Job Title: Finance Officer
Organisation: Engineers Without Borders USA (EWB-USA)
Duty Station: Kampala, Uganda
About US:
Engineers Without Borders USA (EWB-USA) is an engineering volunteer-centric International Non-Governmental Organization (NGO) partnering with communities worldwide to meet their basic human needs. We’re building footbridges to provide pathways to opportunities. We’re installing solar panels to bring light where it is dark. We’re digging for water so hope can spring from the ground. Each project builds a foundation for a community to thrive for years to come. EWB-USA’s projects span 39 countries and 28 states in the US, and have four country offices in Nicaragua, Guatemala, Uganda, and Ecuador.
In line with deepening impact and expanding support for quality assurance of projects, the EWB-USA Uganda Country office has become Engineers Without Borders East Africa (EWB-EA) and is the regional office for EWB-USA projects in the region. Both EWB-EA and EWB-USA envision “A world where every leader is equipped to build and every community is built to thrive.” The mission of EWB EA is “To partner with communities and develops leaders to build a better world.” The EWB East Africa Regional Office will have responsibilities for project support work across the East Africa region, including Uganda, Kenya, Tanzania, Rwanda, and Malawi. EWB EA has two programs; International Community Program and the Engineering Services Corps (also called the Consulting program).
Job Summary: EWB East Africa (EWB-EA) is currently recruiting a Finance Officer to be employed full-time in its head office in Kampala, Uganda. The incumbent is responsible for managing the financial and administrative systems, procedures, and operations and providing strategic advice on financial and administrative matters for all Engineers Without Borders East Africa Operations.
Key Duties and Responsibilities:
Head Office Accounting and Finance
- Ensure effective management of the financial resources in accordance with EWB EA policies and procedures.
- Ensure that all financial transactions are carried out and recorded in accordance with IAS and EWB-East Africa procedures and policies.
- Prepare the payroll and ensure prompt remittance of statutory and other payroll deductions, including computing staff time as per their timesheets on a monthly basis.
- Preparation of accurate monthly financial reports.
- Manage the Cash flow and prepare monthly bank reconciliation of all EWB-EA bank accounts.
- Preparations of year-end accruals and monthly reconciliation of the accruals and making journals where necessary.
- Prepare and circulate monthly monitoring Budget and Actual Variance (BVA) reports
- Oversee the financial audits of all projects of the organization.
- Ensure the compliance of administration, finance, and policies and procedures
- Responsible for the management and training of staff on finance management procedures.
- Provide monthly financial analysis and reports to the ED and Program lead team.
- Advise and assist staff, chapters, and volunteers on all issues of allowances, salary advances, travel claims, and other financial matters; recommend payments due for claims and services as aligned to the organization’s policies and procedures.
- Attend board meetings when requested by the ED
- Prepare and file monthly statutory returns in accordance with the laws in the country and region and that financial returns are filed with the relevant authorities
- Review contracts with third parties to ensure no tax exposure and proper accounting treatment
- Support program staff in preparing accountabilities for funds advanced, collect accountabilities from staff, and process them.
- Maintain the hybrid finance filing system (electronically and hard copies)
- Assist in the procurement of project equipment according to EWB-EA and donor guidelines
- Processing transactions including but not limited to: – management of receipts and payments, petty cash management, coordination of procurement services, verification of LPOs, invoicing, and related supporting documents.
Budgeting and Accounting
- Spearhead the annual budgeting process and ensure budgets are prepared in accordance with EWB-East Africa financial policies and procedures.
- Prepare an analytical report on Budget and Expenditure, variance analysis on a monthly basis.
- Maintenance of the internal expenditures control system
- Prepare recurring reports as scheduled and special reports as required for budget preparation, audits, or other reasons
- Prepare detailed cost estimates and participate in budget analysis and projections as required,
- Maintain delivery records and make project transactions; inventory of project assets; prepare monthly, quarterly and annual reports; prepare fund release statements
- Maintaining Proper books of accounts and supporting documents in adherence to Financial Handbook, other EWB-EA’s policies, donor and auditor requirements
- Producing accurate, useful and timely reports for budget holders
- Ensuring internal control mechanisms and budget management are observed to minimize financial risk.
Audit Support function
- Liaise with internal and external auditors on audit-related issues.
- Facilitate auditors with necessary information while performing any assigned on-site visits.
- Ensure filing of Audit Annual returns with the NGO Bureau.
- Provide support role in audits (internal and external), including preparation of documents for internal, external, and donor audits), in the field office when necessary.
- Assist in providing management responses to audit reports and timely implement the audit recommendations.
- Ensure filing of Audit Annual returns with the NGO Bureau annually.
Grants and Contracts Management
- Working closely with the project leads to support partner management.
- Receive and review supporting financial documentation from partners.
- Prepare and submit donor financial reports as per donor requirements.
- Promptly follow up and adjust monthly and interim donor reports based on feedback from the program managers.
- Discuss project financial performance with Project Leads on a monthly basis
- Review monthly donor reports with the relevant managers and advise on areas with potential financial risks in line with donor conditions for the managers to take proactive corrective action.
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s Degree – BCOM, BBA (Majoring in Accounting and Finance)
- Either CPA or ACCA is mandatory
- At least five years of experience of accounting experience, preferably with both non and government-funded development projects.
- Knowledge on QuickBooks
- Excellent Financial Reporting Skills.
- Sound financial knowledge and understanding
- Experience managing finance and administration operations and reporting functions
- Knowledge of International accounting and reporting standards
- Demonstrable proficiency with Microsoft Word, Excel, PowerPoint, Access, and computerized financial management and accounting systems.
- Good organizational and personal skills
- Financial integrity
- Problem-solving and team player
- Experience with NGOs and Audit is an added advantage.
Competencies
- Demonstrates high ethical standards of behavior, and integrity by modeling the Organisation’s values, culture, and ethical standards
- Promotes the vision, mission, and strategic goals of Engineers Without Borders East Africa.
Functional competencies
- Strong analytical skills
- Strong customer service skills with demonstrated ability to effectively interact with technical and non-technical end users in a pleasant, cooperative, and helpful manner.
- Demonstrated ability to solve problems and work independently.
- Ability to read, analyze, interpret and apply general technical instructions and procedures
- Focuses on results for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control, and of good humor under pressure
- Shares knowledge and experience
- Seeks and applies knowledge, information, and best practices from within and outside EWB-EA
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan, and applies newly acquired skills
How to Apply:
If interested, please send a motivation letter, detailed CV, and contact details of 3 professional references to the emails: info.uganda@ewb-usa.org and info.uganda@ewb-ea.org
NB: Only candidates complying with the eligibility criteria will be contacted. Engineers Without Borders USA is an equal-opportunity employer.
Deadline: 15th November 2022