Deputy Director - Finance and Administration at Light Up Hope

• Reporting to the Executive Director, the Deputy Director in charge of Finance & Administration will oversee finance, administrative, procurement, logistics and human resources functions for LUH-Africa, ensuring effective and compliant financial management and operations for the seamless implementation of program activities. S/he will lead collaboration between technical and operations staff. In addition, he/she will be responsible for enhancing financial reporting and analysis systems to provide accurate and timely financial information to the management.

Main Duties &Responsibilities:

Financial Management

• Oversee the organization's budget, ensuring that financial resources are allocated appropriately, and monitoring spending to stay within the approved budget.
• Prepare cash projections for all the programs including admin.
• Collaborate with LUH-Africa management to develop budgets, financial strategies and long-term financial plans to support the organization's goals and objectives.
• Maintain accurate and timely financial information and ensure cost control of all tasks and assignments to achieve the project objectives.
• Ensure that all financial reports and statements are developed and presented financial information to the management and relevant stakeholders.
• Prepare expenditure analysis for all the activities of the organization.
• Review all vouchers prepared by the accountant/finance officer (disbursement, receipt and general journal vouchers) for expenditures and ensure that expenses are reasonable, allowable and allocable as per the approved budget.
• Coordinate payment of invoices ensuring that they are cleared within a set timeframe.
• Review and approve fund request to ensure accountability
• Take part in resource mobilization by participating in proposal writing advising the management on finance and administration part of it.

Procurement

• Coordinate and oversee program tendering and procurement activities ensuring strict compliance with procurement policy and donor regulations
• Ensure that procurement of goods and services is carried out and documented in compliance with the local laws and organizations policies and procedures.
• Quality Assurance and Compliance
• Serve as the management’s advisor regarding processes and compliance on finance, administration, logistics, and procurement.
• Serve as the primary point person for coordination of internal and external audits.
• Monitor finance, administrative, procurement, logistics, and HR actions, assess operational risks, and propose mitigation strategies
• Ensure that appropriate checks and balances (separation of duties) are maintained, and that staff carry out responsibilities in line with the approved schedules and budgets.
• Ensure that financial transactions, including payroll and remittances to local authorities, are carried out and documented in compliance with LUH-Africa policies and procedures.
• Ensure the development of all required financial reporting to management ensuring quality, compliance and accuracy of all financial information reported.
• Responsible for providing training and capacity-building to staff, partners, and service providers on compliance with LUH-Africa’s rules, regulations, and processes.

Tools and Systems

• Lead the development and review of customized manuals, policies and procedures relevant to finance, procurement, HR, logistics and procurement.
• Ensure that adequate internal controls and risk management procedures are in place and oversee its implementation.
• Ensure staff follows best practices in file management across finance, administration, procurement, and HR.
• Ensure that the programs’ team in budgeting and activity planning.
• Personnel Management and Cross-team Coordination:
• Line manage accountant, procurement, logistics, admin and HR officers.
• Ensure the establishment of strong relationships with stakeholders including service providers.

Reporting and communication

• Provide regular updates and reports to the management on financial and administration matters.
• Coordinate the development of all the financial reports related to organization’s operations
• Promote transparency and open communication within the organization, ensuring that relevant information is shared with stakeholders.
• Review all finance reports prepared by the accountant before they are submitted to the management.

Capacity Building, Collaboration and Learning

• Training of programme staff, enumerators and any government officials engaged in Light Up Hope-Africa’s programmes on admin policies and procedures.
• Manage and regularly update a repository of all admin reports.
• Light Up Hope Code of Conduct and Associated Policies
• Adhere to the standards of conduct outlined in Light Up Hope’s Code of Conduct and its Associated Policies
• Support and promote the standards outlined in the Light Up Hope’s Code of Conduct and its Associated Policies to the various stakeholders.

Accountability:

• Promote and ensure compliance with the organizations’ policies, guidelines and quality criteria.
• Ensure that all staff are familiar with the principles underpinning accountability and quality standards.

Reporting

• The Deputy Director will report to the Executive Director. S/he will collaborate closely with the deputy Director programs and the Chief Operating Officer based in the USA.
• Supervisory

Responsibility

• The Deputy Director will directly supervise the accountant and procurement, admin and logistics officer.

Qualification Education

• At minimum, a university degree in Business, Management, Finance, Accounting, or appropriate field. Master’s degree is highly preferred.

Experience

• Minimum of five (5) years of experience, with at least ten (2) years of experience in management roles of progressive responsibility, overseeing project finance and accounting for a donor funded project.
• Experience working within the NGO sector is a must.
• Demonstrated experience in financial management tasks such as developing/updating budget projections.
• Demonstrated recent experience overseeing procurement of goods and services.
• Prior experience supervising staff.
• Experience handling or overseeing internal and external audits

Skills

• Strong leadership and supervisory skills.
• Strong project management skills
• Strong systems and strategic thinking skills and ability to set up strong management systems, processes, and tools.
• Good understanding of standard Microsoft Office programs such as Word, Excel, and Outlook and finance/accounting software used to track transactions.
• Ability to communicate/collaborate effectively across cultures and project functions, including with team members based in other countries.
• Critical thinker and self-starter, able to work with minimal supervision and within established deadlines.
• Willing to perform assigned and additional duties and work under unpredictable conditions.
• Professional fluency in English.