Deadline of this Job: 06 January 2023
JOB DETAILS:
Organizational setting
Integrated Seed and Sector Development Uganda (ISSD Uganda) is an independent local NGO in Uganda, which aims to be a leading agricultural development organization in fostering resilient seed and food systems for sustainable agricultural production. ISSD Uganda builds on the impactful outcomes and experiences of the successfully implemented seed projects that focused on; seed sector transformation; capacity building and knowledge transfer; partnerships and sector coordination, as well as supporting fragile communities including refugees.
Project overview
Restoring Resilience of highland farmer communities and watersheds in Uganda is a 4-year project funded by the Embassy of the Kingdom of the Netherlands, Kampala. The project is a land restoration and farming systems project in the Western and South Western Highlands of Uganda, implemented in a collaborative partnership between Wageningen Environmental Research (WENR) as lead partner, and ISSD Uganda, as the local implementing partner. The project works through three pathways to achieve its goal to build resilient farmer communities and watersheds in the highlands of Uganda. In Pathway 1 “resilient farming systems” the project focuses on empowerment and motivation of farmer households to work towards establishing resilient farming systems through the PIP approach; Pathway 2 “watershed restoration” focusses on restoring natural resources and ecosystem functioning to enable restored watershed resilience; and Pathway 3 “improved marketing” focusses on improved marketing opportunities for all farmers directly engaged in the project, and the wider community. The project headquarters will be in Fortportal.
Position overview
The Finance Manager (FM) is part of the Management Team of the organization. The position has management oversight of the finance function of the project. The FM provides technical support and ensures sound financial management, accurate & timely financial reporting, and overall smooth running of the finance department activities. The FM also ensures compliance with general accepted accounting practices (GAAP), donor and WENR requirements.
Main Duties and Responsibilities
The Finance Manager has the following duties and responsibilities;
Budgeting, workplan development, and cashflow monitoring
▪ Ensure accurate computations in budget preparation based on realistic prices, donor requirements, and organizational guidelines and principles.
▪ Prepare and submit monthly & quarterly financial progress reports and budget vs expenditure reports to the Chief of Party (COP) and Deputy Chief of Party (DCOP).
▪ Provide recommendations for budget alignments and identify any problems of accounting & compliance and take corrective action.
▪ Manage forecasting of cash inflows and outflows to ensure availability and sufficiency of funds for smooth running of the project activities.
▪ Prepare and submit project funds transfer requests to WENR and EKN, and ensure timeliness and that they are in accordance with the approved project budgets and donor format.
Technical backstopping to Field Offices
▪ Ensure quarterly program activity funds advances are; 1) based on approved work plan and budget; 2) computed accurately; 3) within the allocated quarter; and 4) that they are requested and disbursed in a timely manner.
▪ Follow-up timely submission of accountabilities by field offices and review them for accuracy, authenticity, and completeness.
▪ Conduct periodic visits to field offices to provide onsite technical guidance & support related to completeness and accuracy of accountabilities as per established donor and ISSD policies.
▪ Review payment requests presented for compliance with procedures and availability of budgets. ▪ Supervise processing all approved payments presented through Cash, Cheques or online payment ▪ Review accountabilities submitted ensuring; authenticity, accuracy and completeness.
▪ Ensure maintenance of proper books of accounts including; cash books, vouchers, receipt books, fixed assets register.
Grants management
▪ Ensure program advance payments to project partners and/or sub-grantees are computed correctly and according to the signed partnership agreements.
▪ Follow-up timely submission of accountabilities by project partners and/or sub-grantees and review them for authenticity, accuracy and completeness.
▪ Maintain proper records of matching grants if/when required by the donor.
▪ Carryout periodic visits to partners to provide onsite technical guidance & support in terms of completeness and accuracy of accountability requirements as per signed partnership agreements and the donor requirements.
Reporting
▪ Produce quarterly financial reports for submission to WENR, and presentation at quarterly review meetings
▪ Prepare the annual financial reports for submission to the donors.
▪ Review the monthly staff payroll before it is approved by management.
▪ Liaise with WENR Financial Controller and WENR Project Manager on submission of expenditures incurred by WENR or other related financial matters.
Audit Management and Internal Control
▪ Coordinate pre-audit review of accountabilities and financial statements which involves the project finance team and WENR Finance Controller.
▪ Make adjustments to accounts records as advised by WENR Finance Controller.
▪ Follow up with engaging Auditors to ensure timely performance of audits including; signing audit engagement letters, carrying out audits, receiving & reviewing management letters. ▪ Support the audit process by providing required information and inputs.
▪ Review audit reports and management letters to identify issues for follow up; advise management and project lead on the issues and ensure they are resolved.
▪ Implement recommendations from statutory audits related to improving the internal control environment related to organisation funds management.
▪ Conduct frequent cash counts and ensure the same is taking place at field locations.
▪ Ensure adequate checks and balances to safeguard project and organisational funds.
▪ Set up a system to ensure tight control and monitoring of petty cash advances to staff
▪ Together with the DCOP, ensure, nurture and enforce zero tolerance policy on fraud and financial mismanagement.
Statutory Compliance
▪ Ensure statutory compliance including timely submission of monthly statutory returns and accurate payment thereof NSSF, PAYE, WHT, VAT, etc.
▪ Generate and submit WHT tax credit certificates (TCC) for vendors.
▪ Ensure timely submission of the relevant annual tax returns of the organisation.
▪ Liaise with URA on tax matters, obtaining income tax exemptions and clearances as & when required ▪ Remain updated on all tax and other statutory finance legal requirements.
Personnel Management
▪ Work closely with the project finance team on work planning, exercise adequate control, and ensure timeliness and accuracy of financial accountabilities and reporting.
▪ Supervise the finance & Admin officer and FAAs. This involves leave management, conducting annual appraisals, setting periodic performance targets and other HR related planning.
▪ Conduct occasional visits to field locations to support field finance team in their jobs/roles.
Qualifications, Experience, and Competencies
▪ Master’s Degree in Finance /Commerce/Accounting Required. MBA or equivalent preferred.
▪ Must have attained ACCA or CPA or in the final stage.
▪ At least eight years’ experience in the field of financial or strategic planning and risk management.
▪ At least eight years’ experience as manager or head of finance department in an organization managing projects including project development, implementation, reporting.
▪ Problem solving and analytical skills, with proven experience in analyzing information and/or data, developing recommendations and solutions.
▪ High proficiency in Microsoft Office products including Word, Excel, PowerPoint.
▪ Experience and competence in using accounting software like Tally, QuickBooks, or other financial management/modeling tools.
▪ Demonstrates initiative and effectively manages self and team through a fast-paced environment.
▪ Excellent English language skills; relevant local language skills will be an added benefit.
▪ Personal and financial integrity is crucial to the position.
▪ Adaptability to unanticipated circumstances.
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