Job Advert – Finance & Administration Manager Position

Job Title: Finance & Administration Manager

Job Grade: KT3

Unit of Service: Finance & Administration Unit

Reports To: CEO

Duty Station: Kampala – Uganda, with frequent travels in the EAC Region

Employment Category: Contract

Purpose of the Job

• Manage and lead the Finance and Admin Dept by ensuring efficient financial management and streamlined administrative operations, with strict compliance to regulations.
• Align the organization’s financial operations to strategic goals to achieve financial sustainability and secure the long-term viability of Kilimo Trust.

Responsibilities

Financial Management

• Manage proper, accurate, and timely recording of all financial transactions in the Kilimo Trust accounting software
• Compile timely and accurate monthly, quarterly, and annual financial and management reports.
• Provide financial insights to facilitate decision-making in executing of the Kilimo Trust strategy, providing guidance and financial analysis to Management and the Board to ensure the delivery of results.
• Lead the budgeting process: develop, review, finalize, and oversee budgets that represent and align with organizational objectives and programmatic activities.
• Maintain and regularly update and reconcile the general ledger, accounts payables, accounts receivables, and payroll.
• Recommend and report on benchmarks upon which financial performance is measured in the Organization.
• Ensure effective management of grant reporting and reconciliation in accordance with donor/funder guidelines.
• Monitor, analyze, and report on the financial performance of the organization, including its subsidiaries and projects through regular budget monitoring reports.

Leadership and Relationship Management

• Manage financial relations with donors, including compliance, timely and good quality reporting as specified in the grant agreements.
• Conduct regular training for the staff, and implementing partners/grantees on the financial procedures, reporting, and any other related financial responsibilities.
• Provide financial advice to the CEO and Team Leaders to enable them to make sound business decisions.
• Supervise, support, and develop staff in the Finance and Admin Dept 

Audit, Compliance, and Risk Management

• Regularly review and update the KT Financial, Risk, and Procurement Manuals and procedures to ensure compliance with best practices and in line with international standards.
• Promote effective risk management for the key risks under the Unit control in accordance with the organization’s Risk Management framework.
• Ensure compliance with the organization’s policies as well as statutory financial (local/national) regulations for all Country offices.
• Coordinate and manage the processes of internal and external audit, accounting, and reporting requirements as set by country-specific regulatory bodies where the organization has offices.
• Regularly update the financial control systems to strengthen the financial management of the Trust.
• Oversee all tax-related activities in all countries where KT has operations

Program Development, Planning, and Implementation

• Participate in fundraising activities of the Trust through the preparation of budgets for project proposals.
• Actively participate in the identification of fundraising opportunities.
• Analyze and report on actual and planned monthly expenditure, interpret, and communicate with Team Leaders, advise of variance against approved budgets, and make recommendations for corrective action.
• Conduct field travel visits to review financial procedures among partners/grantees supported by Kilimo Trust. 

Administration and Operations

• Supervise and optimize administrative, procurement, logistics, and office operations
• Develop relevant policies, procedures, and internal controls.
• Oversee asset management and inventory control to safeguard organizational resources.
• Manage contracts, service agreements, and relationships with external vendors.

Key Performance Indicators

• Unqualified Audit for the organization and projects
• Timely submission and high-quality financial reports to management and donors/funders.
• Accurate and timely submissions of all proposal budgets to prospective funders.
• Cost overruns are maintained within 5% of approved budgets.
• Robust internal control system that reduces errors and mistakes in financial reports
• All KT assets and resources are safeguarded.
• New projects secured from donors/funders.
• Functional Risk Management System.

Critical Competencies Required

• Excellent leadership skills to effectively lead and grow the Finance & Admin team
• Strategic thinking to support management and the board effectively.
• Outstanding analytical and problem-solving skills.
• Proven numeracy and financial analysis/planning skills
• Proficiency in proposal preparation and budget formulation
• Proficiency in strategy formulation and program planning processes.
• Expertise in donor financial policies and procedures (USAID-funded programs would be an added advantage)
• Proficiency in Grant Management
• Proficiency in ERPs (Odoo would be an added advantage)
• Ability to consistently meet deadlines
•  Outstanding verbal and written communication skills

Educational Qualifications and Experience Required

• Must be a Qualified Accountant (CPA or ACCA)
• Must have a minimum of 7 years’ experience at senior management as head of Finance
• Must have NGO working experience
• Experience across the East African region would be an added advantage

Interested applicants should send updated CVs and applications as guided below:

• Highlight relevant skills and experience in relation to the scope of work and competences
• Provide names and contacts of 3 referees with a daytime number for each one of them.
• Include copies of all academic certificates & transcripts from O’ level to the highest level
• Provide names and contacts of immediate supervisor(s) from current and previous jobs
• Provide your daytime phone number
• Include proof of your current remuneration package

Please submit application, CV, and documents electronically using the Link Below

https://erp.kilimotrust.org/jobs/detail/finance-administration-manager-re-advertised-34

Address all applications to The Human Resource Manager, Kilimo Trust.

Deadline for submission: Friday, 28 March 2025

Only shortlisted candidates will be contacted