MUTYABA STEPHEN

Work History

Management and Finance Specialist

US Embassy

KAMPALA

03.2022 - 1 1

This position plans, manages and oversees all administrative, logistical, financial, procurement and reconciliation functions for Walter Reed Army Institute of Research (WRAIR) Implementing Partner funds, as well as WRAIR staff management and operations
This position strategically manages and liaises on a senior level all issues pertaining to PEPFAR finances, communications, Country Operational Plan development (COP), and serves as the go between for WRAIR Uganda, Head Quarters (HQ), Government of Uganda (GoU) and Implementing Partner administrative engagement for programs and expenditures
Serving as a senior level administrator and finance manager for the WRAIR team I have instituted both administrative communication channels with GoU counterparts within the Ministry of Health, Ministry of Finance, Regional Referral Hospitals, District Hospitals and Health Care units for drafting complex programmatic correspondence and advising program technical advisors on issues pertaining to administration, performance financial management, and development of year-round technical area planning calendars
I have ensured that timelines for activities and deliverables are met including the development of the annual WRAIR COP budget estimated at $19M.
I have provided weekly technical guidance and feedback to WRAIR, OGAC, and within the US PEPFAR interagency team in Uganda on the development and review of annual budgets and assigning appropriate program funding as per OGAC approved funding levels
I have provided travel management support and arrangements for WRAIR team in addition to managing, advising, and coordinating all aspects of WRAIR VIP visits and Subject Matter Expert (SME) TDYers (temporary duty officers) travel to Uganda
I have developed WRAIR staff training, travel and leave plan templates/schedules. This has ensured that there is known office coverage during times of absence
I have completed an annual assessment of the procurement needs of the organization and communicated to senior level for consideration.
I have provided technical advice to WRAIR team regarding appropriate procurement mechanisms to ensure successful procurement processing and adherence to regulations and specifications
Serving as primary point of contact and technical advisor on WRAIR financial matters, I have developed an effective system pertaining to the management of both the organization and implementing partner funds. This has enhanced internal control systems and procedures to mitigate risk and support opportunities.
The system tracks IP outlays to ensure proper financial management on a weekly basis before the required monthly reporting done within the first week of the next month. Analyzed financial statements against forecasts to prepare high-level variance analysis.
I have developed and completed the WRAIR management and staffing Cost of Doing Business (CODB) estimates and formulated annual operating budget as a funding request in the PEPFAR COP to OGAC for next FY
I have developed post budget needs and submitted request for post funding Advice of Allotment (AOA) for WRAIR operations. This has been submitted to our H/Q for review and final approval
I have monitored the budget execution and performance analysis to ensure reports and implementation are in accordance with WRAIR specific policies and PEPFAR guidance. I have monitored budget and revenue trends, compiling reports for agency leadership to inform decision-making.

Project Management Assistant

UNITED STATES AGENCY FOR INTERNATIONAL

Kampala

02.2014 - 02.2022

Project Management Assistant provides support to Contracting Officer Representatives (CORs) managing substantive health and other programs/projects/activities in USAID/Uganda Health and HIV/AIDS Office
Within the Division of assignment, the Assistant is assigned to participate in the work of the Division Chief and the organization’s CORs, to increase output and efficiency in meeting Office, USAID, and United States Government goals and objectives
The Assistant provides program and budget assistance across Office activities; supports Office performance monitoring; and provides administrative support, operating independently or cooperatively in the Office
In the absence of any COR, the Assistant is assigned to receive calls, answer financial technical questions
This work includes a variety of complex research, reporting, contact, monitoring, and analytical duties, and coordinating work with the CORs, the Division and Office Chief, other Mission technical officers, and Government of Uganda, implementing partner (IP), and NGO counterparts
I supported the team in completing and analysing the quarterly accrual financial data for all health supported projects
These reports were further submitted to Office of Financial Management on a timely basis and formed the basis upon which we develop Quarterly Financial Reviews (QFRs) that inform the financial status of our IPs and the Health portfolio
I offered support and guidance to both CORs and Implementing Partners (IPs) in completing and reviewing the PEPFAR Expenditure and budget templates
With full access to the DATIM system, I reviewed and analysed expenses reported and activated dormant accounts, created new accounts and helped our IPs in defining the interventions for reporting on
I also ensured that all the submissions, reviews and approvals were done on a timely basis
As a USAID ER POC, I have conducted annual refresher trainings to both our IPs and A/CORs to inform them of the ER requirements and ensuring that there is timely upload, submission by IPs and final agency review
In the absence of the administrative assistants, I provide support to A/CORs with transport bookings, hotel reservations, travel advance requests in e-2 systems including technical assistance for liquidations
I initiated the sub-obligation of funds totalling $186M on an annual basis through preparation of forward funding analysis and initiation of action in the Global Assistance and Acquisition System (GLAAS) during the last FY period
I prepared pipeline status reports and forward funding analysis for all supported projects to ensure sufficiency of funds for implementation
I actively completed and submitted the Federal Managers Financial Integrity Act (FMFIA) 1982 requirements for Health Office after a review by the Office Directors
This assesses whether actions in the health Office comply with applicable laws, funds, property, and ensuring that other assets are safeguarded against waste, loss and unauthorized use
I also coordinated and worked with the HIV unit on any updates and changes in PEPFAR budgets and plans and ensuring that any OPU is submitted accurately as per approval and within the stipulated timelines
I participated in the review of the EOFY tool to determine accuracy that the outlays, pipeline and working capital funds have been recorded accurately before the Office Director clears off
I actively participated in assessing the quality-of-service delivery within the interagency in completing DQAs (VMMC), TT vaccine verification
This informed future USG program planning and implementation and provided areas of improvement to meet the objectives of the PEPFAR program
I actively participated in the preparation of the annual health budget, forecasting project expenditures of the next year based on pipeline analysis reports, work plan review
This included completing pipeline analysis and estimation of future expenditures for several IPs
Timely updates of procurement sensitive plan on a weekly basis for the health office
This also included soliciting and following up with A/CORs, Acquisition and Assistance specialists, technical design teams with actions due for procurement to ensure accurate updates are reflected and the next course of action in the procurement stage
I developed IGCEs (Budget estimates/forecasts) which form part of the required documents for new designs and active awards due for a modification for a Total Estimated Amount (TEA) increase
This facilitates a smooth process for the technical team to focus on the other key relevant documents and during the last FY, I completed the design of 6 IGCEs for new activities totalling $75M and award extensions totalling $45M
I also worked with the accountants to ensure complete desub-obligations and desub-commitments of any residue funds within mechanisms so that they are effectively utilised
Annually, actions were estimated at $15M and funds were utilised for other activities that were in line with program areas
I learnt and developed on how the USAID/USG systems (Op master, Phoenix, Facts Info., PEPFAR.net, DATIM, e-2, my services and GLAAS) work through the different trainings and on-hands experience
Some of these systems are OGAC specific and others are USAID specific
I can comfortably run reports in both systems for further analyses
This has helped me to appreciate the systems
I updated the PEPFAR staffing footprint in FACTS info taking care of accurate calculation and analysis of FTEs and LOE across USAID Mission
In COP 21, it included updating 75 FTEs for the PEPFAR program from USAID, construction and Motor vehicle estimates for IPs for the next FY
I coordinated Site Improvement through Monitoring System (SIMS) platform within the health office and have the capacity to run dashboards from DATIM to inform program implementation regarding service delivery
During the last FY, I participated in 11 field visits to review the level of program implementation and service delivery to the PEPFAR sites
Several recommendations to improve service delivery were discussed with IPs and this has greatly improved program impact to the beneficiaries
I completed complex market research for new projects to ascertain that the budgets are reasonable for the smooth implementation of the health projects
Annually, I completed and submitted reports to the technical team for review and consideration while designing new projects totalling $120M
I worked collaboratively with both team efforts in the mission (HHO, OFM, OAA, PO) and implementing partners to ensure completion of any required actions
In the Health office I have collaboratively worked with the team to complete GLAAS actions, Forward funding analysis, IGCEs, Expenditure Reporting, closeout actions
I worked with IPs on completing accruals reports, ER data entry and submission, data calls, SIMS coordination, DQAs and financial reviews
I completed the health donors’ resource mapping tool since 2018.This has greatly informed the budget Framework paper for the Ugandan government to clearly map out the resources that the donor community contributes to the Ugandan health sector and in which region
This has also helped the mission to avoid duplication of resources in areas where the other Health Development Partners (HDP) have heavily invested.
Prepared and distributed team-based communications to foster collaboration and enhance team morale.
Offered technical support and troubleshot issues to enhance office productivity in USG systems like GLASS, DATIM, Phoenix, Opsmaster, PROMIS.
Received over 10 on- the- sport awards for providing extra ordinary technical and programmatic oversight of the USAID programs.

Project Director

COMPASSION INTERNATIONAL AND LUWERO DIOCESE

10.2010 - 12.2013

Supervised a team of nine project staff, this involved recruiting, mentoring, coaching, supervising, coordinating and evaluating them on their assigned roles
I was secretary to the contracts committee and ensured that all procurements and disposition policies and guidelines were followed by giving guidance and taking minutes for the CPC
I was part of the cluster audit review team in Wakiso, Luwero and Kampala. Monitored project and program quality to meet audit expectations.
The team reviewed and assessed program and financial management procedures and policies to ensure project adherence to set policies
Managing the inventory system of the project on an annual basis ensuring that assets are safe guarded from waste, abuse and fraud and ensuring that the right depreciation methods are applied for each asset every year
Ensured food security, protection, shelter and capacity building programs are properly implemented in the Highly Vulnerable Homes (HVH)
Prepared in coordination with other staffs, the project plans and budgets and submitted to the project management committee before submission to Compassion International for approval, the project was implemented with an annual budget of $650,000
Being the accounting officer for all project funds, I ensured that all funds are used for their intended purpose and in adherence to the set policies
Submitted monthly and quarterly reports to the project leadership (CPC) and Compassion International
Developing alternatives means of funding for the project.Developed and implemented project plans and budgets to ensure successful execution.
Directed project design functions, developed proposals and conversed with customers and funders to meet the project objectives and requirements.
Planned the purchase of 10 sewing machines at the centre and this offered an opportunity to the first 13 girls out of 15 to complete an eight-month course in tailoring at no cost within one year
A fully-fledged carpentry workshop at the Centre which trained over 100 youths in carpentry within the community in two years
A funded proposal of $65,000 to finance poultry farming, piggery and a fully established resource centre for the youths
This greatly improved on the agricultural skills and skills competency in computer use
Mobilised for a donation to purchase 500 mosquito nets and these were distributed in the community
Funded proposal to construct 7 houses for the caregivers which were in a dilapidated state. Oversaw up to 7 projects simultaneously without sacrificing standards.
Funded proposal that facilitated the distribution of food items and seeds to community to fight the 2011 drought period of which 345 homesteads benefited and helped to improve on the food security in the community
I encouraged parents and children to enrol for vocational courses like motor vehicle mechanics /engineering and 45 had completed by 2013.Some of them have turned out to be outstanding motor vehicle mechanics
Through serious coaching and mentoring, 16 students from the Centre were enrolled on the competitive Leadership Development Program (LDP) since then many have completed university education on fully paid-up scholarships in several universities graduating as health professionals, civil engineers, teachers, statisticians, social workers.
Oversaw project operations and produced updated status reports outlining each project to meet milestones and within budget.
Scheduled and facilitated meetings between project stakeholders to discuss deliverables, schedules and conflicts

Finance Officer

COMPASSION INTERNATIONAL AND LUWERO DIOCESE

02.2007 - 09.2010

Processed payments in accordance with contracts regulations for all the project procurements.
This involved contracts for constructions, equipment purchases and other planned items for the project.
Collaborated with team leaders, care takers to define standards, policies and procedures to meet project revenue goals, with this I revived the care takers annual subscription fee which increased the project revenue.
Interpreted the monthly, quarterly and annual financial transaction to board members
This further involved preparing financial reports on different aspects of the project on a monthly basis and reconciling and preparing monthly cheque reports
As the lead person in budget preparation, I prepared the annual budgets for the project, and this was in the range of $100,000-$650,000 per annum
Processed and posted payments in the automated accounting system at the project
This involved ensuring completeness of supporting documents submitted for payments
Ensured that budgets are strictly maintained, payroll, tax returns are calculated and completed
This further involved reconciliation of PAYE and NSSF month end returns.
Analyzed financial statements against forecasts to prepare high-level variance analysis.

Summary

Overview

Work History

Management and Finance Specialist

Project Management Assistant

Project Director

Finance Officer

Education

MBA - Public Sector Management

B.COM - Finance

Federal Assistance Management, Washington DC -

Principles of Appropriation law, Washington DC -

QuickBooks pro2017, online -

Budget Resource and Management Training-Bangkok -

PEPFAR Expenditure Reporting Essentials-Johanesburg -

Performance Monitoring and Evaluation Essentials-Washington DC USA -

Project Management foundation: Stakeholders, Project Management Institute-online -

Financial Accounting with SAP -Online -

USAID Financial Management Training-Kampala -

Program Development Management- Maputo Mozambique -

Skills

Work Availability

Timeline

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