MINISTRY OF FINANCE, PLANNING AND ECONOMIC DEVELOPMENT THE THIRD FINANCIAL MANAGEMENT AND ACCOUNTABILITY PROGRAMME (FINMAP III) TERMS OF REFERNCE

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1 MINISTRY OF FINANCE, PLANNING AND ECONOMIC DEVELOPMENT THE THIRD FINANCIAL MANAGEMENT AND ACCOUNTABILITY PROGRAMME (FINMAP III) TERMS OF REFERNCE HEAD FINANCE AND ADMINISTRATION A. BACKGROUND The Government of Uganda is implementing the Third Financial Management and Accountability Programme (FINMAP III) with the primary purpose to strengthen Public Financial Management (PFM) at all levels of government and ensure efficient, effective and accountable use of public resources as a basis for improved service delivery. FINMAP III has been designed within the objectives of the Accountability Sector, aimed at ensuring value for money, accountability, compliance with standards, contributing to economic growth, and improving the quality of service delivery in the public sector in harmony with the National Development Plan (NDP) and Vision The overall objective FINMAP is derived from the GoU PFM Reform Strategy for the four year period from July 2014 to June 2018 (the Uganda PFM Reform Strategy or the Strategy ) which was launched in August The contribution of FINMAP as the prime framework for implementation of the Strategy is set out in the Action Plan for the period of four years from July 2014 to June 2018, and the respective Annual Work Plans, Procurement Plans and Budgets pertaining thereto, which together form the Programme Implementation Document or PID. In line with the strategy, FINMAP aims to encourage effective service delivery through reinforcing mechanisms for budget credibility, compliance and control; and to improve financial management practices through implementation of automated financial management systems. A large component of FINMAP is focused on deepening and expansion of the Integrated Financial Management Systems (IFMS) to Central Government Agencies, the mid-range Integrated Financial Management Systems (Tier 2 IFMS) to a number of Local Governments, the Integrated Personnel, Payroll and Pension System (IPPS) to all entities, the Computerized Education Management System (CEMAS) to eight public universities and implementation of e-procurement. The Ministry of Finance, Planning and Economic Development (MoFPED) has the overall responsibility for implementation of the Programme; and the Deputy Secretary to the Treasury will act as the Task Manager. FINMAP will consist of Components (together with their respective sub-components where applicable), each Component led by a manager ( Component Manager ) as detailed in the PID to address the following schematic areas: (i) Macro Economic Management. (ii) Budget Preparation and monitoring (resource allocation- sustainable budget). (iii)fiduciary Management in Central Government (financial discipline and control, asset management, procurement, payroll and pension management and accounting and 1

2 reporting). (iv) Oversight and Scrutiny (Procurement regulation, external audit, internal audit, Parliamentary scrutiny). (v) PFM in Local Governments. (vi) Governance and external environment (Programme Coordination and Sustainability). The programme is funded by the Government of Uganda as well as a number of development partners including the Department for International Development of the United Kingdom, European Union, Norway, Denmark, Germany (KFW), Sweden. There is also cooperation at various levels with the World Bank, International Monetary Fund (IMF) and Irish Aid. FINMAP employs close to 200 consultants and contract staff. Twenty five (25) are deployed in the coordination office while the rest support to implementation of component activities. Government seeks to recruit an exceptional and dynamic professional with proven track record for the position of Head Finance and Administration with the detailed requirements below B. JOB OBJECTIVE Reporting to the Programme Coordinator, the requirement of thefinance and Administration Specialist / Head Finance and Administration is to: 1. Head the Accounts and administration Division of the Programme Coordination Office. 2. Oversee all aspects of financial, administration and general management and ensure that programme policies and procedures are effectively implemented and complied with. 3. Ensure efficiently and effective utilization of programme resources. C. Job duties and responsibilities 1. Prepare the programme budget and expenditure plans consistent with activity work-plans in collaboration with the Head of Planning, Monitoring and Evaluation, the Programme Coordinator and Component Managers. 2. Be in charge of overall supervision and management of the programme financial accounting, budgetary control and risk management systems and the preparation of programme financial reports as required by Development Partners and GoU for all bank accounts under the programme. 3. Develop the programme financial management manual within the programme financial management framework and in compliance with GoU and Development Partners financial requirements and ensure that it is adhered to. 4. Establish, implement and regularly review a system of internal financial control in compliance with the Financial Management Manual. 5. Ensure the implementation of all financial provisions set out in the Financing Agreements. 2

3 6. Carry out quarterly analysis of component budget performance and advise Component Managers and all relevant parties to ensure planned activities are within available resources. 7. Follow-up on disbursements and ensure timeliness and adequacy of funds at all times to implement programme activities, and liaise with component managers to ensure timely accountability for funds disbursed to them. 8. Liaise with the internal auditor of MFPED and external auditors, to ensure the proper and timely management and administration of all audits for the programme in line with Financing Agreements, take necessary steps to ensure that all audit queries are appropriately dealt with. 9. Ensure maintenance and proper record keeping and reporting of all financial transactions as required of the programme by the Government and Development Partners. 10. Prepare quarterly and annual financial statements and report on material variances in compliance with financial reporting requirements of GoU and Development Partners. 11. Handle all matters of general office operation and administration, human resources management and development including implementation of the programme staff structure, performance management, payroll management and staff welfare. 12. Develop and operationalize the programme Human Resources Manual to provide a framework for matters related to the management and administration of members of staff of the Programme Coordination Office. 13. Perform any other duties incidental to the above as may be assigned by management from time to time. D. Outputs Finance and Accounting 1. An efficient and effective financial management system. 2. Programme Annual and Quarterly Budget Estimates consistent work plans implemented. 3. A Financial Management manual and guidelines. 4. Quarterly Certificates of Bank Balances. 5. Programme quarterly and annual audit reports. 6. Quarterly, Semi-Annual and Annual Financial Reports. 7. Up to date programme Assets Register. 8. Properly completed programme financial records and documents. 9. Quarterly Progress reports on implementation of recommendations in audit reports. 10. Bank accounts reconciled within acceptable timeframe. 11. Monthly financial performance reports to Component Managers. 3

4 Operations and Administration 1. Up-to-date budget and expenditure plans. 2. Monthly Programme staff payroll and payment reports. 3. Quarterly, Semi- Annual and Annual Reports on performance of consultants. 4. Logistics schedules and updates thereof. 5. HR management report. 6. Updated staff files including staff Performance Plans and appraisals reports. 7. Up to date stores register. 8. Consolidated programme staff training plans and reports. E. Performance Reporting Obligations of the Head Finance and Administration 1. Quarterly Budget performance reports. 2. Half-yearly report to the Task Manager, on the overall performance of the programme. 3. Quarterly Internal Audit Reports. 4. Any other Reports as may be requested by Government from time to time. F. Job Requirements i) Competences Knowledge 1. Understanding of GoU financial management Policies/regulations. 2. Understanding of accounting for donor funds. 3. Understanding of risk management practices. 4. Understanding GoU administrative procedures. ii) Skills 1. Advanced information technology skills and expertise, including the operation of automated financial management systems. 2. Good communication skills. 3. Excellent interpersonal skills, including the ability to relate well with a multiplicity of stakeholders. 4. An unquestionable level of personal integrity. iii) Education 1. An honors degree or its equivalent in accounting, finance, business administration, or related discipline from a recognized University is a requirement. 2. Professional certifications in Accounting is a requirement 3. An advanced degree in a related field from a recognized University is a requirement. 4. Training in human resource management and administration is an added advantage 5. Training in project management is an added advantage. 4

5 iv) Experience 1. A minimum of eight (8) years working experience in managing public sector programmes specifically with development partner funded programmes and/or projects is required, with at least four years in a similar position in an organisation of comparable complexity. 2. Demonstrated experience in management preferably overseeing a Finance and human resources function previously G. Contract Duration The successful candidate shall be appointed on contract basis for a period of one year which may be renewed based on need and satisfactory performance. H. Reporting Arrangements The consultant will functionally report to the programme Coordinator. 5

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