Job Summary:

The responsibility of the Regional Finance Controller is to ensure the programme’s appropriate financial and grant management, both the donor contract management and compliance (ensuring donor rules are applied and respected, donor reports are prepared and submitted timely and with the needed accuracy, other donor requirements are met, etc) and the sub grants management and oversight, as per CARE relevant policies. The staff will work with respective CARE units both in CARE Uganda, CARE DRC, CARE South Sudan and CARE Germany to review and consolidate all forecasts and financial reports for all parties involved, consisting of general ledgers generated by the respective finance software as per the donor requirements stipulated in the IPIA. The job holder will support assigned initiatives to run an efficient budget management and guide the programme staff and finance on donor requirements/guidelines and rules of managing the Grant.

Key Responsibilities

·        Review and consolidation of the financial report from all regions, that is, Care Uganda, Care DRC and Care South Sudan using correct template and ensure timely submission as stipulated in the IPIA.

·        Prepare the consolidated forecast for the project incorporating input from all implementing country offices using the template provided for in the IPIA.

·        Recommend budget revisions for both grants and sub-grants as needed based on financial and expenditure reports analysis and on donor rules and regulations related to budget flexibility.

·        Review and contribute to the grants narrative reports to ensure consistency with financial information and partner reports and information.

·        Conduct compliance and financial management trainings for all staff that are supporting the project.

·        If donor requires that external audits are conducted, lead the entire audit process to ensure timely and quality realization of audits, including the procurement of the audit firm, the agreement on the TOR, overseeing the implementation of the audit, reviewing, and commenting on reports till satisfactory finalization of the audit, etc (all in compliance with CARE standards).

·        Ensure inception and close out meetings are held and documented as per CARE policy with participation of all relevant departments (program team, administration, finance, HR) so that a common understanding of each new initiative is built quickly across all relevant departments of CARE;  During these meetings, the Regional Finance Coordinator will present the specific donor rules and regulations that all staff and partners will need to abide with, with a focus on financial management and budget flexibility, procurement rules, any special per diem rates, any special requirements (e.g. stamping invoices, etc);

·        Run monthly expenditure reports for the grant (ensuring partners’ financial reports are captured) and submit to Project team for joint review and analysis.   

·        Conduct ongoing and close monitoring of sub grantee performance, analyzing results versus Scope Of Work jointly with program, conducting regular visits to the partners and their activities / beneficiaries, analysing expenditure versus budget and expenditure versus realized activities, etc

·        Advise the program and DMC on need for modifications to agreements (e.g., extensions, earlier terminations, change of approved amounts, revisions of budgets, etc) and supports program to prepare necessary documentation for approval of modification by DMC. 

·        Prepare modifications to partner agreements and submits to DMC for approval.

·        Any other tasks as requested by the Supervisor. 

1.        Contacts/Key Relationships/Collaboration:

Internally in CARE Uganda, the Regional Finance Coordinator will report administratively to the Head of Grants & Compliance and functionally to Care Germany financial controller. He/She will work closely with the Programme team, Care Uganda, Care Germany, and the other country offices. S/he will keep daily contact with the staff working in the assigned projects; with staff members in the Country Office that provide management, financial and logistical support to the programme. Externally, the Regional Finance Coordinator will maintain regular contact and dialogue with all implementing Country offices, partners, auditors, other INGOs supporting common partners and organizational development and capacity building service providers that CARE and partners might want to contract.

2.        Authority:

The Regional Finance Coordinator has the responsibility for financial programme monitoring and control. S/he has authority to recommend for Regional Program Coordinator’s approval of Care and partners’ financial reporting and payments of new instalments.

3.        Working Conditions:

The Regional Finance Coordinator will be based at CARE's Country Office in Arua and have occasional field visits in Kampala, DRC, South Sudan, and participation in regional and international activities. The expected time spent on travelling is 50%.

4.        Qualifications and behavioral competences: