in enforcing Organization policies.
• Ensure proper filing of records in the field office.
• Assists the Program Area Manager in other administrative matters.
Key Result #5 – Internal Control, Fixed Asset, and Inventory Management
• Ensure all Area Program inventory and assets are verified and updated in the Asset Register tools on a quarterly basis.
• Ensure quarterly stock-taking is done.
• Verifies Commodity and Asset movement for the Area Program.
• Ensures that the internal control system of the organization is in place and is observed by all staff.
• Support Projects Audit at the Area Program.
• Ensure proper fleet management of the Area Program Vehicles, Motorcycles, Bicycles, and Generators.
• Ensure regular updating of the fleet management and reporting tools such as fuel receipts and service reports.
Key Result #6 – Safety and Compliance
• Ensure safety measures are in place and supervisees comply with the Core Security Requirements as per FHU security manual & SOP’s.
• Report all cases of SEA abuse and ensure that they are followed up appropriately.

Job Level Specifications
• Education: Bachelor’s degree in Finance and Accounting or related discipline.
• Professional Certifications: ACCA/CPA Level II preferred.
• Experience: 2+ years in financial management, ideally in an NGO.
• Skills: Proficiency in Microsoft Office and financial systems (MS Dynamics).

FH Association Uganda is actively seeking qualified candidates committed to its Heartbeat and Corporate Strategy to fill the following positions to be recruited on a rolling basis:
2. Finance Assistant – Lamwo (01), Adjumani (01), Kween (01)
Full JD Here: https://tinyurl.com/fvx3f7we

Language:
• Proficiency in spoken and written English is essential.

Safeguarding & Protection Clause:
FHA strives to provide an environment free from sexual exploitation, abuse, harassment, and fraud in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation, abuse, harassment, and fraud. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat, Anti-Fraud, Safeguarding, and associated policies. Violations of stated policies will be subject to corrective action up to and including termination of employment.

Disclaimer:
It has come to our attention that several agencies or persons are claiming to act on Food for the Hungry’s (FH) behalf in recruiting or facilitating the recruitment of personnel. FH does not outsource its recruitment process to any organization or agency which, through website postings, mass email messages, or otherwise claims to be doing recruitment on its behalf. FH does not solicit money for any part of its recruitment processes, including short-listing, interviews, background, and/or medical check-ups. FH will not be responsible for such fraudulent correspondence or any loss of money or theft which may result from engaging in fraudulent recruitment activity.

NOTE:
FHU is an equal-opportunity employer. All suitably qualified candidates are encouraged to apply by clearly stating the position applied for in the subject line and submitting only electronic copies in one PDF file (not more than 25MB) of the following:
• An application letter
• A detailed CV
• Contact telephone numbers
• Copies of relevant testimonials/certificates
• Names/contact details of three referees
Addressed to:
The Human Resources Manager, FH Association Uganda
Email: recruitment-fhuganda@fh.org 

Consider your application unsuccessful if you don’t hear from us by 31st December 2024. FHU has policies, including a child protection policy, that every staff member is required to sign.