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Position Title:Finance Manager
REF: REF007/02/2015
Duty Station:
Organization:Marie Stopes Uganda
Employment Type:Full Time Permanent
Reports to:the Finance Director
Application Deadline:13th March, 2015,
Organizational Profile:
Marie Stopes Uganda is an NGO registered in Uganda. We are affiliated to
Marie Stopes International. Together we deliver quality sexual and reproductive
health care and family planning to millions of the world’s poorest and most
vulnerable women. Marie Stopes Uganda has new, great and exciting career
opportunities across various departments including Programs, Finance,
Procurement, Social Enterprise & Marketing, Quality Assurance Management
& Training and many others.
The Finance Manager shall be reporting to the Finance Director, the post
holder manages the finance team dedicated to the effective and appropriate
management of all funding supporting Marie Stopes Uganda. The Finance Manager is responsible for all
financial management, project financial reporting, and oversight of all
financial and administrative activities to ensure full compliance with MSI and
donor regulations and policies. The role
will have a critical obligation to work closely with the management of MSU to
ensure that all financial documentation prepared and submitted to our
donors is correct, complete and
appropriate. Expertise in project
related financial management and social enterprise financiong are essential to
success.
The Finance Manager is required to demonstrate our core values of:
1. Accountability of all
staff to each other and our clients and stakeholders
2. Equality of opportunity
and access
3. Value for money in the
management of our resources
Key Responsibilities
Financial Reporting is accurate timely and enables business management
according to agreed or amend plans
•Prepare and submit monthly, quarterly and annual programme financial and
related reports to the Finance Director, the CD and donors according to agreed
timetables. All reports must conform to MSU and/or donor specific formats.
•Perform and present inter-company reconciliations to MSI, Finance
Director, and CD according to an agreed timetable.
•Prepare and agree year-end accounts with external auditors and resolve all
audit queries within your control by end of March of each calendar year.
•Prepare and agree annual project reports with external auditors and
resolve all audit queries within your control according to an agreed timetable.
General Ledger is upto date and reconciled accurately and in line with
policy
•Ensure routine reconciliation of all general ledger account balances.
Payroll Management ensures that staff are paid accurately and on time
•Review and approve monthly payrolls
•Supervise the remittance of NSSF, PAYE and Local Service Tax deductions to
NSSF, URA and Local service tax centres, as appropriate, on a timely basis
Businss is supported through organisational working capital management
where accurate and timely cash flow and stock oversight enables work to
continue uninterrupted
•Design and develop a cash flow forecasting model for all service delivery
channels with appropriate team lead and COP.
•Prepare and submit monthly cash flow forecasts to ensure efficient
implementation of programme work plans.
•Prepare and submit monthly aged schedules of debtors and creditors to the
Director Finance.
•Supervise monthly reconciliations of accounts receivable balances with client
statements. Reconciling items should be investigated and resolved promptly.
•Ensure that working advances are properly and accurately accounted for on
a timely basis in accordance with MSI Uganda’s financial policies and
procedures manual.
•Oversee monthly reconciliations of supplier statements. Outstanding
balances must be cleared appropriately and promptly.
•Monitor service delivery team performance in terms of monthly stock
reconciliations and ensure stock movements are properly entered in SUN.
•Manage all programme funds including Petty Cash oversight.
•Review and approve monthly bank reconciliation statements for unusual
items and agree appropriate investigations to ensure smooth financial
operations.
Accurate and accessible Financial Records are held for audit and reference
purposes
•Manage the development of a proper filing system for all financial
transactions allocable to donor projects.
•Ensure files are appropriately stored and compliant with donor financial
regulations to facilitate the audit process.
Timely and accurate business planning and budgeting are supported according
to policy and tracked to enable business decision making
•Support the Finance Director in preparing all donor budgets and annual
Business Plan.
•Develop high quality project budgets and monitor allocation of donor
restricted income and expenditure to ensure effective utilization of donor
resources.
•Review and initiate changes to financial policies and procedures approved
by the Finance Director and MSu Board
•Provide practice notes on financial policies and procedures manual to
programme staff regarding any changes and to promote compliance.
•Inform CD and FD of any variations beyond 10% from approved budget
categories.
Leadership and development of an excellent Finance Team performing at the
top of its ability
•Identify and review work and development objectives and opportunities for
finance staff.
•Conduct annual performance reviews for finance staff.
•Conduct training needs assessments for the finance team by December of
each calendar year and design corresponding training action plans to close
identified skills gaps.
•Develop and deliver training
•Communicate HR regulations and policies to finance staff.
MSU’s Finance Management Systems are fully operational and effective
•Design and maintain the interface between stock management systems,
payroll, MIS and general ledger.
•Train finance staff on changes to the computerized financial management
systems.
•Develop and maintain the organization’s chart of accounts.
•Design, review and maintain operator definitions and permissions to allow
users access financial management information systems.
•Develop and maintain analysis structures in SUN systems.
Management of MSI Uganda Physical Assets
•Ensure fixed asset register is current in SUN accounting and GL (liaison
with the Senior Manager of Logistics and Procurement essential).
•Update the general ledger with all relevant details of asset disposals or
repairs and ensure that these transactions are duly supported; in accordance
with financial policies.
•Review and design random stock take processes to ensure that inventory
records are up-to-date.
•Review random and annual stock-take reports for exceptional variances and
cause appropriate investigations to be carried out.
•Design annual/statutory stock-take processes to support year-end financial
statements.
•Initiate and monitor periodic and year-end cash counts and reconcile the
results of the counts to agreed floats.
•Initiate, review and design physical asset inspection activities to ensure
the company fixed asset register is accurate and up-to-date.
Qualifications:
A professional qualified accountant (ACA, ACCA, CIMA or CPA)
A Bachelor of Accountancy degree or equivalent (Master’s desirable)
More than one Ugandan language desirable
Skills/Experience:
·
Significant financial management experience at a similar level (donor
funded and private sector preferred)
·
Excellent knowledge of financial management systems and reporting
·
Knowledge of donor contract requirements for budgeting and reporting
·
Ability to perform under pressure, handle heavy workloads, and meet stringent
reporting deadlines
·
Clear ability to identify and set performance deliverables
·
Excellent analytical skills
·
Hands-on experience with electronic accounting systems; knowledge of SUN
Systems and mobile money essential
·
Able to communicate effectively at all levels
·
Excellent verbal, written and
presentation skills
·
Cross-functional team player
·
Proven leadership and management skills that motivate high performing teams
and encourage innovation and creativity
Mode of application:
To apply for any of these positions ,
Apply on the respective job and fill in the details and attach your CV
and cover letter in one document(Do not attach transcripts and Certificates) OR
send a CV and Cover letter only(Do not attach transpcripts) by email to jobs@mariestopes.or.ug
or post to the Senior Manager,
People and Development,
Plot 1020, Kisugu-Muyenga,
P.O Box 10431, Kampala-Uganda,
quoting the position in the subject(title) before 13th March, 2015, 5pm.
Thank you.
