Finance & Administration Manager

Job Title: Finance & Administration Manager

Reports To: Chief Executive Officer (CEO)
Unit: Finance and Administration
Location: Kampala, Uganda (with frequent travel within the EAC region)
Job Grade: KT Grade 3
Employment Category: Contract

Purpose of the Job

The Finance & Administration Manager is responsible for providing strategic leadership in financial management and administrative operations. The role ensures efficient and compliant financial management systems, streamlined administrative processes, and alignment of organizational financial operations with Kilimo Trust’s strategic objectives to achieve sustainability and long-term viability.

Key Responsibilities

1. Financial Management

• Oversee accurate and timely recording of financial transactions using the Kilimo Trust accounting software.
• Prepare and submit monthly, quarterly, and annual financial and management reports.
• Provide financial insights and guidance to the Management and Board to facilitate strategic decision-making.
• Lead the budgeting process, aligning budgets with organizational objectives and program activities.
• Maintain and reconcile the general ledger, accounts payable/receivable, and payroll.
• Monitor financial performance through budget analysis and performance benchmarks.
• Ensure effective grant reporting and reconciliation per donor/funder requirements.
• Analyze financial performance of Kilimo Trust, including subsidiaries and projects.

2. Leadership and Relationship Management

• Foster strong financial relationships with donors, ensuring compliance and high-quality reporting.
• Train staff and partners/grantees on financial procedures, reporting standards, and related responsibilities.
• Provide sound financial advice to the CEO and Team Leaders to support business decisions.
• Supervise, mentor, and develop the Finance and Administration team.

3. Audit, Compliance, and Risk Management

• Regularly update financial, risk, and procurement policies to reflect best practices and international standards.
• Promote effective risk management practices under the organization’s Risk Management framework.
• Ensure compliance with national regulations and internal policies across all country offices.
• Coordinate internal and external audits, ensuring compliance with regulatory requirements.
• Strengthen financial control systems to enhance organizational accountability.
• Oversee tax-related activities in all operational jurisdictions.

4. Program Development, Planning, and Implementation

• Support fundraising efforts by preparing budgets for project proposals.
• Identify new funding opportunities and participate in resource mobilization activities.
• Provide variance analyses and corrective action recommendations to Team Leaders.
• Conduct field visits to review financial compliance among partners and grantees.

5. Administration and Operations

• Oversee procurement, logistics, and administrative operations to ensure optimal efficiency.
• Develop and implement policies and internal controls to enhance organizational processes.
• Manage contracts, service agreements, and relationships with external vendors.
• Safeguard organizational resources through effective asset management and inventory controls.

Key Performance Indicators (KPIs)

• Unqualified audit reports for the organization and projects.
• Timely submission of high-quality financial reports to management and funders.
• Accurate and timely preparation of proposal budgets.
• Cost overruns maintained within a 5% threshold of approved budgets.
• Robust internal control systems minimizing financial errors and misstatements.
• Effective safeguarding of all Kilimo Trust assets.
• Acquisition of new donor-funded projects.
• Implementation of a functional Risk Management System.

Required Competencies

• Strategic leadership with proven ability to lead and develop high-performing teams.
• Advanced analytical and problem-solving skills.
• Financial acumen, including planning, budgeting, and forecasting.
• Proficiency in proposal preparation, donor financial policies, and grant management.
• Expertise in financial software, especially Odoo ERP.
• Strong verbal and written communication skills.
• Familiarity with donor-funded programs (USAID experience is a plus).
• Ability to meet deadlines and adapt to a fast-paced work environment.

Qualifications & Experience

• Qualified Accountant (CPA/ACCA) and member of the Institute of Certified Public Accountants of Uganda (ICPAU).
• Minimum of seven years in senior financial management roles, preferably in NGOs.
• Experience working in regional or multinational organizations is an added advantage.

How to Apply

Qualified candidates should submit the following documents through the Kilimo Trust online recruitment system:

1. Application Letter detailing your relevant skills and experience.
2. Updated CV addressing the responsibilities and qualifications listed.
3. Copies of academic certificates and transcripts (O-level, A-level, undergraduate, postgraduate, and professional qualifications).
4. Names and contact details of three referees (including daytime telephone numbers).
5. Names and contacts of your current and two previous immediate supervisors.
6. A statement and proof of your current remuneration package.

Address your application to:
The Human Resource Manager, Kilimo Trust

Deadline: Monday, February 3, 2025

Note: Only shortlisted candidates will be contacted.

Equal Opportunity Employer

Kilimo Trust is committed to diversity and inclusion in the workplace. We welcome applications from all qualified individuals, regardless of gender, age, disability, or background.