Senior Finance and Operations Officer at Pact Zambia

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At the heart of Pact is the promise of a better tomorrow. The promise of a healthy life. Of a decent livelihood. Of sustainable natural resources that benefit communities. Now more than ever in its 42-year history, Pact is helping millions of people who are poor and marginalized discover and build their own solutions and take ownership over their future.
Pact enables systemic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy, and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems, and transforming markets into a force for development

Department Overview

The USAID-funded Zambia Community HIV Prevention Project (Z-CHPP) supports the Government of Zambia to reduce new HIV infections through increased adoption of high impact HIV services and protective behaviours among at-risk populations, using evidence-based and locally owned solutions and in close partnership with a range of local Zambian organizations and institutions.

Position Summary

The Senior Finance and Operations Officer is directly responsible to and supervised by the Director, Financial Management and Operations, Pact Zambia. The Senior Finance and Operations Officer is responsible for carrying out the financial management and accounting of Pact projects in Zambia, as well oversee compliance, manage project budgets, directly support the programs team with all activities requiring operations, logistics, administration and human resources. The Senior Finance and Operations Officer is responsible for all internal controls and for ensuring compliance with all Pact policy and procedures, donor regulations and relevant US and Zambia laws.

Core Values: Pact employees embrace the following core values as representatives of the institution:

  • All people have a right to participate in decisions affecting their lives
  • Gender equity is mandatory for social transformation
  • Resources are allocated in a transparent manner, guided by accountability to our clients and Pact’s role as steward of resources intended for the poor
  • Diversity in background, gender and age strengthen our capacity to be wise managers of public and private funds
  • Teamwork and collaboration shape our day-to-day working relationships
  • Innovation and risk taking to achieve impact and broad scalable results drive strategic priorities
  • Gathering and sharing information are primary roles for all employees
  • Staff growth and advancement are a priority, including training and professional skills building to increase knowledge and competence and to stay abreast of new developments, especially in technology
  • A healthy balance between work and life outside of work must be maintained for work satisfaction and fulfilment

Key Performance Areas:

  • Financial Management and Accounting
  • Participate in proposal budget preparation, amendment and extension.

Specific Duties and Responsibility:

Financial Management and Accounting

  • Design and/or update and implement systems and procedures following Pact and US Government standards to ensure operational effectiveness and internal control
  • Make timely payments to suppliers (electronic payments) and check accuracy of the transactions.
  • Manage cash through in-country bank account(s) including monitoring the cash levels in the bank accounts and requesting funds on a monthly or as need basis from Pact DC.
  • Maintain accurate cashbooks, bank reconciliation and transactions recorded in journals entries and in Serenic financial system
  • Compile a monthly financial report for approval by the head of the Pact Zambia office and submit to Pact DC.
  • Reconcile local financial records with specified financial reports provided by Head Office and submit findings on discrepancies.
  • Liaise with the Director of Finance and Operations and the Senior Finance Specialist based at Pact DC to ensure that financial reports are in compliance with Pact policies and desired standards.
  • Review monthly Project Status Reports (PSRs) received from headquarters, and provide the Director of Finance and Operations and the Country Director -Pact Zambia office with up-to date financial status information and pipeline projections to ensure that project spending is in line with the budget and work plan and trigger actions for additional funding requirements.
  • Prepare and maintain accurate and clean Balance sheet
  • Ensure that the Pact Zambia office compiles accurate and complete VAT reimbursement submissions;

Compliance

  • Ensure that all financial procedures, files, accounting practices and procurement of goods and services are in compliance with Pact, Government of Zambia, and US Government regulations.
  • Ensure compliance with Zambia laws for payment of statutory employee benefits, registration fees, tax submissions, etc. and keep abreast with changes in the Labour / related Acts for the same purpose.
  • Update the inventory register with all required financial data and ensure that an inventory of assets is recorded with this data.
  • As needed, assist grantees to meet special award conditions and conduct on-going reviews of grantees financial systems to identify and address issues relating to (non-) compliance.
  • Interact with grantees in ensuring compliance with Pact’s financial regulations.
  • Oversee proper and routine filing of financial documents, electronically and paper copies.

Grant Management, Sub-grant Monitoring and Capacity Building (future projects only)

  • In coordination with the Grants and Contracts and Program teams in country and in Pact DC, manage the all aspects of the grants cycle.
  • Review monthly financial reports, supporting documents and cash advance requests by selected grantees and approve requests reviewed by program team.
  • As requested by the programs team, assist in reviewing and compiling budgets for sub agreements or obligations.
  • Oversee grantee financial close outs by reviewing financial books and reports, checking compliance with own policies, and calculating and booking final exchange gain/loss on awards.

Operations, Administration, Human Resources

  • Procure goods and services as requested by programs staff and according to available budget to support program implementation.
  • Maintain service agreements with vendors and partners to ensure smooth operation of the office.
  • Execute Pact’s procurement policies and procedures and ensure sufficient competition for efficient use of project funds and strong internal controls.
  • Maintain fixed asset inventory of Pact Zambia Office as per Pact fixed asset policy and USG rules and regulation
  • Oversee the preparation of payroll, pay slips and all personnel reports on a monthly basis and present these to the head of office for final approval.
  • Develop and supervise compliance with a Pact Zambia HR policy in compliance with local labour law.
  • Facilitate recruitment of local staff as needed and according to available budget to support program implementation.
  • Facilitate HR performance management systems in coordination with Pact DC.
  • Liaise with counterparts at partner organizations to ensure effective and efficient collaboration on all matters related to operations, human resources, administration and logistics, including when space and resources are shared.

Basic Requirements

  • Bachelor’s degree in Finance, Accounting, Business Administration or related field.
  • 6 years of relevant experience in finance, accounting, operations.
  • Sound knowledge of Generally Accepted Accounting Practices (GAAP).
  • Strong written and verbal English communication skills.
  • Proficient in Microsoft Office, including Excel, Word, PowerPoint and complex accounting software systems.

Preferred Qualifications

  • Knowledge of US government rules and regulations; experience managing finances and compliance for USAID and other donor programs
  • Experience and/or training in office management, administration, logistics, and procurement.
  • Experience and/or training in human resource management, Zambian labor law and payroll and benefits management.
  • Direct experience with accounting software systems; knowledge of Serenic Navigator accounting software desirable.
  • Experience working with international NGOs and social development projects.

Competency Requirements 

  • Ability to work independently and produce timely and high-quality results.
  • Cooperates and work well with others in the pursuit of team goals; shares information and supports others.
  • Able to establish and maintain relationships with people at all levels; puts others at ease; promotes harmony and consensus through diplomatic handling of disagreements and potential conflict.
  • Maintains high ethical standards both professionally and personally; shows integrity and fairness in dealings with others; is reliable and trustworthy.
  • Produces written communications which are clear, fluent, concise and readily understood by the intended recipient(s)
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Interested and Qualified candidates should send their application letter ad CV to zchpp@pactworld.org indicating the Job Title in the Subject line on or before the due date 22 May 2019.

Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, colour, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.

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