Finance and Administrative Officer Danish Institute for Human Rights

Job advert for the Finance and Administration Officer contract under the “Enabling Access to
Justice, Civil Society Participation and Transparency” (EnACT) in Zambia, on the basis of the service contract between the German Development Cooperation (GIZ) and the Danish Institute for Human Rights (DIHR).

Position: Finance and Administration Officer
Location: Zambia

I. OBJECTIVE OF THE WORK

DIHR seeks to recruit a Finance and Administration Officer who will provide the administrative and
financial services to the organization. In particular, the Finance and administration Officer to be based at the DIHR office in Lusaka joins the team to provide immediate support to DIHR Zambia. The contract is expected to run from February 2022 to June 2025 under the “Enabling Access to Justice, Civil Society Participation and Transparency” (EnACT) in Zambia. The Finance and Administration Officer will provide the Finance and administrative support as required, on the basis of the service contract concluded between the German Development Cooperation (GIZ) and DIHR.

II. DESCRIPTION OF TASKS, TIME FRAME AND DATES

The contract takes place on a full-time basis from February 2022 until 30 June 2025.

The Finance and Administration Officer works at all times in close coordination, consultation and
interaction with the Director for DIHR Branch, Zambia and all other DIHR Branch, Zambia team
members (Team Leader, Provincial Coordinators Copperbelt and Southern Provinces) in performing
tasks assigned to DIHR and achieving results.

The DIHR’s Finance and Administration Officer will provide dedicated and continuous support to the programme management team based in Zambia, in relation to administration, finances and
expenditure

Based on the above, the Finance and Administration Officer must undertake the following key tasks:

• – Setting-up and management of office space of the long-term experts including the rental of
  office space, procurement of equipment for positions in Lusaka and in the province
• – Provide administrative support to the long-term expert team and all experts contracted under
  the short-term expert pool including organisation of workshops, trainings, procurement of
  material
  – Handle financial support/procurements to local partners especially for paralegal CSOs on
  community level
  – Onboarding of partner institutions concerning accounting and documentation processes
  – Commercial management of the local subsidy agreements which the DIHR Branch, Zambia
  puts in place with CSOs on behalf of GIZ. This includes the management of all payments and
  verification of settlements according to GIZ rules and procedures
  – Remain in close contact and establishing regular feedback opportunities with key partners
  such as LAB, paralegal CSOs, paralegals and other relevant stakeholders such as religious and
  traditional authorities on community level
  – Provide regular financial advice and backstopping to provincial coordinators (located in
  Copperbelt and Southern provinces)
  – Communication, coordination and support to partners of EnACT project for CSOs working with
  community paralegal desks
  – Maintains good communication and coordination with GIZ’s EnACT Programme.
  – Support reporting and knowledge management of the assignment
  – Support flow of information between experts in provinces and the DIHR Branch, Zambia team
  – Provide support to technical expertise for the development of new financing model
  – Managing and monitoring of the monthly accounting and financial plans
  – Monitoring of bank balances and preparation of bank reconciliations regularly
  – Fleet management that includes the control of use of project vehicles

In addition to the above, the Finance and Administration Officer advises where required and as per
instructions given by DIHR Branch, Zambia with regard to:

• The follow-up of receivables pursuant to GIZ rules originating from financing contracts / local
  subsidies concluded between GIZ and Zambian partners (CSOs and state) related to activities
  placed under DIHR responsibility in the EnACT framework;
• The preparation of accounting documentation (such as retirements and others) stemming from financing contracts / local subsidies concluded between GIZ and Zambian partners (CSOs and state) related to activities placed under DIHR responsibility in the EnACT framework.

III. ADDITIONAL WORK TASKS

a) Undertake any additional tasks as agreed upon between the Finance and Administration Officer and DIHR Branch, Zambia in accordance with the agreed duration of work under this contract.

The Finance and Administration Officer will follow the schedule as communicated by DIHR Branch,
Zambia.

Throughout the assignment, the Finance and Administration Officer shall work under the supervision of the DIHR Branch, Zambia Team Leader, under EnACT. Any communication, question / information, feedback shall be referred to the Team Leader.

IV. REQUIRED QUALIFICATIONS, COMPETENCES AND EXPERIENCE

Qualifications

• CA level 2, CIMA Level 2, ACCA level 2, university degree in relevant specialization (may include busines administration, accounting, office administration or related subject) and must be a paidup member of ZICA
• Languages: Knowledge of English C1 (written and oral fluency), working knowledge in one further local language

Professional experience

• General professional experience: 5 years of professional experience in administrative office operations
• Specific professional experience: 3 years of professional experience handling accounting documentation and procedures especially with civil society organizations, proven experience of handling travel and event logistics

Other knowledge, additional competences

• Ample knowledge of accounting standards and procedures
• Ample knowledge of the Zambian legislation and institutional landscape relevant for financial administration
• Sensitivity to issues of intercultural relations, coupled with the experience of working effectively in multicultural and multidisciplinary teams
• Computer literacy for financial management and accounting