Finance and Administration Manager job at Internews Network

Finance and Administration Manager job at Internews Network

ABOUT INTERNEWS
Internews Network is an international media development organization based in Arcata, CA, and Washington, DC, whose mission is to empower local media worldwide to give people the news and information they need, the ability to connect, and the means to make their voices heard.

ABOUT THE OPPORTUNITY
Internews Networks is seeking a Finance and Administration Manager position for an anticipated USAID-funded media project in Uganda. The position of Finance and Administration Manager is to oversee the day-to-day operations of the Uganda office including Finance, Human recourses as well as, managing other wide range of operational activities This includes overseeing cash management, preparation of month-end reports as per the Internews policy, rules and regulation, as well as following on the internal rules and donor regulations.

DAY-TO-DAY TASKS will include:
Finance
• Responsible for ensuring accounting processes are carried out accurately, reliably, and in a timely manner for all transactions and according to Internews and funder requirements.
• Proactively manage long-range (project life) budget projections, as well as monthly spending projections and budget adherence tracking.

• Support drafting of activity budgets in consultation with program staff.

• Provide close budget monitoring and alert the Country Lead of spending trends that indicate a lack of adherence to budgets.
• Help with financial planning and analysis (yearly financial analysis, monthly cash forecast, Cash WTR requests, planning of expenditures, etc.).
• Ensure that all documents related to suppliers, service providers, and any contractor (invoices, contracts, agreements, etc.) are properly collected and filed.
• Prepare the month-end report (MER) in a timely manner.
• Train the project finance team on how to manage the input, maintenance, and output of the entire accounting data according to Internews’s standard procedures.
• Oversee cash management, including the supervision of bank accounts, cash books, and monthly reconciliations.
• Serve as the primary point of contact for all program teams–reviewing and acting on all requests for support from programs teams and partners requiring finance support, directly and indirectly, this includes reviewing project procurement processes—such as documentation, approvals, reasonableness, and allocability—before the actual procurement is done.
• Prepare a monthly cash projection for field office cash requirements and follow up with the cash delivery agent for actual deliveries after seeking all required approvals.
• Perform petty cash reconciliations, including weekly and monthly cash counts, and reconciliations are performed and aligned with the MER.
• Prepare all Journals in relation to month-end reports (MERs), including records and shared cost allocations.
• Manage all prepaid accounts, if applicable.
• Responsible for ensuring all vendor payments are made in a timely manner.
• Responsible for monthly voucher review and responding to any queries therein.
• Prepare the monthly payroll, ensuring that all schedules align with the MER, all staff entrances and exits are effectively added/removed from the payroll, and that all salary advances are recovered.
• Vet all vendors, ensuring that new vendor records are created in Internews’ Enterprise Resource Planning (ERP) software program.
• Responsible for all country program office cash reports reviews, follow-ups, approvals, documentation, and transmitting information to Headquarters.
• Process Expense Reimbursement Forms (ERF) for all staff, ensuring that there are supporting documents and approvals, and the expenses are allowable, allocable, and reasonable as per Internews policy.
• Ensure that all procurement documents are validated, and correct, and that Internews’ procurement procedures are followed.
• Follow up with procurement / operations on any issue with procurement.
• Respond to vendor queries, as needed.
• Support audit processes, both internally and externally.
• Other duties as assigned by supervisor from time to time.

Human Resources
• Review HR and operational policies and procedures to ensure compliant with Internews standards and Uganda local labor laws.
• Oversee recruitment processes including placing advertisements, arranging interviews, conducting interviews, vetting and background checks and supervising staff inductions, etc.
• Ensure Internews adheres to government regulations on recruitment and labor laws compliance.
• Ensure all staff understand, sign and adhere to Internews ethics policies.
• Maintain and update HR personnel files for all Internews staff in ERP, Egnyte and the hard copy file system.
• Maintain up-to-date staffing list in Internews Human Resource Information Management System.
• Contribute to the development of effective performance management tools and ensure the performance management system is well understood by staff.
• Comply and promote all Internews policies.
• Collect timesheets and prepare monthly payroll and leave accrual.
• Assist Management in recruiting, training and terminating staff, as per the provisions of available grants.
• Other duties as assigned.

Operations
• Ensure Internews Uganda registration / business permits and any other operational licenses are updated regularly.
• Ensure all Annual Statutory Returns are submitted to the relevant regulatory bodies.
• Maintain Assets registers for all Internews Assets.
• Manage all taxes – PIT, rental tax, tax clearance certificate – and ensure that all taxes are paid on time, and all compliance certificates are up-to date.

QUALIFICATIONS WE’RE LOOKING FOR:
Required
• University Degree in Accounting, Business Management, or a closely related field OR equivalent lived/professional experience. Professional certification such Full ACCA or CPA.
• Minimum 7 years of prior relevant experience in finance, human resources, and operations management.
• Comprehensive knowledge of Microsoft Office Suite, particularly Excel; technical proficiency with Adobe Reader, email, internet.
• Strong English language skills, both written and oral.
• Good interpersonal skills.
• Well-developed organizational skills.
• Ability to work effectively under pressure.
• Meticulous attention to detail.
• Ability to lead and coordinate a team through strong communication and diplomatic skills.
• Sensitivity to cross-cultural dynamics in the workplace and experience supervising staff.
• Must be self-reliant, resourceful, good problem-solver, good humored, and flexible.

Job application procedure

Interested and qualified, Click here to apply.

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