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Director Finance And Administration

Closing: Sep 9, 2022

This position has expired

Published: Aug 30, 2022 (2 months ago)

Job Requirements

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Job Summary

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Job Summary:

The Director Finance and Administration (DFAM) is a senior management position. As the overall head of department, you will provide senior leadership, strategic direction and performance management to teams covering the Finance Unit, HR Unit, Procurement Unit as well as Operations Support. The DFAM is a senior level position and the position holder will exercise a high level of risk perception and management and also provide support to the Audit and Risk Committee of the TPO Board of Directors where s/he sit as Secretary.

Personal Specifications

  • Chartered Accountant, with CPA/ ACCA and a Master’s Degree in accounting, finance, business management.
  • 10 years of working experience, 5 of which must have been at senior finance management and administration level.
  • Proven experience in carrying out high quality financial analyses in the NGO sector.
  • S/he must demonstrate good familiarity with accounting software preferably Microsoft Dynamics 365.
  • Proven administrative leadership and management ability in the areas of Strategic Planning and Organizational Development.
  • Highly developed leadership, influencing and communication skills, and demonstrable capability in relationship building at all levels.
  • Experience in managing big teams, organizational development and strategic planning
  • Experience in managing Organization operations, human resources, logistics, and supplies.


Responsibilities

Job Summary:

The Director Finance and Administration (DFAM) is a senior management position. As the overall head of department, you will provide senior leadership, strategic direction and performance management to teams covering the Finance Unit, HR Unit, Procurement Unit as well as Operations Support. The DFAM is a senior level position and the position holder will exercise a high level of risk perception and management and also provide support to the Audit and Risk Committee of the TPO Board of Directors where s/he sit as Secretary.

Personal Specifications

  • Chartered Accountant, with CPA/ ACCA and a Master’s Degree in accounting, finance, business management.
  • 10 years of working experience, 5 of which must have been at senior finance management and administration level.
  • Proven experience in carrying out high quality financial analyses in the NGO sector.
  • S/he must demonstrate good familiarity with accounting software preferably Microsoft Dynamics 365.
  • Proven administrative leadership and management ability in the areas of Strategic Planning and Organizational Development.
  • Highly developed leadership, influencing and communication skills, and demonstrable capability in relationship building at all levels.
  • Experience in managing big teams, organizational development and strategic planning
  • Experience in managing Organization operations, human resources, logistics, and supplies.


Leadership and Governance.

  • Participate in the conceptualisation, design and implementation of the TPO Uganda strategic goals and objectives.
  • Provide leadership to teams, units and departments ensuring that they are well resourced with the right personnel to deliver TPO Uganda’s medium and long term objectives.
  • As the custodian of all TPO policies, you will support users in the application and use of these policies for decision making, planning and management of organisational resources and personnel in general.
  • As the Secretary to the Board Audit and Risk Management Committee, you will support the board in executing its mandate.

Risk management and Compliance

  • Working closely with the Grants and Compliance Manager and the Internal Auditor, you will ensure that all organisational units and field offices, have a clear understanding of risk, are frequently reporting on risk and how it affects their operations and have up-to-date risk mitigation plans.
  • Provide advice and suggestions to management on measures that reduce risk and strengthen operational environment.
  • Plan for and undertake due diligence assessments on TPO field offices, as well as partner agencies that TPO subgrants to ensure they have adequate compliance, risk and fund management capacity.
  • Ensure that TPO Uganda meets all its statutory obligations in timely manner; conforms to laws of the land; its legal status is up-to-date and conditions of incorporation are adhered to and any legal cases disposed of with minimal cost to the organisation.
  • Put in place internal controls’, checks and balances that enhance role segregation role, detect and eliminate fraud

Financial Management

  • Put in place systems including software, automations, procedures and policies that ensure that organisational finances and resources are well managed.
  • Ensure that the finance department is resourced with qualified personnel whose capacity is regularly built to meet the financial management and reporting needs of the organisation.
  • Prepare timely and periodic reports for the board, senior management, and for donor reporting in accordance with agreed formats provided.
  • Make sure that all projects report are prepared in a timely manner; review all reports prior to being shared and provide remedial support and guidance to all finance officers on reporting. Organise and support monthly BVA meetings.
  • Supervise the generation of reports from the accounting software, providing backstopping to all responsible officers.
  • Work closely with the Country Director and Chair of the Audit and Risk Committee to plan and schedule for the timely completion of the external audit.
  • Communicate audit findings to appropriate staff and assess causes and remedies for audit finding and, in coordination with the country director, develop action plans to respond to findings.

Performance Management

  • Ensure that all staff managing organisation’s resources adhere to generally accepted standards of financial accounting and reporting, are continually upgrading their qualifications
  • Provide regular supervision to all accounting staff both at HQ and in the field offices, providing guidance in TPO finance systems, procedures and policies.
  • Supervise, support and maintain a competent finance team as well as training of the non-finance team in line with the Financial Management Policies.
  • Set targets and establish performance indicators for each accounting staff and support them to attain their finance targets through regular appraisals and feedback.

Treasury and Liquidity Management:

  • Ensure that all projects receive their funding in good time and with minimal delays.
  • Budget preparation and ensure that all funds budgeted for and received are spent within reasonable timelines and burn-rates. This will include minimising excess liquidity.
  • Orient all accounting and program staff on grant conditions including reporting requirements to ensure that all grant conditions are well understood and do not hinder timely release of funds.
  • Liaise and maintain regular contact with banks to ensure that TPO Uganda funds are secure, regularly reconciled and project funds are kept on distinct interest bearing accounts.

Provide oversight to the Human Resource Unit, Procurement and Operations functions

  • Support the Procurement, Operations and Logistics functions to ensure that they are functioning efficiently with minimal disruption to organisational operations
  • Ensure that all organisational staff, suppliers and associates understand policies and operations manual and are fully utilising them for decision making.
  • Regularly review the system to identify inefficiencies and bottlenecks in the units and propose and establish mechanisms, trainings, systems or procedures for addressing them.
  • Ensure that contracts with service providers are reviewed properly before commitment is made.
  • Ensure stores, inventory management and asset management systems are in place and being utilised with minimal risk of loss, pilferage and wastage.
  • Lead the implementation of the performance management/ appraisal system that includes performance development plans and employee development programs
  • Assess employee training needs and plan for employee trainings including in-house employee trainings, new employee orientation or on boarding,
  • Working closely with the HRM to ensure that all HR needs are met and the organisation is well insulated against any litigations arising from its actions.


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