Finance & Administration Coordinator job at ZOA Uganda | Apply Now

Your main tasks and responsibilities

Financial Management

• Provide leadership, and financial insights to the finance and accounting areas of the ZOA West Nile programme, proposing and implementing improvements in operational management processes to increase efficiency and timeliness in operations.

• Ensure internal controls, procedures and policies at field level are maintained, the field staffs understand them and they are fully complied to.

• Collaborate with Country Office finance support team ensuring regular reporting and updates as and when required.

Financial Reporting

• Ensure accurate and timely financial reports are submitted to the Programme Manager and Country Office Finance Manager for decision making.

• Confirm expense codes on all requests as they are received, correct where necessary through the budget manager and the responsible staff.

• Assist project management by explaining variances in line with finance policies.

• Accountable for ensuring that all financial aspects of the project adhere to local laws and regulations and to donor specific requirements.

• Prepare, analyse, and submit accurate monthly financial and management reports, including; income statement, balance sheet, budget and variance, projections and forecast, and cash flow.

• Coordinate the preparation of the audited financial statements and all tax returns•    Ensure accurate and timely financial reports are submitted to the Programme Manager

Financial Control & Accounting

• Observe and implement accounting systems, payments, bookkeeping, statutory filing, revenue management, and improvement of payment systems.

• Ensure that all financial transactions are processed accurately, in a timely manner, in accordance with generally accepted accounting principles through the ERP system, identifying and correcting any variances.

• Develop, implement, and maintain processes and controls that are current best practices related to transaction processing.

• Perform month-end closing procedures, including account reconciliations, and updating schedules.

• Review all payments in ERP and any other payment platforms to ensure all payments are compliant to the set out procedures.

Budget Management

• Support budget holders to prepare periodic budgets and forecasts while providing clarity where needed.

• Offer periodic training or refresher training to the teams aimed at improving financial management, discipline and accountability as stipulated in ZOA policies and procedures.

Finance Team Management

• Communicate to the Finance team members under his/her jurisdiction a clear and exciting vision for the work of ZOA and for the role of department in supporting the organisation;

• Periodic meetings with the field finance team for relevant accounting needs and deliverables.

• Ensure that finance staff are conversant with their job description, ZOA’s internal regulations, standards, policies and donor regulations and get acquainted with their colleagues in the ZOA team;

• Supervise and carry out periodical evaluation of the performance of the staff assigned against established performance goals in a timely manner.

• Support and motivate the team to deliver and meet their set goals.

• Ensures effective leave management within the team, in liaison with the HR.

• Ensure gender and conflict sensitive approach to team management;

HR Support

• Ensure adherence to ZOA HR policies and guidelines, as outlined in the Employee handbook

• Support PGM/HR Kampala in staff recruitment, induction, performance monitoring, compensations and facilities, staff well-being, and end of employment actions.

• Ensure up to date staff files are made available to Kampala;

• Support PGM in providing monthly staff updates for the payroll preparation in a timely manner.

• Manage the West Nile Leave record for the respective Programme staff and provide guidance on the different types of leave.

• Act as a key source of support, guidance and expertise on HR functions for establishing a culture of trust and safety for the staff in West Nile.

Accountability

• Sensitize all stakeholders (beneficiaries, service providers, partners, government and other) on feedback and complaint mechanisms implemented by ZOA Uganda

• Upon receipt of a complaint or feedback, ensure that it is correctly documented following correct reporting procedures

• Understand ZOA’s code of conduct and safeguarding policies, ensure adherence to these policies and that project activities are implemented with a “Do No Harm” approach