About MSI:
Marie Stopes International exists to bring quality family planning and reproductive healthcare to the world’s poorest and most vulnerable people. We’ve been delivering family planning, safe abortion, and maternal health services for over 35 years. Millions of women worldwide turn to us for help each year, whether in limiting the size of their families, or avoiding dangerous complications in pregnancy or unsafe abortion.
Job Summary: The Finance Manager will be responsible for overseeing the finance team dedicated to the effective and appropriate management of all funding supporting Marie Stopes Uganda. The incumbent is also 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 Finance Manager 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 financing are essential to success.
Key Duties and Responsibilities:
1. 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.
2. 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
Regularly review and approve monthly payrolls
Oversee the remittance of NSSF, PAYE and Local Service Tax deductions to NSSF, URA and Local service tax centres, as appropriate, on a timely basis
3. Business 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 send 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.
Manage 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.
Manage the monthly reconciliations of supplier statements. Outstanding balances must be cleared appropriately and promptly.
Actively 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.
Regularly review and approve monthly bank reconciliation statements for unusual items and agree appropriate investigations to ensure smooth financial operations.
4. Accurate and accessible Financial Records are held for audit and reference purposes:
Oversee 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.
5. Timely and accurate business planning and budgeting are supported according to policy and tracked to enable business decision making:
Assist 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.
Regularly 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.
6. 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.
7. MSU’s Finance Management Systems are fully operational and effective:
Design and maintain the interface between stock management systems, payroll, MIS and general ledger.
Coach and 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.
8. 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).
Maintain and 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.
Regularly 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, Skills and Experience:
The Finance Manager should be a professional qualified accountant (ACA, ACCA, CIMA or CPA)
The applicant should hold a Bachelor of Accountancy degree or equivalent (Master’s desirable)
Significant financial management experience at a similar level (donor funded and private sector preferred)
Excellent knowledge of financial management systems and reporting
Working knowledge of donor contract requirements for budgeting and reporting
Ability to perform under pressure, handle heavy workloads, and meet stringent reporting deadlines
Possess the ability to identify and set performance deliverables
Excellent analytical skills
Practical experience with electronic accounting systems; knowledge of SUN Systems and mobile money essential
Ability 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
The applicant should be fluent in more than one Ugandan language is desired
The Finance Manager is required to demonstrate our core values of:
Accountability of all staff to each other and our clients and stakeholders
Equality of opportunity and access
Value for money in the management of our resources
How to Apply:
All candidates who wish to join Marie Stopes are strongly encouraged to send an updated CV and cover letter by email to jobs@mariestopes.or.ug
NB: Please do not attach transcripts
Deadline: Friday 13th March, 2015 by 5pm