ORGANISATION OVERVIEW & ROLE PURPOSE

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. We believe in the power and potential of every child. However, this is often suppressed by poverty, violence, exclusion and discrimination, and it is girls who are most affected. Working together with children, young people, our supporters and partners in more than 70 countries across Africa, Asia and the Americas, Plan International’s purpose is to strive for a just world that advances children’s rights and equality of girls. We support children’s rights from birth until they reach adulthood. We enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

Plan International Uganda’s (PIU) five-year Country Strategy (CS) has been approved for the period 2023 – 2027. Currently, the country program reaches over 1 million children supported in four regions of the country (East Central, Northern, West Nile and Southwestern Uganda) and an urban program in Kampala. Plan International Uganda has a country annual budget turnover of approximately €12-14M and a growing team of 186 full time staff with a total of 4 international staff with the rest being national staff. PIU manages a sponsorship caseload of approximately 32,000 sponsored children and a diverse grants portfolio from bilateral, multilateral and institutional donors with a strong pipeline and potential of further funding opportunities.

Purpose:

In coordination with the Director of Finance, The Finance manager will be responsible for ensuring accurate strategic budgeting, financial reporting, auditing and statutory and donor compliance and including management of taxation for the international staff. He/she will also be responsible for ensuring that all apportioned costs on projects are fully utilized and costs recovered as per PIU cost recovery mechanism. The incumbent will ensure the timely disbursement of payments to both staff, partners and suppliers (Vendors), reviewing timely bank reconciliations, and ensuring that finance officers carry out timely posting of transactions in SAP 4/HANNA. He/She will be responsible for ensuring weekly reviews of transactions in SAP and securing approvals for all journal entries.

ROLE DIMENSIONS:

The Finance Manager provides finance and management support for financial management in PIU in collaboration with the Director of Finance . This position is part of the extended CLT and is part of the CMT with a focus on accurate and timely reporting, donor and statutory compliance. The role provides leadership of the Finance Officer.

The role involves ensuring that timely and accurate financial reports are submitted to the donors, PIU is compliant with the statutory and donor requirements including ensuring that international staff taxation is filed and paid as required by the regulatory authorities, ensuring value for money for all PIU expenditures, cost recovery is appropriate and accurate for all projects and Coaching and mentoring staff in system application and use to achieve optimum performance.

The key challenge for this position is timely cost recovery and posting and review of transactions in SAP4HANNA system, provision of documents to external and internal auditors, ensuring that all grant apportioned costs are recovered before end of grants, an ensuring that sponsorship funding is not utilized for non-sponsorship activities, statutory and donor compliance.

• There is need to work with the Director of Finance to handle analysis of financial information to address the problems relating to financial and regulatory risk exposure where financial laws, regulations, policies and procedures do not provide suitable guidance and where there is significant risk exposure
• The is need for the Finance Manager will deal with large, unusual and complex transactions and ensure these are managed appropriately and effectively whilst mitigating risk. He/she will also be responsible for ensuring weekly reviews of transactions in the SAP to ensure wrong postings are reversed in time before period ends.
• The position will be required to work with the grants finance manager and team to ensure partner organizations comply with all government regulation and ensure statutory deductions are filed and paid to the regulator.
• The position holder will be required to work closely with the Director of finance to ensure the digital archiving project is strengthen and operational for PIU financial documents both at field offices and country office.

Level of contact with children

This position has been classified as “low contact”: Limited interaction with children

KEY RESULT AREAS:

KRA 1: Financial Management, Planning and Budgeting

As a member of the Extended Country Leadership Team, the Finance Manager will be responsible for ensuring the following;

• In collaboration with the Director of Finance ensure month end closures are timely and accurately performed both in field offices and country offices.
• Coordinate the day-to-day Financial Management including the field office financial operations and report any issues/challenges to the Director of Finance for immediate action.
• Ensure effective performance management of the Supervisees hence reporting any performance related issues to the Director of Finance for further manage according to and PIU Country Office P&C policies and procedures.
• Provide monthly BVA analyses for all grants hence reporting any Over/under spends for further discussion with the DoF and project teams.
• Reconcile all balance Sheet Items. This includes but not limited to suppliers/Receivables Account Payable, Accounting, Bank, Cash, and Staff Travel Advances.
• Carry out monthly cost recovery reconciliations and report any inconsistences to the Director of Finance for further action.
• Analyze spending trends and provide feedback and analysis to the Director of Finance and field colleagues on areas with significant over- or under spending.
• Manage cash flow, and authorization for payment of local costs and reconcile the project’s bank accounts and field advance accounts each month.
• Verify and document all projects financial transactions in the approved SAP 4/HANA Accounting System and manage month end closure process and pack2 documents and reconciliation for submission to the Regional and Global Hubs.
• Review and pay invoices, after verifying agreement with supporting documentation, including price quotes, purchase orders and shipping receipts, delivery notes etc.
• Implement strong internal control systems in the department and ensure policies are followed for all transactions.
• Prepare draft TB, GL, BS and Cashflow statements for review by the Director of Finance for External and Internal auditing of all project funds and PIU in general.
• Review and pay invoices, after verifying agreement with supporting documentation, including price quotes, purchase orders and shipping receipts, delivery notes etc.
• Implement strong internal control systems in the department and ensure policies are followed for all transactions.
• Ensure that established policies and procedures on finance are understood by staff, implementing partners, and regularly reviewed.
• Work closely with the supply Chain Specialist and Admin and Logistics Coordinator to ensure that all suppliers/vendors are paid on time and in accordance with the donors and Internal PIU policies and procedures.

KRA2: Accounting and Reporting:

• In coordination with the Director of Finance, responsible for ensuring accurate strategic budgeting, financial reporting, auditing and statutory and donor compliance.
• Management of taxation for the international staff.
• Ensuring that all apportioned costs on projects are fully utilized and costs recovered as per PIU cost recovery mechanism.
• Ensuring the timely disbursement of payments to both staff, partners and suppliers (Vendors).
• Reviewing timely bank reconciliations.
• Ensuring that finance officers carry out timely posting of transactions in SAP 4/HANNA.
• Ensuring weekly reviews of transactions in SAP and securing approvals for all journal entries.
• Provides finance and management support for financial management in PIU in collaboration with the Director of Finance.
• Ensuring that timely and accurate financial reports are submitted to the donors.
• Ensuring PIU is compliant with the statutory and donor requirements.
• Ensuring that international staff taxation is filed and paid as required by the regulatory authorities.
• Ensuring value for money for all PIU expenditures.
• Ensuring cost recovery is appropriate and accurate for all projects.
• Coaching and mentoring staff in system application and use to achieve optimum performance.
• Timely cost recovery and posting and review of transactions in SAP4HANNA system.
• Provision of documents to external and internal auditors.
• Ensuring that all grant apportioned costs are recovered before end of grants.
• Ensuring that sponsorship funding is not utilized for non-sponsorship activities.
• Handling analysis of financial information to address problems relating to financial and regulatory risk exposure.
• Managing large, unusual and complex transactions and ensuring these are managed appropriately and effectively whilst mitigating risk.
• Ensuring weekly reviews of transactions in the SAP to ensure wrong postings are reversed in time before period ends.
• Working with the grants finance manager and team to ensure partner organizations comply with all government regulation and ensure statutory deductions are filed and paid to the regulator.
• Working closely with the Director of finance to ensure the digital archiving project is strengthen and operational for PIU financial documents both at field offices and country office.
• Ensuring month end closures are timely and accurately performed both in field offices and country offices.
• Coordinating the day-to-day Financial Management including the field office financial operations and report any issues/challenges to the Director of Finance for immediate action.
• Ensuring effective performance management of the Supervisees.
• Providing monthly BVA analyses for all grants.
• Reconciling all balance Sheet Items.
• Carrying out monthly cost recovery reconciliations.
• Analyzing spending trends and providing feedback and analysis to the Director of Finance and field colleagues.
• Managing cash flow, and authorization for payment of local costs and reconciling the project’s bank accounts and field advance accounts each month.
• Verifying and documenting all projects financial transactions in the approved SAP 4/HANA Accounting System and managing month end closure process and pack2 documents and reconciliation for submission to the Regional and Global Hubs.
• Reviewing and paying invoices, after verifying agreement with supporting documentation.
• Implementing strong internal control systems in the department and ensuring policies are followed for all transactions.
• Preparing draft TB, GL, BS and Cashflow statements for review by the Director of Finance for External and Internal auditing of all project funds and PIU in general.
• Ensuring that established policies and procedures on finance are understood by staff, implementing partners, and regularly reviewed.
• Working closely with the supply Chain Specialist and Admin and Logistics Coordinator to ensure that all suppliers/vendors are paid on time and in accordance with the donors and Internal PIU policies and procedures.

• SAP 4/HANNA system proficiency
• Financial reporting
• Budgeting
• Auditing
• Statutory compliance
• Donor compliance
• Taxation management
• Cost recovery mechanisms
• Payment disbursement
• Bank reconciliation
• Transaction posting and review
• Journal entry approvals
• Financial analysis
• Risk management
• Coaching and mentoring
• Performance management
• Balance sheet reconciliation
• Cash flow management
• Internal control systems
• Policy implementation and review
• Supplier/vendor payment management

• Experience in financial management, budgeting, reporting, auditing, and compliance.
• Proficiency in SAP 4/HANNA system.
• Experience in managing taxation for international staff.
• Experience in cost recovery mechanisms and ensuring full utilization of project costs.
• Experience in timely disbursement of payments and bank reconciliations.
• Experience in transaction posting and review in SAP.
• Experience in financial analysis and risk management.
• Experience in coaching and mentoring staff.
• Experience in performance management.
• Experience in implementing and maintaining strong internal control systems.
• Experience in ensuring compliance with financial policies and procedures.
• Experience in working with supply chain, admin, and logistics teams.