Finance and Administration Director job at ThinkWell

Background information about the job or company (e.g., role context, company overview)

ThinkWell Uganda is recruiting a Finance and Administration Director to support the establishment, coordination, and management of operational functions in a new USG State Department-funded program.

The F&A will directly report to Chief of Party (COP), but will have matrixed reporting responsibilities to the CFO and the Operations team . The F&A Director leads operational responsibilities in office setup and administration, human resources, procurement, and financial reporting and tracking, deploying field team for verification activities. The F&A Director brings strong operations, financial, HR, procurement, and people management skills as well as broad understanding of Ugandan law, USG compliance and regulations, and financial operating requirements.

This is a full-time position based in the ThinkWell office in Kampala, Uganda.

Please note: Ugandan nationals are encouraged to apply. This position includes a national benefits package and does not include international relocation or expatriate benefits. This position is contingent upon funding.

What you'll do

Office Administration and Management

• Supervise operations staff, a team approximately of 5 finance and admin staff members
• Plan and monitor all office responsibilities (supplies, IT, human resources, procurement, communications, utilities, contracts for office services)
• Procurement leadership (vendor management, manage IT equipment and service provision, office, staff and equipment insurance)
• Support the establishment and growth of the ThinkWell country office, including government registration, tax registration and liaison activities, administrative duties, legal and compliance requirements, logistics and procurement.
• Oversee the vendor managing IT security for the office.
• Assist ThinkWell with the transition from the Professional Employer Organization (PEO), once ThinkWell's registration is in place.
• Prepare correspondence and provide administrative support during meetings.
• Provide oversight in the day-to-day running of the office (transport and accommodation bookings, human resources, organizing meetings, managing the inventory lists, knowledge management oversight for keeping accurate and up-to-date records of all financial and contractual documentation related to program)

Procurement responsibilities:

• Supervise operations staff related to Procurement
• Lead and oversee project procurement planning and implementation, ensuring goods and services are procured timely, competitively, transparently, and in compliance with organizational and USG requirements.
• Develop and maintain the annual procurement plan, aligned with approved work plans, budgets, field operations, and verification schedules.
• Oversee procurement processes, including solicitation, bid evaluation, vendor selection and vetting, contracting, purchase orders, and documentation, while ensuring appropriate segregation of duties and internal controls.
• Establish and maintain a reliable pool of prequalified vendors and service providers, including a driver pool to efficiently deploy technical teams.
• Monitor vendor and contract performance to ensure quality, value for money, timely delivery, and compliance with contractual terms.
• Oversee finance, technical teams, and the COP to forecast procurement needs and prevent procurement delays from affecting project deliverables.
• Ensure complete and audit-ready procurement records and address procurement-related findings arising from internal reviews, external audits, or compliance assessments

Financial Management

• Supervise Ugandan finance/accounting staff
• Ensure proper accounting of all project transactions using ThinkWell's accounting system and in line with ThinkWell Global policies, local government and donors' requirements
• Manage banking and petty cash operations and ensure monthly reconciliation of local bank accounts and petty cash (receipt of funds, movements of funds in the accounts of the institution and payroll).
• Maintain, analyze and reconcile balance sheets and submit accurate monthly financial reports in a timely manner.
• Process invoices after securing proper approval
• Ensure statutory compliance with various local laws and maintain financial files and support audits.
• Ensure timely remittance of compulsory items
• Support the revision and/or formulation of country office manual outlining processes, policies and procedures
• Develop and maintain filing system for financial documents in readiness for audits or tax reporting purposes and participate in financial audits
• Oversee program budgets, update budget versus actual spending analysis, and ensure Country Manager and Chief of Party are aware of any significant variances and advise on ways to mitigate the identified risks
• Assist in proposal development, budget realignment or modification, reporting

Human Resources

• Supervise office staff and HR staff.
• Coordinate with Talent team to manage local staff recruitment.
• Work with program home office team to develop and manage a payroll system for local staff, including the calculation and remittance of tax and other statutory requirements.
• Support new hire onboarding and introductions.
• Manage staff contracts for approval.
• Manage and maintain a secure, confidential HR filing system.
• Support the Country Manager and COP in the implementation of the performance management system.
• Coordinate with Talent team to support staff development and compliance activities and trainings.
• Maintain employee records according to policy and legal requirements.

ThinkWell core values are our fundamental organizational guiding principles. They define our corporate culture, influence our behavior at work and help us achieve our mission. Our values are:

Think big

Influence the conversation

Empower others

Be exceptional

Always question

Relate authentically

Evolve by learning

you are:

ThinkWell core competencies are foundational skills and behaviors that align with our values and are expected of all employees.

An entrepreneurial, results-oriented ‘do-er' with a willingness to take risk, think big and challenge conventional wisdom.

A change maker who reaches independent judgement with an open mind, influences the conversation, and seeks innovation.

Able to help create an empowering environment in which everyone feels free to take initiative, be accountable and fail intelligently (learn from mistakes).

A collaborative colleague who engages constructively with people from different cultures, orientations, and perspectives and maintains positive relations in a virtual world.

Principally motivated by a growth mindset, meaning the pursuit of knowledge, experience, and self-improvement.  You always question and continuously learn.

Authentic, honest, direct, self-aware and open to giving and receiving feedback.

Requirements

• MBA or relevant degree and 10+ years' relevant experience in similar roles, managing the financial and administrative aspects of programs at $20M in value or above;
• Demonstrated skills and experience in operations management, human resources management, financial management and accounting, procurement, donor compliance, local labor law, and contracts management;
• Relevant work experience in management consulting firm and/or NGO with some experience supporting projects in low or middle-income countries;
• Technical savvy and strong computer skills, MS Excel skills, IT and accounting systems familiarity, be an expert in Quickbooks;
• Understanding of establishing and operating a new country office in a complex environment;
• Understanding of Uganda labor, taxation, banking and procurement practices and law;
• Demonstrated team and people management skills;
• Proficiency with Microsoft Office applications including Word, Excel and PowerPoint;
• Demonstrated poise and professionalism in engaging with external partners, donors, and stakeholders;
• Full English fluency;
• Outstanding cross-cultural communication skills and conflict management skills, including the ability to relate respectfully with staff at all levels, ages, genders, nationalities and orientations as well as across work areas;
• Excellent analytical and numerical skills;
• Exceptional problem solving and decision-making aptitude.

• Supervise operations staff, a team approximately of 5 finance and admin staff members
• Plan and monitor all office responsibilities (supplies, IT, human resources, procurement, communications, utilities, contracts for office services)
• Procurement leadership (vendor management, manage IT equipment and service provision, office, staff and equipment insurance)
• Support the establishment and growth of the ThinkWell country office, including government registration, tax registration and liaison activities, administrative duties, legal and compliance requirements, logistics and procurement.
• Oversee the vendor managing IT security for the office.
• Assist ThinkWell with the transition from the Professional Employer Organization (PEO), once ThinkWell's registration is in place.
• Prepare correspondence and provide administrative support during meetings.
• Provide oversight in the day-to-day running of the office (transport and accommodation bookings, human resources, organizing meetings, managing the inventory lists, knowledge management oversight for keeping accurate and up-to-date records of all financial and contractual documentation related to program)
• Supervise operations staff related to Procurement
• Lead and oversee project procurement planning and implementation, ensuring goods and services are procured timely, competitively, transparently, and in compliance with organizational and USG requirements.
• Develop and maintain the annual procurement plan, aligned with approved work plans, budgets, field operations, and verification schedules.
• Oversee procurement processes, including solicitation, bid evaluation, vendor selection and vetting, contracting, purchase orders, and documentation, while ensuring appropriate segregation of duties and internal controls.
• Establish and maintain a reliable pool of prequalified vendors and service providers, including a driver pool to efficiently deploy technical teams.
• Monitor vendor and contract performance to ensure quality, value for money, timely delivery, and compliance with contractual terms.
• Oversee finance, technical teams, and the COP to forecast procurement needs and prevent procurement delays from affecting project deliverables.
• Ensure complete and audit-ready procurement records and address procurement-related findings arising from internal reviews, external audits, or compliance assessments
• Supervise Ugandan finance/accounting staff
• Ensure proper accounting of all project transactions using ThinkWell's accounting system and in line with ThinkWell Global policies, local government and donors' requirements
• Manage banking and petty cash operations and ensure monthly reconciliation of local bank accounts and petty cash (receipt of funds, movements of funds in the accounts of the institution and payroll).
• Maintain, analyze and reconcile balance sheets and submit accurate monthly financial reports in a timely manner.
• Process invoices after securing proper approval
• Ensure statutory compliance with various local laws and maintain financial files and support audits.
• Ensure timely remittance of compulsory items
• Support the revision and/or formulation of country office manual outlining processes, policies and procedures
• Develop and maintain filing system for financial documents in readiness for audits or tax reporting purposes and participate in financial audits
• Oversee program budgets, update budget versus actual spending analysis, and ensure Country Manager and Chief of Party are aware of any significant variances and advise on ways to mitigate the identified risks
• Assist in proposal development, budget realignment or modification, reporting
• Supervise office staff and HR staff.
• Coordinate with Talent team to manage local staff recruitment.
• Work with program home office team to develop and manage a payroll system for local staff, including the calculation and remittance of tax and other statutory requirements.
• Support new hire onboarding and introductions.
• Manage staff contracts for approval.
• Manage and maintain a secure, confidential HR filing system.
• Support the Country Manager and COP in the implementation of the performance management system.
• Coordinate with Talent team to support staff development and compliance activities and trainings.
• Maintain employee records according to policy and legal requirements.

• Operations management
• Human resources management
• Financial management and accounting
• Procurement
• Donor compliance
• Local labor law
• Contracts management
• Technical savvy
• Strong computer skills
• MS Excel skills
• IT and accounting systems familiarity
• Quickbooks expertise
• Understanding of establishing and operating a new country office
• Understanding of Uganda labor, taxation, banking and procurement practices and law
• Team and people management skills
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint)
• Poise and professionalism in engaging with external partners, donors, and stakeholders
• Full English fluency
• Outstanding cross-cultural communication skills
• Conflict management skills
• Analytical and numerical skills
• Problem solving aptitude
• Decision-making aptitude

• MBA or relevant degree
• 10+ years' relevant experience in similar roles, managing the financial and administrative aspects of programs at $20M in value or above
• Relevant work experience in management consulting firm and/or NGO with some experience supporting projects in low or middle-income countries