Finance Coordinator – Karamoja

Program / Department Summary

The Mercy Corps Finance Department is responsible for all financial functions in Uganda, including accounting, payments and banking, payroll, budgeting, financial reporting, and grant financial management and compliance.  The Mercy Corps Finance Department ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures.  In its role as a support to the Program Department, the Finance Department provides timely reports and assistance to the Country Director and the Program team to ensure that financial resources are used efficiently and effectively.

General Position Summary

Working in the Finance Department under the direction of Finance Manager, the Finance Coordinator is responsible for all Karamoja region field offices finance, compliance, budget monitoring, reporting, resources management, coordination with others, etc.  He/she is responsible for review of all field transactions, regular field visits and audit, supervising and coaching all field finance officers, monitor field cash projections and cash management, updating and tracking all assets and finance files. He/she is responsible to make sure that all AAM, segregation of duties and policies and procedures are respected as per the FFM, procurement manual, assets mgt and other manuals/policies and procedures.  Make sure all field transactions are reviewed and processed on time.

Essential Job Responsibilities

• Responsible for all accounting and financial management of all MC Uganda Karamoja region field offices.
• Responsible for monitoring costs as per the available grant and budget details, monthly budgets vs actual reports and monthly cash projections..
• Receive all field transactions and documents weekly, review with documents and in navigator before forwarding for posting. Follow up and ensure weekly posting.
• Review all field transaction to make sure all transactions are properly approved, reviewed, coded, recorded and documented.
• Provide financial review for advances, purchase requests, quotation analysis, purchase orders, expense report, payment requests and other field transactions within his/her limit.
• Coordinate and prepare weekly and monthly cash requirement for all field offices, submit and make sure sufficient cash is available in all offices and monitor its use. Make sure also there is no excess cash.
• Make sure surprise, weekly and monthly cash counts are being made and documented for all offices as per the current MC policy.
• Make sure all cash, bank and advances are reconciled with cash counts, bank statements and outstanding advances and ledger.
• Make sure all field level income taxes, withholding taxes, VAT and other taxes are withheld and paid accordingly.
• Collect and review all offices timesheet summary and individual staff timesheets and submit for payroll recording every month.
• Provide planned technical support, back stopping, coaching and training to all field finance staff.
• Directly supervise all field finance officers and make sure all delivering all required performances as per the deadlines.
• Follow all Mercy Corps policies, procedures, grant compliance and documentation requirements.
• Implement and make sure all Mercy Corps FFM, procurement, assets mgt, HR policies and procedures are implemented.
• Implement and Make sure all respective donors and local Gov’t rules and regulations are respected.
• Ensure compliance with GAAPs, Ugandan and US laws and standard accounting practice.
• Provide on-going orientation, training and support to all Mercy Corps program and finance staff on Mercy Corps and respective donor’s rules and regulations.
• Review and track all purchases and contracts and other commitments for all MC field office.
• Make field visits at least once in a quarter, audit/review field finance operations, coach field finance officers and assistants and provide feedbacks and reports.
• Do periodic review of systems and polices and make recommendation for policy and systems change.
• Participate in preparation of operating and grant budgets when required.
• Be adaptable and flexible to take new tasks and new assignments as requested from time to time.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
• Assist other finance functions and offices when ever need arises.
• Any other tasks to be assigned by the supervisor.

Supervisory Responsibility

Karamoja Senior Finance Officer, Finance Officers, Finance Assistants.

Accountability

Reports Directly To: Finance Manager

Works Directly With: Finance Coordinator, Accounting Coordinator and all Field Finance Teams, Finance Director, MC Uganda SLT, Programs SMT, PMs, Operations Team, HR Team

Knowledge and Experience

• Relevant Master’s degree, BA/S or equivalent in accounting or finance is required.
• 6+years’ experience in grants and financial management and accounting and 3+year’s supervisory experience.
• Strong management Skills, Technical & Supervisory Skills and experience required.
• Strong accounting skills and experience, including management of the general ledger, journal entries, payroll, payables and balance sheet.
• Adequate understanding of donor rules and regulations is required.
• International NGO/PVO experience required.
• Demonstrated experience and skill with financial reports preparation and presentation and proven ability to translate technical financial data into informative reports.
• Advanced computer skills in MS Office programs, particularly Excel and accounting software experience.
• Excellent oral and written English skills
• Willing to travel regularly to Mercy Corps and sub grantees field offices and project sites approximately 25%.

Success Factors

The ability to interact effectively with international and national personnel is required.  A demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary.  A high professional standard of finance and procurement ethics as well as the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.  The Field Finance Coordinator must be willing to travel to Mercy Corps field offices and project sites.

Application closes on 14th October