Finance, Admin and HR Manager Job Opportunity at International Alert International

Job Title Finance, Admin and HR Manager

Job location Kampala, Uganda

Contract Duration Permanent

International Alert International Alert is a 25-year old independent peacebuilding organisation. We work with people who are directly affected by violent conflict to improve their prospects of peace. And we seek to influence the policies and ways of working of governments, international organisations like the UN and multinational companies, to reduce conflict risk and increase the prospects of peace.

We work in Africa, several parts of Asia, the South Caucasus, the Middle East and Latin America and have recently started work in the UK. Our policy work focuses on several key themes that influence prospects for peace and security – the economy, climate change, gender, the role of international institutions, the impact of development aid, and the effect of good and bad governance. We are one of the world‟s leading peacebuilding NGOs with more than 155 staff based in London and 15 field offices.

Description

International Alert has worked in the Great Lakes region for over a decade, starting operations in Uganda in 2007. The Uganda programme is based on a political economy analysis of conflict dynamics.


Vision
To contribute to a more peaceful and stable Uganda. Goal
To promote national reconciliation using economic and private sector approaches. Strategic objectives 
Provide analytical leadership on the links between economy and conflict/ economy and peace in Uganda;
 Foster business champions of peace;  Harness the potential contribution of oil to peaceful development;  Facilitate efforts to build a peace economy in Northern Uganda. Job Purpose

Reporting to the Country Manager of Alert Uganda, the post holder will support Alert Uganda staff and partners and contribute to the programme‟s impact and sustainability by assuming overall responsibility for the finance, HR and administration function, in line with Uganda‟s laws and Alert‟s international policies and procedures. S/he will also provide occasional support to other Alert finance, HR and administration staff and partners in the region, as required. Duties and Responsibilities Lead efficient running of office administration  Proactively establish, document, maintain and update comprehensive administrative systems in line with Uganda‟s laws and Alert‟s international policies and procedures  Update and maintain Alert Uganda „Staff Handbook‟ setting out relevant policies and procedures  Train all staff on Alert Uganda administrative systems as appropriate

 Ensure efficient vehicle management and safety, systematically overseeing all aspects of maintenance, fuel usage and driver responsibilities

 Maintain an inventory of all Alert assets  Identify and liaise with suppliers and ensure best value for money and transparency in all procurement  Ensure that IT and communication systems and support are in place and are working efficiently at all times  Develop and implement office health and safety policy

 Ensure office lease and utilities are well maintained, including through ensuring functional power back-up

 Innovate in order to ensure office comfort and cleanliness, maintenance of equipment and furniture, planning for and overseeing any moves or expansions

 Lead the development, monitoring and regular updating of Alert Uganda‟s security plan

 Proactively monitor the security situation around Uganda and keep colleagues up-to-date

 Oversee effectiveness and timely renewal of office insurance policies

 Oversee timely renewal of Alert NGO board certification and ex-pat staff work permits, further monitoring government regulations that are relevant to INGO work  Support Alert partners in office administration issues as required  Liaise closely with Alert‟s Facilities Team in London. Lead strong HR function  Lead proposed revision of comprehensive HR systems in line with Uganda‟s laws and Alert‟s international policies and procedures, including through peer consultation and discussion with Alert‟s lawyer

 Lead staff training on Alert Uganda HR systems, ensuring all aspects are well understood and observed

 Oversee all aspects of HR management, ensuring compliance with Alert Uganda‟s HR policies, systems and procedures

 Oversee and coordinate inductions of new staff

 Support programme staff in conducting timely and properly documented performance management, maintaining full HR files at all times  Develop proposals for proper use of staff contingency fund  Manage identification and sourcing of relevant training opportunities for staff

 Support managers in building staff capacity, team spirit and confidence in all areas
 Liaise closely with Alert‟s HR Team in London on any issues arising and as required. Oversee proper management of the finance function

 Oversee the office finance function through proactive support to the Finance Manager, back-stopping as required

 Ensure comprehensive finance systems in line with Uganda‟s laws and Alert‟s international policies and procedures are in place and regularly updated, taking a lead in anticipating and proposing changes required to the Alert Uganda Finance Manual

 Assume overall responsibility for financial reporting, ensuring compliance with any legislative and donor requirements  Ensure office accounts are maintained in accordance with Alert‟s finance systems and donor requirements  Monitor bank accounts (including reconciliations)  Ensure Alert‟s tax payments and other statutory obligations such as NSSF are administered in accordance with Ugandan law

 Ensure monthly and quarterly financial reports as well as expenditure forecasts are produced in timely fashion

 Ensure that all expenses are authorized, with correct segregation of duties, and efficiently processed

 Work with Finance Manager to train all staff on Alert Uganda finance systems as appropriate

 Support NGO partners in the development of sound finance systems and the management of funds, as required  Support the Country Manager by developing new project budgets as required

 Liaise closely with the Great Lakes Programme Finance Manager and Alert‟s Finance Team in London, ensuring streamlined finance management between Uganda and London, and providing required information in require formats. Strategic Inputs

 Participate in the development and implementation of the Alert Uganda Country Strategy and be an active team member

 When delegated, represent Alert Uganda and participate in conferences and seminars  Support Country Manager in donor liason and fundraising Regional role

 Support the development and maintenance of appropriate finance, HR and admin systems in other Great Lakes programme country offices as required

 Be an active member of the Great Lakes programme. Travel requirements This position is based in Kampala with possibility of some travel around Uganda and the wider Great Lakes region (not more than three months per year), as well as occasional visits to London.


PERSON SPECIFICATION
Education Essential
Desirable Education University Graduate Qualification in Management ACA/ACCA/CIMA (part qualified)

Experience
Essential Desirable At least 8 years‟ experience in administration, HR and finance for an international NGO project/office including management of vehicles and other assets Management of security Accounting for funds from international funders

Supervision and monitoring of logistics personnel/driver/guards, etc. Knowledge & Skills Essential Desirable Excellent understanding of Ugandan legal and labour law requirements for INGO management Good interpersonal skills and relations, particularly working with a team of diverse people of varying cultural, ideological, political backgrounds. Excellent level of verbal and written communication in English Excellent computer literacy and knowledge of Microsoft Office applications - Word, Excel, Power point, internet, etc.

IT networking and maintenance Good knowledge of accountancy packages Experience of using Sun Systems Team player Ability to meet deadlines Personal Qualities Essential Desirable Hands-on leadership and demonstrated initiative Efficiency Commitment to Equal Opportunities and to the aims and values of International Alert as contained in the Alert Codes of Conduct Personal and professional integrity Flexibility and a “can do” attitude Sensitivity and discretion

Summary Terms and Conditions
Leave entitlement 21 working days per year plus Uganda statutory holidays. Notice period

There will be an initial six months probationary period during which notice will be one week on either side. Thereafter notice will be two months on either side. Working hours Full time staff is expected to work a standard 40 hours per week, Monday to Friday with some flexibility to be agreed with the line manager. Other This is a national position and only open to individuals with the right to work in Uganda. To apply, please send a cover letter and CV to uganda@international-alert.org, no later than 19th May 2011.