Finance and Administration Manager

Overview

The Finance and Administration Manager role is critical to ensuring the smooth financial and administrative functioning of Jhpiego's Uganda office. This position involves overseeing daily financial activities, managing budgets, reviewing internal control systems, and maintaining accounting accuracy with the QuickBooks system to uphold the integrity and effectiveness of Jhpiego’s financial operations. Serving as a key strategic advisor, this role translates complex financial, budgetary, compliance, and risk data into actionable advice for senior and project leadership. The manager also supervises the operations and administrative functions and leads a team of finance and administrative personnel.

Key Responsibilities

• Monitor fund disbursements from project bank accounts to ensure adherence to Jhpiego’s financial policies, accounting manuals, and procurement guidelines.
• Review higher-threshold payments and monthly financial reports generated by QuickBooks, including bank reconciliations, before submission to headquarters.
• Oversee the preparation of financial reports for donors such as the Department of State and CDC.
• Collaborate with program managers to develop, review, and ensure accuracy and compliance of annual operational budgets.
• Manage financial tracking tools regularly, including logs for purchase orders, airfares, transport, and vehicles.
• Maintain and update QuickBooks regularly to reflect current financial status.
• Conduct evaluations of internal control systems to safeguard financial integrity and recommend improvements according to GAAP and Jhpiego procedures.
• Lead the creation, consolidation, and monitoring of organizational and project budgets, ensuring alignment with work plans, donor mandates, and organizational priorities.
• Track budget performance and proactively spot deviations, financial risks, or underspending, recommending corrective measures as necessary.
• Provide senior leadership with budget analyses, forecasts, and financial insights to enable sound planning and decision-making.
• Coordinate budget reforecasting and realignments ensuring all approvals are in place following donor and organizational rules.
• Engage with budget holders to reinforce financial accountability and efficient resource use.
• Monitor project funding pipelines and advise management on potential financial gaps or sustainability issues.
• Lead budgetary components during new business proposals, preparing detailed budgets, narratives, and cost assumptions in partnership with technical and operational teams.
• Ensure proposed budgets comply with donor cost principles, restrictions, and indirect cost policies.
• Perform financial modeling and scenario analyses to evaluate feasibility and sustainability of program designs.
• Support proposal budget negotiations and revisions during award processes.
• Ensure full compliance with organizational policies, donor rules, Ugandan laws, and contractual obligations for all financial and administrative activities.
• Strengthen internal controls to protect resources and ensure transaction accuracy and completeness.
• Perform regular compliance audits of financial processes and expenditures, promptly addressing any non-compliance.
• Advise operational teams on compliance and promote consistent application of financial policies.
• Coordinate internal and external audits, ensuring timely documentation and follow-up on corrective actions.
• Identify, assess, and mitigate financial, operational, and compliance risks, escalating major concerns to senior management.
• Track implementation of audit and risk recommendations to address weaknesses promptly.
• Manage office operations ensuring policies and systems provide optimal support.
• Supervise administration and IT staff to ensure efficient service delivery.
• Collaborate with safety and security personnel to maintain regular staff training, emergency preparedness, and communication systems.
• Oversee proper use, allocation, and monitoring of the vehicle fleet and transport resources.

Qualifications and Experience

• Master’s degree in Business Studies, Finance, Accounting, or related field.
• Certified Public Accountant (CPA) qualification mandatory.
• At least 5 years of experience in a managerial role.
• A minimum of 8 years of financial or cost management experience supporting international development operations.
• At least seven years’ hands-on experience with QuickBooks accounting software.
• Proven prior supervisory experience.
• Familiarity with international non-profit organizations and multiple donor funding mechanisms.
• Experience with U.S. Government and/or CDC projects is highly desirable.
• Strong expertise in financial analysis, reporting, cash flow management, budgeting, and forecasting.
• Proficient in financial software applications, databases, spreadsheets (especially Microsoft Excel), and word processing tools.
• Basic understanding of US government cost principles, GAAP accounting standards, and grant/contract management.
• Excellent problem-solving capabilities, oral and written communication skills.
• Capacity to handle multiple high-level tasks concurrently.

Additional Information

Applications will be reviewed on a rolling basis and the deadline is Thursday, 27th August. Jhpiego is an equal opportunity employer committed to diversity and inclusion without discrimination based on gender, marital status, race, ethnicity, religion, disability, or other legally protected factors. Affirmative action policies support minorities, women, disabled individuals, and veterans.