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Finance and Administration Manager.-
Development Alternatives Inc. (DAI).
Position Title:Finance and Administration Manager.
Duty Station: Kampala
Organization:Development Alternatives Inc. (DAI)
Employment Type:Full Time Permanent
Reports to:Finance & Administration Manager
Application Deadline:March 7, 2015 - 5pm
Project Name: Preparedness and Response (P&R) Project
Funding Source: USAID
Organizational Profile:
Development Alternatives Inc. (DAI) is a private development company based
in Washington, D.C. DAI works on the frontlines of international development.
Transforming ideas into action—action into impact. We are committed to shaping
a more livable world. We tackle fundamental social and economic development
problems caused by inefficient markets, ineffective governance, and
instability. We work with a wide range of clients, including national and local
governments, bilateral and multilateral donors, private corporations, and
philanthropies.
Preparedness and Response (P&R) is one component of USAID’s
Emerging Pandemic Threats (EPT 2) program. P&R has a dual mandate to
help countries design and implement National Preparedness and Response Plans
for public health events of unknown etiology and to establish and strengthen
National One Health Platforms. Our goal is to help address the practical issues
confronting national governments as they strive to cope with the human,
financial, and logistical constraints associated pandemic threats. The
P&R project provides technical assistance and training services to
build national and regional capacity in a sustainable manner.
The Preparedness & Response Project’s Finance and Administration
Manager for the regional office is responsible for overseeing all accounting,
payroll, human resources, project logistics, and facility functions. S/he will
also ensure compliance with agreement requirements, DAI procedures, and USAID
regulations.
Key Duties and Responsibilities:
1. Finance:
Regularly review the monthly expense reports (FER) before submission to DAI
headquarters and prepare office quarterly advance request.
Ensure efficient systems are in place for the payment of all bills,
invoices, payments and staff reimbursements in manner consistent with DAI
policies and procedures.
Prepare the office annual budget (pipeline) and monitor overall office
financial performance through the quarterly (or monthly) budget check review
process.
2. Accounting:
·
Manage all field accounting procedures, ensuring that they are compliant
with local laws as well as DAI and USAID regulations.
·
Manage vendor relationships and coordinate purchase orders.
·
Regularly review and send field reports to the Home Office in a timely
manner.
·
Keenly track field costs to ensure that the field office costs do not run
over budget.
·
Request funds monthly from the Home Office based on accurate calculations
of projected project costs for the next month (this may also be delegated to
the Field Accountant).
3. Payroll:
Manage all payroll procedures: make sure timesheets are available,
completed correctly and submitted on time.
Register all employees with appropriate government agency and ensure that
proper income taxes and social charges are withheld.
4. Human Resources:
·
Support staff in their recruitment needs.
·
Provide new employee orientations.
·
Collect required documentation and maintain complete and current Master
Files for each employee.
·
Process all employee complaints and conflicts and elevate to supervisor as
necessary.
·
Ensure that Personnel Policies and Procedures are followed by all
employees.
·
Track leave for all employees.
·
Update field operations manuals and assure access to all office employees.
5. Legal:
·
Work closely with Field Operations Manager and DAI legal team to develop
agreements and contracts with project partners.
·
Ensure proper planning, procurement, and distribution of any project
products in accordance with donor regulations.
·
Ensure compliance for the issuance of consulting service agreements, work
orders, and purchase orders.
6. Project Logistics:
Oversee all logistics support for all field office employees as well as
STTA.
Assist events staff with logistics if needed.
7. Facilities Management:
·
Build and maintain working relationships with apartment landlords and
office building management.
·
Responsible for overseeing the maintenance and procurement of all computer
equipment, office furniture and office supplies.
·
Responsible for ensuring the proper maintenance and inventory of all
project property.
8. Leadership:
·
Support in the representation duties for DAI in coordination with the
Regional Director in times of absentia.
·
Actively contribute to the establishment and maintenance of close working
relationships with relevant offices of the local/national government, peer
organization, and partners.
·
Serve as primary administrative liaison with DAI headquarters.
·
Ensure knowledge of and adherence to all relevant DAI organizational
policies.
·
Develop, implement and maintain office systems in accordance with DAI
policies and procedures, donor requirements, and government requirements.
·
Support in the development and maintenance of project monitoring,
evaluation, and other systems in support of project requirements and in
accordance with the standard provisions of donors and DAI policies.
·
Serve as primary liaison regarding DAI registration and work permit
processes and prepare DAI registration renewals and annual expatriate visa and
work renewals, as needed.
·
Perform any other tasks as assigned.
Qualifications, Skills and Experience:
·
All applicants who wish to join DAI’s USAID Project should hold a
University degree in Business, Management, Finance, Accounting or appropriate
field, graduate degree preferred.
·
At least seven to ten years’ experience in a management role, overseeing
project finance and accounting for a complex and challenging USAID field
operation in unstable developing countries;
·
Past experience in systems and office administration;
·
Direct programming and/or operational management of a USAID contract or
cooperative agreement;
·
Budgeting; financial management (tracking, reporting and accounting); and
procurement with preferably at least five year in a supervisory capacity
·
Flexible, willing to perform assigned and additional duties and work
irregular hours under unpredictable and primitive conditions.
·
Working knowledge of USAID policies and procedures preferable.
·
Strong computer skills, including experience with email, word processing,
spreadsheet, and database software.
·
Excellent relationship management skills and strong interpersonal skills,
with the ability to liaise, consult and negotiate with staff—and with external
agencies, service providers, and clients.
·
High level ability to employ critical thinking skills and to work
independently with ability to solve problems and work with stakeholders for
mutually agreeable solutions.
·
Possess strong negotiating and diplomatic skills including multi-cultural
sensitivity and awareness.
·
Self-starting, ability to take initiatives and work with minimal
supervision required, work independently with initiative to manage high volume
of work flow with attention to detail and accuracy, and ability to check own
work.
·
Possess the ability to handle multiple tasks and projects and work well
under pressure, including working with interruptions and deadlines; ability to
prioritize work, meet deadlines, and produce quality results on schedule.
·
The Finance and Administration Manager will supervise the following staff:
Field Accountant, Travel and Logistics Coordinator, and Administrative Assistant.
·
English language fluency required.
Mode of application:
All suitably qualified and interested candidates who wish to join the USAID
DAI Project should send their updated CVs to PRPrecruitment@dai.com.
The Subject of the E-mail should read: "UGANDA F&A
MANAGER".
