Job Title: Head of Finance and Administration (HoFA)
Organisation: Self Help Africa Uganda (incorporating TruTrade) as part of the Gorta Group
Department: Finance and Administration
Location: Kampala
Reports to: Country Director

Gorta was formed in 1965 by the Irish government in response to the UN Food and Agriculture Organisation’s call for countries to support long term agricultural and economic development in the world’s poorest regions. Today the Gorta Group is a group of innovative organisations driving sustainable economic and social change across Africa.

Comprising Self Help Africa, Partner Africa and TruTrade, the Gorta Group combines expertise in market-based solutions to poverty and rural development; climate change mitigation and resilience; trade facilitation and farmer and worker rights; underpinned by an inclusive ethos that specifically targets women and youth.

Self Help Africa (SHA) is an international NGO, dedicated to taking a business-like approach to reducing poverty in sub-Saharan Africa. Headquartered in Ireland, with offices in the UK, the US and seven African countries, SHA focuses on agriculture and agribusiness as the engine of growth in Africa. Our approach is collaborative and market-based: although we see our primary clients as smallholder farmers in Africa, we work with all participants in agricultural value chains. With over 250 staff worldwide, and a global turnover of over €20m, SHA currently runs programmes on behalf of a range of organisations including the European Union, Irish Aid, the World Food Programme, Danida and the UK Department for International Development. SHA has an ambitious growth strategy to increase its global footprint and expand into new areas.

Self Help Africa has a long established and growing office in Uganda, with approximately 40 full-time staff running development and humanitarian projects that encompass enterprise development and climate resilience programming with smallholder farmers. The Uganda programme has a strong focus on supporting market access and enterprise development among refugee and host populations, natural resource management & green economy approaches and climate change adaptation across the country.

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TruTrade (TT) provides smallholder farmers with a reliable route to market and fair prices for their produce. Bringing together the supply power of small-scale producers to meet the demand of local, regional and international markets, TT’s services include a mobile enabled trading and payment platform for collaborative supply chain management; a growing network of sourcing agents who manage collection points, check and weigh produce and trigger direct payments to farmers; and trade finance so that farmers can be paid at the collection point.

Job Purpose:

Under the overall managerial and administrative leadership of the SHA/TruTrade Country Director (CD), the Head of Finance and Administration will be directly responsible for the implementation and overall management of financial systems and controls of the Country Office and core administrative requirements. These include cash/bank management, strategic oversight of human resource and administrative functions, financial reporting, budget management, staff capacity building and all other related matters in Uganda.

The HoFA is a senior leader and a key member of Country Management Team (CMT), with the CD as lead and Head of Programme (HoP) as the other member.  He/she is expected to play a key role in contributing to development of financial systems across SHA, new programme development and the overall achievement of country programme’s strategic plan goals. The HoFA will also be providing financial oversight and operational support to TruTrade Africa-Uganda office as and when required.

Responsibilities (R)

R1: Country Office Finance Management

  1. Produce and submit monthly management accounts to Head Office (HO) based on the SHA management accounts with approval of the CD.  Includes monthly and year to date project and donor expenditures, income and expenditure account, and other necessary information;
  2. In conjunction with the Head of Programmes (HoP), responsible for the preparation and review of the monthly programme expenditure reports of the country office and projects;
  3. Provide training and support to financial and non-financial staff regarding SHA’s financial procedures and internal controls, and programme management tools
  4. Ensure effective management of CO and project budgets in liaison with Project Managers, HoP and CD, including CO and project budgets, budget monitoring, budget amendments;
  5. Preparation of donor specific financial reports on monthly, quarterly or annually, based on donor contract requirements and guidelines. These are submitted to HO for approval along with budget variance analysis and explanations;
  6. Preparation of the year-end financial statements, arranging and ensuring the timely completion of the year end audit (accounting year end – 31 December);
  7. Monitor and ensure programme and administrative spending are in line with agreed budgets, – identify potential under or over-spends and liaise with HoP, HO and donors as appropriate;
  8. Ensuring effective cash management, including control of cash flows, including preparation cash request to HO and liaison with banks;
  9. Managing and building capacity of financial systems for SHA partners and staff.
  10. In conjunction with the finance team, schedule regular monitoring visits to, and internal audit of, local partner organisations, ensuring their financial systems and controls are of an appropriate standard to ensure security and effective management of funds advanced by SHA;
  11. Provide advice on all financial and administration matters to senior management team;
  12. Develop and oversee the implementation of office procedures and policies on financial and administration matters to ensure adherence to such by every staff member;
  13. Check and approve payment documents, with reference to authority levels stated in the SHA operation manual, after checking completeness and accuracy; and,
  14. Organise and participate in periodic audits based on contractual obligations and ensure the implementation of audit recommendations.
  15. Review CO risk register with CMT to ensure that CO risks are effectively managed

R2:  Operational Management

  1. Provide leadership to the Finance & Administration Department;
  2. Ensure that procedures are adhered to by all staff in the country programme;
  3. Where relevant, assist programme department staff in drafting, negotiating and issuing of contracts
  4. Support programmes team in performing Due Diligence on partners, consortia members and suppliers where necessary;
  5. Ensure reports are completed in accordance with deadlines and undertake report editing and review where necessary; and,
  6. Ensure that appropriate SHA management, administration, personnel, logistic, finance, and communication systems are in place.

R3: Human Resource Management

  1. Oversee the administration of CO human resources processes including annual appraisals of direct reports in line with SHA’s Human Resource procedures;
  2. Ensure timesheets are completed by all staff and appropriately approved;
  3. Preparation of SHA payroll on monthly basis to ensure that all relevant personnel information (movement, death etc.) is up to date and local compliance with statutory and other legal requirements;
  4. Ensure local compliance with the employee tax deductions, that all relevant statutory deductions are made from the employees’ salaries and paid out to the appropriate authorities, coordinating with local legal, accounting and HR advisors as appropriate.
  5. Maintain good team communication, engender good team dynamics and take remedial action when problems occur in collaboration with CD;
  6. Ensure procedural compliance for recruitment and contracting of staff; ensuring that all employees are presented with a letter of appointment and staff record are intact and updated as changes are effected;
  7. Line manage all finance and administration staff, ensuring JDs are in place and performance management procedures are followed;
  8. Work with CD to maintain up-to-date job descriptions for all country programme staff;
  9. Ensure all staff understand and sign-up wrongdoing policies and he/she shall monitor and report to the CMT possible breach of the policies;
  10. Ensure procedural compliance for recruitment and contracting of staff; ensuring that all employees are presented with a letter of appointment and staff record are intact and updated as changes are effected.

R4:  Safety and Security

  1. Ensure CO security guidelines are in place and reviewed at least bi-annually;
  2. Ensure all safety or security incidents (fires, vehicle accidents, theft, etc.) are appropriately recorded and reported by project staff to relevant parties;
  3. Ensure that appropriate security arrangements are in place for the CO (including all field offices), and this includes managing contractual arrangements with security companies or individuals and that security arrangements for property (motorcycles, vehicle, etc.) are in place; and,
  4. Actively monitor field site safety and security and advise the CD about new developments.

R5:  Logistics/ Procurement / Assets Management

  1. Review and maintain the fixed asset register on Salesforce, prepare quarterly updates of the fixed asset register and submit to HO;
  2. Ensure compliance with donor visibility rules regarding assets;
  3. Ensure adequate and appropriate insurance for staff and property is in place;
  4. Ensure vehicle management policies are understood and followed by all staff. Includes monthly reports on car usage and charging to projects as appropriate.
  5. Responsible for ensuring the efficient use and management of transport resources;
  6. Provide leadership and supervise the procurement function and control and management of stock;
  7. Oversee the Procurement Committee function and ensure that procurement procedures are followed by the committee, transparency maintained and value for money got for all procurements; and,
  8. Ensure compliance with SHA logistics policy and relevant donor finance regulations.

Representation

  1. In liaison with the CD, represent SHA at national, regional and international levels; to donors, local and national government authorities, other NGOs, and any other parties as required;
  2. Support the CD’s strategic co-operation initiatives with government and national/international  NGOs and CBOs active in the programme areas;
  3. Provide cover for other posts when needed and carry out any other responsibilities as requested by the CD

Key Relationships

Internal

  • SHA/TruTrade Country Director, Head of Programmes & Finance Team
  • CFO and HQ Finance Manager
  • Compliance Manager
  • Head of Africa Operations
  • Programme Officer
  • SHA Senior Management Team
  • SHA HOFAs in all countries
  • TruTrade Finance Manager
  • TruTrade CEO

External

  • Government departments,
  • Banks, external auditors and other service providers
  • Donors
  • Partners

Role Competencies

  • Excellent verbal, analytical, organisational and written skills
  • People management skills
  • Proactive and motivated with a strong commitment to Self Help Africa’s vision, mission and values
  • Excellent ICT skills including a good knowledge of MS Office and accounting software
  • Attention to detail and the ability to produce timely and accurate financial reports

Knowledge and Experience

  1. Minimum of BA Degree in Accounting/ Finance or related fields from recognised university.
  2. Minimum of 15 years practical experience of which at least 5 years is at a senior management level, preferably in a mid to large international NGO.

Qualifications/Other

Essential

  • Internationally recognized Accounting Qualification (CA, ACCA, CIMA, CPA)
  • Strong technical abilities and up to date knowledge of Generally Accepted Accounting Principles
  • Experience in the preparation and review of management accounts and the ability to critically analyse a trial balance
  • Experience of managing donor funds and contracts
  • Experience in the preparation of year-end financial statements and managing annual external audits
  • Experience of managing, training and supporting staff

Desirable

  • Willingness to travel nationally and internationally
  • Experience working with partner organisations
  • Experience of undertaking risk assessments, internal audits and/or assessing internal controls

Download the Job Description

This Job Description only serves as a guide for the position available and SHA reserves the right to make necessary changes.

How to apply:

Please download the Application Form and fill it in. Qualified candidates should upload a completed application form, motivational letter and CV to the SHA Online Recruitment Portal (click the green hyperlink). If you experience issues with the Recruitment Portal, please visit this link for assistance: https://bit.ly/SHA_TechSupport1

Please note incomplete applications will not be considered for shortlisting.

Closing date is Saturday 4th September 2021 at 5pm

Please note that Self Help Africa Uganda advocates for equal opportunity and does not require applicants to pay any fee at whatever stage of the recruitment and selection process. Canvassing will lead to automatic disqualification.

Self Help Africa is committed to the highest possible standards of openness, transparency, and accountability in all its affairs and is completely against fraud, bribery, and corruption. All employees are bound by code of conduct, child protection and conflict of interest policies.

Any candidate offered a job with Self Help Africa will be expected to sign Self Help Africa’s Safeguarding Policies and Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.

Police vetting is required.

All applicants are encouraged to read through the following safeguarding policies as you make your applications:

  1. Code of Conduct
  2. Conflict of Interest
  3. Child Protection

Women applicants are highly encouraged; Self Help Africa is an Equal Opportunities Employer

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