Job Title: Finance Controller, Uganda
Country Program: Uganda
Duration: 2 years
Start date: 15 April 2017
The International Rescue Committee Uganda currently seeks a Financial Controller, based in Kampala. The Financial Controller has overall policy and management responsibility for the finance and accounting functions within the Uganda country program. The Finance Controller’s responsibilities include ensuring policy compliance and controls, field office support, staff training and capacity building, management of finance functions, treasury and budget functions. The Finance controller has a responsibility of working with various local and international sub grantees and partners. The position will supervise and oversee about 7 Finance staff in Kampala and Field offices.
Ensuring finance policy compliance
- Ensure that the country office finance functions are in line with the IRC global finance policy and established organizational practices
- Ensure that donor rules and regulations are adhered to in finance management of specific projects
- Establish and implement Uganda specific finance systems, and guidelines
- Work closely with the Country Director to discuss on finance management policies and provide timely advice on any issues related to compliance, fraud, under or over spending of project grants and finance staffing issues
- Closely look at the issue of cost effectiveness and provide recommendations and guidance to the management team
- Understand and share information related to local government (throughout Uganda) statutory requirements related to financial issues and ensures compliance with tax regulations and any other legal requirements
Establishing effective internal finance controls
- Ensure that established internal control systems for IRC are in place. Review on effective implementation of these systems regularly and reporting any discrepancies to the Country Director
- Oversees the protection of the country’s assets (cash, inventory, NEP) through the enforcement of internal control policies and procedures
- Ensure that the authorization matrix for the country program is updated and approvals are in line with the matrix
- Review should include the allocation of salaries based on timesheets, and an overall assessment of the general controls that are in place, provide recommendations if necessary.
- Document in-country policies regarding advances and maximum cash balances and general cash and banking situation in the Country Office
- Review for adequacy and reasonableness, the documentation for delineating authority for approving transactions, procurements, disbursements
- Ensure that authorized signatory list and bank information forms are regularly updated and hardcopies are on file
- Identify requirements for and develop reporting formats to aid in the management of IRC Uganda program operations and grant expenditures.
- Undertake internal control audits, report the same and in discussion with the CD, initiate actions necessary to correct any internal control weaknesses.
- Facilitate and co-ordinates external, internal, donor or government audits
- Use the Field Office Monitoring tool to ensure effective finance function at field offices
- Documentation- ensure that all relevant finance documents are appropriately filed (soft and print copy), ensuring quality referencing for the filed documents, safety of the documents
Field office support
- Establish and implement practices to ensure efficient and seamless support and coordination with the field offices
- Undertake regular field office visits in order to support, guide and monitor implementation of internal controls, identify support needs, and train finance and non finance staff
- Use the Field Office Monitoring Checklist (FOMC) as a tool to ensure effective finance function at field offices
- Monitor program activities in line with donor proposals and share observations with the concerned team members
- Undertake monitoring of the partner organizations and provide training on IRC and donor guidelines
- Ensure that cash transfers to the field offices are taking place and any challenges are communicated and addressed
Undertake quality finance reporting and documentation
- Provide monthly financial reports as stipulated with the IRC Finance Manual- ensuring integrity of information and explanations, and timely submission
- Prepare and submit donor reports as and when necessary- ensuring reporting in the due format of the donors, accuracy of information and timely submission
- Analyse finance information to generate information on overall finance management issues- i.e. spending trends, operation vs program costs, funding gaps, funding pipeline analysis for 2-3 years etc
- Ensure timely preparation of various monthly finance reports for the country program and provide the same for approval of the Country Director. The reports include- trial Balance, collate bank statements, monthly financial grants summary, monthly grants tracking sheet, monthly reconciliation file etc
- Prepare monthly budget vs actual (BVA) report for all donor grants and share the same with senior management team. Participate in BVA review meetings and share any observations and recommendations
- Update the operating budget for the country program on an ongoing basis specifically highlighting issues around over and under budgets, funding gaps for specific field sites and positions or costs, and share recommendations
Perform accounting and finance management functions
- In compliance with IRC policy, establish country policies regarding cash holding limits, cash movements and foreign currency holdings.
- Ensure the development and implementation of a plan to minimize the country’s foreign exchange exposure to currency gains and losses.
- Liabilities – Severance/Accounts Payable/Taxes Payable- ensure that the IRC severance policy is not in conflict with local labor laws; ensure that items in accounts payable relate to open grants; discuss the office methodology for accrual and payment of taxes to ensure it is in compliance with local law.
- Supervises all country office bank relations and bank account activities including negotiation of fees, interest and currency exchange rates.
- Design, implement, and monitor systems, procedures and reporting necessary to maintain on current basis accurate forecasts of cash requirements for meeting future spending, including commitments entered into and which obligate IRC to future spending.
- Supervise the preparation of Cash Transfer Requests to New York and ensures that appropriate balances are maintained to facilitate grant implementation.
- Use the SUN finance software in performing various finance functions- reporting to the IRC head office, coding of expenses, information consolidation and reporting
Preparation of project budgets for donor grants
- Preparation and revision of program and grant proposals and budgets in line with donor guidelines, and IRC and donor formats
- Keep the country operating budget as a reference in development of grants budgets
- Guide finance and non finance staff in preparation of grant budgets and review the same
- Review and finalize partner grant budgets ensuring cost effectiveness, clarity of budgets
Quality finance staff Management
- Supervise and oversee all finance staff within the country program- Kampala and field offices (8 staff)
- Ensure regular training of the staff on compliance issues and monitor performance
- Organize a finance workshop (every 4 months) for all finance team and
- Advice the CD on finance staffing issues for the country program, including issues of non performance, staffing gaps, training needs etc
- Identify capacity building needs for the finance staff and ensure their participation in relevant training
- Undertake regular training and orientation of the non finance staff on issues such as preparation of budgets, BVA report analysis and monitoring of spending
- Bachelors degree in Accounting, Business Administration, Commerce or Finance from a recognized institution and a Master’s degree in Accounting or ACCA/CPA
- Minimum six (6) years of experience at a senior supervisory level (finance functions) with international organizations
- Experience with donor (DFID, EU, USAID, UN etc) regulations, budgets and reporting requirements
- Experience in overseeing budgets above USD 5 million
- Demonstrated experience in working with computerized accounting systems preferably in SUN, standard spreadsheet and database programs
- Willingness and ability to undertake field travel and spend quality time monitoring operations
- Must be sincerely committed to staff coaching, training and mentorship, with demonstrated success in this area.
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
Whilst all applications will be assessed strictly on their individual merits, qualified women are especially encouraged to apply. IRC is an equal opportunity Employer. International allowances are not available, position open to Ugandan Nationals only.