Full-Time
Wakiso, Uganda
Posted 2 months ago

Deadline: 15th January, 2024

PURPOSE OF THE POSITION

The purpose of this position is to manage and implement financial systems in CEFROHT by
prescribing Policies, Procedures, and internal financial controls designed to protect funds from
misuse and loss
Plan, monitor, control and evaluate organizational financial performance as well as promote and
maintain operational efficiency.

SCOPE
At CEFROHT we recognize that financial systems are part and integral to successful program and
project implementation. Therefore, this position will span from strategic budgeting, guided
implementation, value for money and reports.
This position reports to the Executive Director

Key Result Areas:
Core tasks:

  1. Oversee the financial systems and operations of the organization and ensure timely and
    accurate financial reports and practices including cash management, payroll, financial
    disbursements, ledgers and reconciliations.
  2. Responsible for financial information and maintaining all financial records for projects and
    for the organization as per CEFROHT and donor requirements; and maintaining donor
    agreements.
  3. Manage financial controls, prepare and analyze budgets, develop financial reports, and make
    recommendations to the organization on budget expenditures.
  4. Obtain approvals from the Executive Director and from the donors on all procurements and
    guide other implementing staff purchases for the projects and for the organization.
  5. Monitor the expenditures to ensure value for money and that program funds are utilized
    appropriately by the close of the fiscal year.
  6. Provide orientation and training to the organization staff on cost-effective management.
  7. Ensure that all financial reporting is completed on time and submitted to donors.
  8. Oversee the financial audits of all projects of the organization.
  9. Provide financial inputs for proposal development, project management, Human Resource
    Management policies, logistics, travel and other areas of administration.
  10. Review all financial commitments and payments requests to ensure compliance with
    Plan Policies and procedures.
    Specific tasks:
  11. Process all financial transactions in Quickbooks and or any other accounting system
    adopted by CEFROHT to enable accurate financial reporting and monitoring.
  12. Prepare reconciliation of all balance sheet accounts on a monthly basis to ensure
    exceptions are identified and dealt promptly.
  13. Prepare financial management reports on a monthly basis and provide information to
    the management for decision making.
  14. Perform physical verification of Assets at least once per year to ensure that all assets
    are accurately recorded.
  15. Maintain and manage achieving of financial documents to safe guard financial records
    and audit trails.
  16. Prepare monthly payroll and all the related statutory returns; compute staff separation
    benefits and ensure and periodic PAYE returns are done to ensure adherence to the
    approved Plan P & C policies, Employment Law and Tax Laws.
  17. Review online transactions for changes, accuracy and correct errors.
  18. File CEFROHT’s annual returns.
  19. Prepare and up-date cash books, assets register, bank reconciliations and bank statements
  20. Acknowledge receipt of receivables or incomes from donors and local contributions and
    deposit all to bank accounts.
  21. Prepare source documents and electronic data to support both internal and external audit.
  22. Create controls and processes, aligned to the finance department and CEFROHT’s policies
    and guidelines, to ensure legality and quality of all transactions and such that they are
    approved in line with donor and CEFROHT policies
  23. Prepare and review monthly transactions listing for completeness and assurance and post
    required adjustments in a timely fashion.
  24. Reconcile all project balance sheet accounts every month
  25. Prepare and review monthly reserves statement for each project, and review for exceptions.
  26. Resolve and clear any historical outstanding balances
  27. Ensure all transactions are supported by adequate documentation, approved and that
    documentation is filed and retained in a suitable way
  28. Ensure all reversing transactions are adequately cleared on a timely basis
  29. Ensure CEFROHT’s internal year-end deadlines are met, and transactions are accrued in a
    timely fashion at this stage if required.
  30. Ensure that all accruals are reviewed periodically and settled especially before project closure.
  31. Ensure all aspects of Contract Management System relating to finance are completed and
    consistent with the finance system.
  32. As assigned/ required, attend oversight group meetings and raise any financial strategic
    concerns or risks and discuss financial performance
  33. Produce financial analysis as required by the project team to assist decision-making
  34. Produce financial risk-register to be reviewed monthly, and share key concerns with project
    teams as appropriate, working with them to develop mitigation.
  35. Design, calculate and record any regular key performance indicators (KPIs) for the project(s),
    providing narrative explanations for variances versus expectations where appropriate respond
    to donor questions regarding financials at any time and as required.
  36. Work with SMT finance staff to ensure banking arrangements are set up to meet donor requirements.
  37. Forecast required cash flow for the project and work with SMT to avoid any cash shortages
    or surpluses within the project(s)
  38. Manage day to day to finances, including processing invoices, expenditures etc in
    collaboration with finance & procurement departments.
  39. Work closely with others in the Finance and Operation’s department to contribute to
    CEFROHT’s systems, processes, guidelines.
  40. Liaise with internal and external auditors to manage audits, meet all requirements and
    complete any audit recommendations, coordinating other staff at all stages
  41. Share Project Management best practices and tools.
  42. Work with Project teams to ensure 100% recovery of own costs, and full utilisation of time
    across multiple projects
  43. Undertake projects or any other work relevant to the grade and functional specialty as
    directed by line managers.
  44. Provide quarterly updates on progress against objectives for review and discussion with
    immediate supervisor, the frequency of which may be reduced as deemed appropriate by
    immediate supervisor

Key Performance Indicators
To facilitate tracking of the job holder’s performance during the year, the following performance
indicators have been identified and agreed upon:
Running or functional accounting package for the organization.
Filed financial source documents with full accountabilities
Prepared monthly, quarterly and annual financial reports
Prepared financial statements of CEFROHT
Reconciled project budgets
Evidence of bank reconciliations and bank statements
Up-dated cash book and assets register.
Evidence of filed annual returns and payment of statutory deductions
Plan of activities on building staff’s capacity in financial management.
Evidence of internal and external audit reports

Essential Competencies
Knowledge in the following areas is required for this position:
-Should hold at least a Degree in Business Administration, majoring in Accounting, Finance or
any related qualifications.
-Qualification in is a must CPA; and ACCA is highly desirable;
-Must have competence in the use of Quick Books;
-Must have at least four years’ experience working in Accounts of a Non-Government/Not
for profit Organization or other entities.
The Senior Accountant will be expected to have the following skills and attributes:

– Proven accounting experience.
-Familiarity with book keeping and basic accounting procedures.
-Competency in MS office, database and accounting softwares.
-Hands on experience with spreadsheets and financial reports.
-Accuracy and attention to details.
-Ability to perform filing and record keeping tasks.
-Well organized team player and willing to learn.
-Data entry and Word processing skills.

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