Senior Finance and Administrative Manager Project Concern Zambia

About PCZ

Project Concern Zambia is a local Zambian NGO that was established in 2019.  PCZ work focuses on contributing to the achievement and sustenance of HIV epidemic control and addressing the upstream vulnerabilities that impede progress towards this achievement such as poverty and inadequate access to education particularly among adolescent girls and young women (AGYW). PCZ work also focuses on strengthening community health systems to sustainably address co-morbidities in children and adolescents that might further hinder progress towards HIV epidemic control and sustenance such as Tuberculosis (TB)/HIV, COVID-19/HIV, malnutrition/HIV, and other common child and adolescent health issues.  PCZ leverages the existing community ecosystem and collaborates with grassroot community-led organizations, the local government, and the private sector to serve targeted populations.

PCZ is looking for a Senior Finance and Administrative Manager for the upcoming USAID Stop GBV now grant, to be implemented in 26 districts. The position is contingent upon award, and approval of the candidate by the donor.

Position Summary:
The Senior Finance and Administrative Manager will be responsible for the overall accounting, finance, and administration components of the program. S/he will ensure financial reporting is in accordance with USAID contractual requirements and will oversee program procurement activities. S/he will oversee the effective and appropriate use of financial resources of the program and develop effective mechanisms to monitor the expenditures and liquidations of the program. This position is responsible for ensuring project adherence to USAID financial rules and regulations, monthly and quarterly financial reports, including pipeline analysis, and quantitative and qualitative ad hoc financial updates, as requested.

Duties And Responsibilities

– Strategic Financial and Administrative Leadership to the program

• Develop, implement, and maintain systems, frameworks, and templates to guide the preparation of annual budgets that are aligned to annual work-plans and compliant with funders’ rules and regulations in liaison with the other directors and sub-grantees.
• Develop, implement, and maintain systems, frameworks, and templates to guide the tracking of organizational and consortium wide expenditures against budgets.
• Develop, implement, and maintain systems, frameworks, and templates to guide the cash-flow management to ensure PCZ and consortium partners have adequate resources to support program implementation.
• Develop, implement, and maintain systems, frameworks, and templates for internal and external reporting on finance and operations for the organization and its subrecipients to ensure accurate and correct reporting of financial information.
• Develop, implement, and maintain systems, frameworks, and templates to guide the identification, management, monitoring, and reporting of fraud and corruption risks within finance and operations for the organization and its subrecipients.
• Represent the program to outside bodies on issues of finance and operations and develop a network for the exchange of information and good practices

– Leadership in Financial Management Functions for the program

• Lead the setup, customization, and maintenance of the electronic and manual financial management processes (chart of accounts, document flow, document stewardship, filling, retrieval, and disposal process).
• Work with suppliers/vendors and consultants of accounting software to continuously develop information products and reports that simplify, add value, and promote meaningful analysis of financial information, and integration with other internally developed software and systems.
• Oversee the opening, management, and maintenance of all program bank accounts, and maintain regular contact with bank relationship managers to resolve any issues timely.
• Lead the development of new program budgets and annual budgets for the organization and the consortium.
• Lead the preparation of advance cash requests to donors for the consortium, based on program projections, and oversee the correct and accurate treatment of donor income, including disbursements for internal implementation and to sub-recipients.
• Oversee organizational and consortium expenditures/payments processes to ensure correct, accurate, timely and compliant treatment of all expenses/payments.
• Oversee the accounting ledgers and the maintenance of accurate and correct accounting information in a format amenable to easy reporting, in line with PCZ’s policies and procedures.
• Oversee the performance of bank reconciliations and balance sheet reconciliations in line with PCZ’s policies and procedures.
• Lead the month-end closure activities and ensure all month-end outputs are timely and correctly documented to inform accurate reporting.
• Lead the tracking and control of expenditures within donor approved obligations and budgets through meetings for the organization and the consortium, and make recommendations for corrective action.
• Oversee organizational and consortium tax preparation, filing and reporting to relevant authorities and USAID, as guided by relevant grant agreements.
• Oversee organizational and consortium readiness for audit, coordinate all audit activities with the compliance function and with external auditors, and champion the timely implementation of compliance and audit recommendations.
• Lead the capacity building and coaching of senior management and program staff on financial and operations management management.
• Provide timely and accurate financial management/ financial reporting products to internal and external stakeholders in line with policies and grant agreements.

– Human Resources (HR) Management

• Support the development and implementation of HR policies in compliance with USAID rules and regulations.
• Support the development, setup, customization, and maintenance of the electronic and manual HR management processes (electronic timesheets, per diem management, document flow, document stewardship, filling/storage, retrieval, and disposal process)
• Oversee training and orientation of program staff on HR policies and procedures.
• Assure compliance with applicable HR, employment and personnel laws and regulations.
• Provide timely and accurate reports on all HR management processes to support evidence-based decision making by senior management.

– Other Operations Management (Transport Management, Procurement and Logistics and Information and Technology Management)

• Support the setup, customization, and maintenance of the electronic and manual operations management processes (electronic procurement, document flow, document stewardship, filling, and retrieval process)
• Support adequate, timely, and efficient procurement and deployment of vehicles and transport to support program activities.
• Oversee vehicle and transport management, scheduling, servicing, tracking, insurance, and accident management and recovery processes to minimize program disruption
• Oversee timely procurement of resources required for program implementation, in line with procurement policies and procedures.
• Oversee the development/procurement, deployment, and training of staff on IT related hardware and software to support efficient and effective operational management of resources.
• Management of all organizational assets in line with organizational policy and USAID/donor rules and regulation.
• Lead the capacity building and coaching of senior management and program staff on operations management.
• Provide timely and accurate reports on all operations management processes to support efficient and evidence-based decision making by senior management.

Qualifications and Experience required
At a minimum, the Senior Finance and Administrative Manager must have the following qualifications and experience:

• A bachelors degree in accounting, AND a professional qualification such as ACCA, CIMA or CA.
• Master’s degree or higher in accounting, finance, commerce or related field will be an added advantage.
• At least 10 years of experience, 5 of which must have been at finance and administration manager level.
• Familiarity with managing programs that are donor funded. Extensive financial and administration experience working with non-governmental organizations.
• Experience managing financial and legal requirements of USG funded activities would be an advantage.
• Experience in financial analysis and reporting within health/development programs
• Proficiency in Microsoft Office suite