Finance Coordinator Non-profit Jobs – Malteser International
Job Title: Finance Coordinator
Organisation: Malteser International
Duty Station: Kampala, Uganda
About US:
Malteser International, the worldwide relief agency of the Order of Malta for humanitarian aid, works in more than 20 countries in Africa, Asia and the Americas for people in need, regardless of their religion, origin or political affiliation. Its mission is to provide emergency relief as well as to implement rehabilitation measures and to facilitate the link between emergency relief and sustainable development. Christian values and the humanitarian principles of impartiality and independence form the basis of its work in the following areas: Relief, Reconstruction & Rehabilitation; Health & Nutrition; Water, Sanitation & Hygiene (WASH); Livelihood & Social Programs and Disaster Risk Reduction. Malteser International has been implementing projects in Uganda for over two decades focusing mainly on health and nutrition, water, sanitation and hygiene, livelihood and environment.
Job Summary: The Finance Coordinator is responsible for the proper implementation of financial procedures in all Malteser International programs in the country of operation. Responsible for FTL Administration, drafting Budget Controls, Finance Administration, Book Keeping for selected Cashbooks, Payroll Management and Cash Request Management.
Key Duties and Responsibilities:
Financial accounting and reporting:
- In close coordination with the CAC, regularly reviews and implements policies, systems and procedures to enhance and ensure efficient management of finances.
- Documents and maintains complete and accurate supporting information for all financial transactions.
- Oversees the bookkeeping function including maintenance of the Bank/Cash books, accounts payable, accounts receivable and payroll.
- Review and Verify all Bank and Cash Payments prior to their Authorisation by the Signatories.
- Act as Bank Agent for the deposits and withdraws for Malteser International Bank Accounts
- Assist the CAC to provides accurate and timely reporting on the financial activity of individual projects.
- Supports in verification of vouchers and budget lines for MI implemented projects both in Kampala office and field locations
- Support CAC in verification of partner vouchers and reports and make sure they are in line with MI partner policies and agreements.
- Assist the CAC to ensures that accurate and timely financial statements are drafted/prepared for review in accordance with contract agreements with funders.
- Stays abreast on program priorities and their financial implications at least on a quarterly basis to conduct audit spot checks.
- Assist the CAC to coordinates and supports in annual external organizational audits and grant audits.
- Assist the CAC to support the program team in preparation of detailed activity based program and operational budgets for Grants.
- Supports the CAC in preparation of annual country office operating budgets, and bi-annual forecasts.
- Supports the CAC liaising with Projects and partners in the process of budget reviews, analysis and use of standardised templates.
- Assists the CAC with the preparation of budgets for funding applications.
- Identifies any shortfalls in shared costs budget coverage and ensures new budgets cover the appropriate percentage of shared costs and reviews of unrestricted funding versus approved allocation and advise the CAC on the most efficient cost recovery methods and techniques in line with the organizational policy.
- Assist the CAC Supports in Monitoring and review of budgets to support financial stability, ongoing project viability, and consistency with agreed technical plans and actual implementation. Provides strategic direction regarding the annual work plan, budget and changes to project plans, ensuring the cost efficiency and value-for-money over the life of the project.
- Assist the CAC to prepare and reviews of Budget controls with the respective Programs Teams to ensure maximum utilization of budgeted amounts and to provide recommendations for realignments as required.
Team management and capacity building:
- Manages the finance team ensuring a motivated, dynamic, result focused team, with clear roles and responsibilities, by providing support, direction and clear decision making on all issues
- Ensures comprehensive and constructive performance reviews are completed on a timely basis and facilitates discussion of performance and career options with all the team under his/her direct supervision.
- Monitors performance of direct reports, assess the performance gaps in his/her direct reports and provide timely feedback, recommend to management/CAC the needed ongoing support and appropriate training and development in order to close the gaps.
- Sets performance objectives and developing action plans with direct reports to achieve goals.
- In consultation with the CAC, provides ongoing support and coaching to strengthen the finance team’s performance towards serving stakeholders’ needs. This will include support visits where necessary.
- Maintains current knowledge of local government requirements related to financial matters and ensures compliance with tax regulations and other legal requirements.
- Complies and keeps abreast with all organizational policies, procedures, and guidelines and internal controls framework.
Payroll management:
- Ensures that all statutory requirements of the organization are met including but not limited to Charitable Status, Withholding Payments, Income Tax, Social Security, LST and VAT.
- Oversees all payroll functions to ensure that employees are paid in a timely and accurate manner and issue pay slips.
- Ensures accurate and timely monthly payroll preparation process as well as quarterly and annual payroll reconciliations.
- Ensures all employees have submitted correct and signed timesheets as per the approved level of Effort percentages.
Management of cash and bank transactions:
- Responsible for preparing Cash Transfer Requests/Cash Request on a monthly basis to HQ through the Country Administrative Coordinator and ensures that appropriate balances are maintained to facilitate Projects implementation.
- Oversees the daily cash/bank management of financial transactions.
- Responsible for management and entering data into MI Financial System (FTL) for the Bank Cashbooks.
- In consultation with the CAC, oversees all the incoming wires from HQ
- Oversees the timely preparation, review and approval of all monthly bank account and cash reconciliations.
- Monitors petty cash accounts including the spot checking of balances and payments.
- Supervises the collection and recoverability of contractual, project partner activity advances, staff activity and travel advances and other receivable
Partner Coordination and Co-operation:
- Under the guidance of the CAC, serve as a focal person for partners to ensure regular communication, review financial reports of the partners and facilitates their orientation in order to build their capacity
Administrative and logistics functions:
- In consultation with the CAC, ensures that proper purchase related templates are used and all purchases are correctly analysed and adequate supporting documents are well maintained as per the checklist and aligned with Policies.
- Ensures proper Travel related Templates are used and travel related data are properly reviewed, analysed and adequate supporting documents are well maintained as per the Policies.
- Ensures all expenses are authorized and approved in line with the signatory Regulations.
- Any other duties assigned by the supervisor from time to time
Qualifications, Skills and Experience:
- The Finance Coordinator should possess a university degree in Finance /Business Administration or related field.
- Post graduate qualification is an added advantage
- Five years of experience in Finance with good understanding of donor and INGO procedures,
- strong organizational skills;
- computer literate with hands on MS Office programs, especially in MS Excel.
- A demonstrated ability to multi-task and process information into action as to not delay program activities.
- Should have a clear understanding of finance ethics and donor compliance
How to Apply:
All candidates should apply online at the link below. Please kindly submit your application (CV, letter of motivation, copies of diplomas and three professional references)
Deadline: 14th December 2019