Director of Finance and Administration, Feed the Future Uganda Inclusive Agricultural Markets At DAI Global

FEED THE FUTURE UGANDA INCLUSIVE AGRICULTURAL MARKETS ACTIVITY (FTF IAM)

DIRECTOR OF FINANCE AND ADMINISTRATION (DFA)

POSITION: Director of Finance and Administration

PERIOD OF PERFORMANCE: o/a August 1, 2022 – October 15, 2024

BASE OF OPERATIONS: Kampala, Uganda

POSITION REPORTS TO: Chief of Party

Project Background:

The Feed the Future Uganda Inclusive Agricultural Markets Activity (FTF IAM) works with agro-industry/agribusiness firms, Government of Uganda institutions and agencies, and market actor organizations on creating efficiencies in cross-market functions that enhance systemic changes to sustainably increase incomes and improve the livelihoods of households through agriculture-led inclusive economic growth. The Activity contributes to the Global Food Security Strategy (GFSS) Uganda Country Plan goal of reducing hunger, malnutrition, and poverty, as well as the USAID/Uganda Country Development Cooperation Strategy (CDCS) 2016-2021 5-year goal of strengthening Uganda’s systems to accelerate inclusive education, health, and economic outcomes. The Activity works throughout the Feed the Future Uganda Zone of Influence (ZOI), which covers 38 districts spread across four regions of Uganda.

Role’s Purpose:

The Director of Finance and Administration (DFA) will oversee operations for all activity offices in Uganda. This includes oversight of procurement, grants, logistics, human resources, accounting, finance, and records. The DFA will be responsible for managing the contract budget and preparing financial reports for submission to USAID. The DFA will ensure funds expended are compliant with USG regulations and policies and will implement fraud mitigation practices and ensure systems and processes are implemented effectively to support implementation of the Activity.

Operations serve a critical role in the delivery of program activities to beneficiaries and partner organizations. In this regard, the DFA will work closely and report to the Chief of Party, who provides overall leadership to the Activity. Four major functions that support programs will fall directly and indirectly under the DFA position: 1) Operations and Program Management; 2) Financial Management; 3) Program & Human Resources Administration; 4) Procurement and Grants.

Objectives and Duties:

The DFA will be responsible for the following:

Operations Management

Review key project protocols, processes, and guidance, in conjunction with operations, finance, communications, logistics, grant, and monitoring and evaluation (M&E) teams, recommending design improvements and efficiencies where needed.
Implement schedule of authorities that empowers project staff with more latitude and responsibilities. Maintain and oversee the workflow processes for operations, finance, logistics, procurement, and human resources.
Ensure activity budgets are developed, led by the Finance Manager, in cooperation with technical teams, maintaining a master collation of activity budgets that details activity priorities and resource needs.
Maintain legal standing of the entity registration in Uganda and ensure the entity is remaining compliant with all mandated tax compliance reporting.
Liaise with HO Operations and Systems team to ensure Annual Tax reporting is completed for DAI Global, Ltd.
Oversee responses to internal and external financial/compliance audits.
Supervise the day-to-day performance of direct reports, ensuring that they understand their roles, coaching them to succeed and providing them with feedback and technical and administrative support that they require in meeting their performance objectives.

Financial Management

The DFA will be responsible for the financial management, including quality controls, cost reporting, and tracking. The DFA will provide recommendations on the overall financial management and performance of the project and work in close collaboration with the home office delivery team to monitor costs. In addition, the DFA will empower the Finance Manager and Finance and Logistics Officers and provide management oversight and quality control of the finance team’s tasks. Detailed duties include:

Regularly participate in weekly calls with the home office and support the maintenance and updating of the project budget and budget pipeline.
Mitigate project risks and protect the project against fraudulent practices through adherence to the program’s schedule of authorities.
Ensure strict implementation of a sound internal control system and take appropriate actions against any violation of the system.
Oversee financial and accounting systems controls and standards, ensure that financial internal controls are sufficient and based on DAI and industry best practices, such that cash management processes are secure, data is valid, and financial reporting is reliable, timely, and accurate.
Review DAI invoices prior to submission to USAID for accuracy.
Ensure VAT reporting is completed quarterly and submitted to USAID.
Approve payment requests
Review and approve financial vouchers.
Release bank payments and hold bank signatory authority for the activity; provide quality control and risk management for finance functions.
Conduct the following spot checks for sound financial management: monthly outstanding advance check, payable/invoice report for outstanding payments or erroneous entries for vendors; review bank reconciliations through FAS.
Conduct monthly Non-Billable Review with Finance Manager and report back to HO. Provide additional supporting memos as needed and/or appropriate bill-throughs.
Conduct monthly budget pipeline review.

Program Administration and Human Resources

The DFA will provide management oversight and quality control for the administrative operations of the project, including supporting human resources, inventory management, and reporting. The DFA will work with the operations team and Senior Management to ensure that operating policies and procedures comply with USAID and DAI standards. Detailed duties include:

Establish and maintain personnel policies to ensure compliance with local labor law, tax law, and USAID regulations, requiring consultations with local lawyers as may be necessary.
Review all necessary legal documents, and ensure that the developed documents are in compliance with USAID regulation as well as with DAI at all times.
Foster, in collaboration with the COP and Senior Management, a working environment of high ethical standards and morale, mutual respect, understanding, trust, and cooperation among all staff members that delivers results and maximizes performance outcomes.
Review all employment agreements
Serve as arbitrator and point of contact during labor disputes
Support Administration and Human Resources Officer to ensure annual review process is completed and compensation is fair and in line with DAI and USAID policies.
Support Administration and Human Resources Officer and Procurement Officer in inventory management, including conducting spot checks.
Review disposition plans in line with annual workplan.
Act as the Regional Security Focal Point, ensuring security plan is updated annually and disseminated to staff. Ensure phone tree is updated.
Share security alerts with travelers and all staff as appropriate.
Support Administration and Human Resources Officer to keep up to date with changing labor laws/acts ensuring these changes are reflected in employment agreements and project policies.
Review and approve proposed salary offers and/or adjustments, keeping in line with DAI policies and the USAID Local Compensation Plan as prepared by the Administration and Human Resources Officer.
Submit personnel approval requests and supporting documentation to USAID for new hires as necessary.

Program Procurement and Grants

The DFA will provide management oversight and quality control for the operational and technical procurements as well as grant administration. The DFA will work closely with program leadership and staff to ensure that operating policies and procedures comply with USAID and DAI standards. Detailed duties include:

Work with the Procurement Officer to complete procurement plans, in line with annual work plan.
Provide input and support to technical teams on travel, logistics, and quality delivery of country-level initiatives and activities, including workshops, trainings, forums, and other high-visibility events.
Oversee procurement and grants team and provide quality control and risk management for their functions.
Review/draft all requests to USAID CO for procurement approvals.
Approve all procurements over SOA threshold.
Review and approve all requisitions over SOA threshold.
Review all RFAs and liaise with HO for approval.
Submit all Requests for Grant Approval to USAID as required by USAID contract.
Ensure Environmental Review Forms are completed and submitted to USAID as required by USAID contract and ensuring environmental compliance of the grants.

Supervisory Responsibilities:

Supervise the Grants Manager, Finance Manager, Procurement Officer, and Administration and Human Resources Officer.
Train and support the staff members to understand the rules and regulations surrounding matters relating to Activity operations, finance, and HR.
Provide mentorship to team members to improve individual performance and foster employee growth.

Reporting:**

The DFA will report to the Chief of Party.

Qualifications:**

Minimum Requirements:

Bachelor’s degree in Accounting, Business Administration or related field or a Certified Public or Chartered Accounting qualification. (Note: Education requirements are a preference and are highly desired.)
A minimum of 9 years of experience managing finance, procurement, contracts, logistics and/or human resource related matters for international development activities of similar dollar value.
Demonstrated supervisory experience.
Experience in managing donor funded procurements and subcontracts/grants.
Working knowledge of and experience with USG-funded program management, policies, regulations, and procedures.