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Job Summary

The Senior Finance and Admin Officer will ensure compliance with financial protocols through accurate financial bookkeeping and reporting.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 5 years

Job Description

ABOUT US
Over 250 million children under age five globally do not get the early childhood care and education (ECCE) they need, leading to poor health, poor education, lost life opportunities and poverty. Lively Minds is an award-winning Non-Governmental Organisation tackling this crisis in rural Ghana and Uganda. 
 
We believe that one of the main barriers to ECCE is that parents in remote, resource-poor villages lack the information, education and aspiration to provide basic and affordable opportunities for their children. We have developed an innovative, behaviour-change programme that empowers marginalised, poorly educated Mothers to run educational Play Schemes for preschoolers, and to provide better home-based care using cheap, local resources. Not only does this result in positive outcomes for child development, but it also has positive impacts for the Mothers too.

At Lively Minds, our values focus on how we can empower communities to implement creative, sustainable solutions, meet community needs and protect human rights. These guide us in everything we do and we expect all staff and volunteers to share these commitments. 

ORGANISATIONAL STRUCTURE AND ROLES
Lively Minds is a partnership between 3 organisations: Lively Minds UK, Lively Minds Ghana & Lively Minds Uganda. Lively Minds Ghana and Uganda implement the activities in the field. They are supported by our global senior management team (some of whom are based in the UK and others are mobile) - which currently is made up of the CEO, COO, Ugandan & Ghanaian Country Directors, Head of Monitoring & Evaluation, International Finance Manager and Curriculum Coordinator. 

These are exciting times for Lively Minds. Our programme in Uganda is in a test and position-for-scale stage with the long-term aim of national roll-out. Our long-term goal is for the programme to be adopted in several countries in the developing world, so that it can have a large impact in tackling the global early childhood development crisis.

We are looking for a Uganda Senior Finance and Administrative Officer to support the development and implementation of a sustainable scale strategy and to ensure our financial management is robust and sustainable as we go through this period of growth. The Senior Finance and Administrative Officer will manage 3 office support staff and ensure Lively Minds is compliant with financial protocols by producing accurate financial reports and submitting to the International Finance Manager, maintaining systems and policies and working with auditors to ensure accountability. Key responsibilities for the role include: maintaining financial controls; ensure accurate transaction entries into finance system and ensure associated backing documentation in maintained; staff management; financial reporting. The Senior Finance and Administrative Officer will report to the Uganda Country Director with some line of sight by the International Finance Manager. This is a unique opportunity to be involved in managing financial processes and ensuring value for money to enable the charity to prioritise spending towards the most impactful projects during a period of scale

MAIN DUTIES AND RESPONSIBILITIES 
Recording, Reporting and Budget Preparation
• Be responsible for accurate financial transaction entry and record keeping;
• Support the International Finance Manager in preparing monthly, quarterly and annual reports to the Senior Management Team and Board of Trustees to review changes in income and expenditure to agreed deadlines;
• Produce month end reconciliations for review by International Finance team;
• Manage the payroll process including any associated tax payments;
• Provide information for annual audits, interacting and liaising with auditors
• Assist in the preparation of annual budgets and reconciliation for projects;
• Manage the organisation’s cash and banking system and collation of receipts;
• Maintain a finance risk assessment to feed into the Risk Register;
• Support International Finance Manager to create the budgets, financial information, documentation and materials for funding proposals;
• Support International Finance Manager to coordinate the provision of information for feeding into financial reports for funders, ensuring mechanisms to track and report against restricted income are robust;
• Support in selection, negotiation, and invoicing of subcontracts, consultants, rental agreements, etc. 
• Ensure strict financial control policies are followed and assist with internal audits;
• Support with other administrative duties as required such as data entry, photocopying, purchasing stationery.

Team Management and Governance
• Nurture a positive working environment and promote/champion the financial practices, policies and objectives across the entire team;
• Actively manage the performance and build the capacity of 3 direct reports through training, coaching, holding 1-to-1s, setting performance goals, appraisals, developing new policies and practices, ensuring robustness of financial documentation 
• Where necessary interview, recruit and train staff and/or contractors 
• Oversee payment cycles and cash management systems, overseeing transitions to new financial systems
• Interact and liaise with the Senior Management Team as required
• Ensure that the Statutory Accounts for all entities are prepared: ensuring internal information is collated and provided, external auditors are instructed and deliver to standard.
• Ensure Lively Minds Uganda is compliant with tax, regularity and legal requirements (e.g. payroll, tax, NGO registration, insurance, registrations with regulatory authorities)
• Maintain asset register. 

Financial Management 
• Ensure that Lively Minds Uganda’s financial systems, policies, procedures and internal controls and audits are robust, compliant and support current activities and future growth;
• Lead small team of support staff and office management duties;
• Participate in monthly financial reviews with International Finance Manager and ensure timely production of monthly, quarterly and annual financial reports;
• Work with the International Finance Manager to ensure processes and controls are in place to oversee the day-to-day operation of financial systems and resources, including cash flow monitoring, bank reconciliations, invoicing, banking, petty cash and payroll, stock control;
• Manage purchasing and procurement activities including supplier management and ensure value for money;
• Open/maintain bank accounts and liaise with banks.
Support to Government and Strategic Development
• Support the development of financial systems so that direct financial support is provided to local government partners and they are able to take on responsibility for and account for programme budgets;
• Work with programmes team and International Finance Manager to build the capacity of local government partners in financial management, procurement, and budgeting so that they will eventually be able to fund and sustain the Lively Minds programme themselves;
• In the longer term, support the work at national government to identify ways to integrate the programme into and fund it from existing budgets and budget cycles

PERSON SPECIFICATION 
Essential skills and qualifications:
• Minimum of 5 years’ experience producing management and statutory accounts, month end reconciliations and forecasting
• Experience of implementing and maintaining strong financial controls across the finance function
• Professional accounting qualification (ACCA, CIMA or equivalent) is preferable but candidates QBE will also be considered 
• Experience of managing a small team
• Excellent communication skills (written and oral)
• Wide experience of working with auditors.

Desirable skills and qualifications:
• Experience working with remote teams.

COMPETENCIES
To succeed in this role you will be expected to consistently exhibit the following core and leadership competencies at a high level:

Core Competencies
Thinking and improving - Uses a structured approach to analyse situations and identify SMART solutions and improvements
Ownership and quality of work- Effectively manages and takes accountability for own work and work of teams ensuring timely delivery of high-quality work
Mission Driven (Client Oriented)- Demonstrates commitment to the mission of the organization as a whole and works to effectively engage stakeholders (including government, communities, parents, children) to achieve maximum impact.
Internal Team Collaboration - Helps colleagues as needed, views responsibilities as shared, and effectively engages stakeholders (internal & external)
Communication - Uses effective written and oral communication with internal staff, teams, stakeholders, and communities served
Initiative - Proactively seeks opportunities to contribute to the team and improve the organization as a whole by actively integrating goals, values, and mission; demonstrates positive and solution-oriented attitude
Financial Accountability – Upholds financial policies and procedures and exhibits utmost financial accountability to the organisation, our donors and beneficiaries to ensure transparency and quality of records, value for money, and efficient use of resources.

Leadership
Change Management - Effectively prepares for and guides teams through changes, both small and large making them feel safe, engaged and supported. 
Decision-making- Effectively structures and facilitates decision-making processes;
makes and owns team decisions effectively and responsibly to improve organizational health and impact
Develops and motivates others- Motivates others, supports their development through strong coaching and mentoring and builds strong relationships with colleagues; fosters effective teams and collaborative interactions
Strategic thinking- Considers the future of the organization proactively and responsively; considers limitations and resource constraints; weighs diverse inputs to inform strategies; identifies innovative opportunities 
Values and prioritises inclusivity- Consistently sees, learns from, and takes strategic action related to diverse perspectives; and demonstrates the self‐awareness and behaviors to work with stakeholders (of various identities and levels of power) respectfully and effectively. Actively seeks to build and retain a diverse workforce and fosters an equitable inclusive workplace.
Initiative and results driven- Makes and executes strategic plans ensuring alignment to overarching objectives to enhance intended impact, adjusting course as needed

HOW TO APPLY

Please complete the survey at the following link by 5:00 pm Wednesday, 28 October, 2020:  https://www.surveymonkey.com/r/YRBNNPL  

Please note that due to resource constraints, we will only respond to shortlisted candidates.  Those shortlisted will be invited to submit a CV and cover letter.  
Lively Minds operates a strict Child & Vulnerable Adult Protection Policy and the post-holder will be required to demonstrate their suitability for this role. 
Lively Minds | Find out more at www.livelyminds.org

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