Grant Accountant WWF Zambia

JOB TITLE: Grant Accountant

DEPARTMENT: Finance

REPORTS TO: Chief Accountant

LOCATION: WWF Zambia Sesheke or Livingstone Office

LINE MANAGES: N/A

CONTEXT

WWF Zambia works to protect our natural resources – rivers, wildlife, forests so we can continue to benefit from food, energy and water.

WWF-Zambia is seeking to employ a Grant Accountant under the Climate Adaptation and Protected Area Initiative (CAPA).

The CAPA project aims to increase the resilience of ecosystems and livelihoods of people of all genders and social groups in the Zambian component of the KAZA TFCA to current and future climate change. Critical to this project is the upscaling of the concept of nature-based climate solutions anchored on the inclusive participation and leadership of women and youth, and other marginalised groups in responding to climate risks and creation of a range of climate proofed livelihood and development options for all genders supported by climate smart institutions.

MAIN PURPOSE OF JOB

Provide financial management support for the CAPA in KAZA led by WWF Zambia Country Office, including budget development and monitoring, producing timely and quality donor Reports. Reconciliation of projects and their close out. Ensure activities are implemented in compliance with the WWF international, IISD and Global Affairs Canada standards.

Works closely with the CAPA in KAZA Regional Manager, Project Accountants in Project for WWF Zimbabwe and WWF Namibia and the accountant for ACADIR in Angola to ensure that efficient accounting and finance systems exist that will accord maximum support to the project managers as well as act as a platform for providing sound financial information to management and donors. Monitors and report on budget cost recovery and timely inputting of data into the accounting system.

Specific Duties and Responsibilities:

A. Planning and budgeting

• Provides support to the development of budgets (proposals and projects), ensuring all required resources for project implementation are covered and ensuring appropriate cost recovery,
• Assists with preparation of incoming and outgoing contracts and monitors compliance with contractual terms,
• Ensure that all project budgets and work plans are developed on the basis of secured funding ONLY.
• Establishes quarterly forecasts in collaboration with Project Managers,
• Updates the proposal and contract database.

B. Project implementation

• Monitors and processes the calling of funds within the project
• Supports Project Manager in tracking their budgets, to ensure there is no overspend or low burn rate, verifies budget availability for any commitment,
• Understands donor agreement details and verifies that all allocations and commitments comply with the project grant agreement
• Establishes and updates cash flow forecasts, monitor cash positions for the project
• Reviews fund requests and program work advances by field offices to ensure they are within approved work plans, previous transfers/advances are accounted for and works with AP Accountant to ensure timely transfers,
• Reviews project commitments and payments and ensure they are within budget and cash availability and charged to the appropriate budget lines,
• Works with sub grantee partners to co-develop budgets and agreements, ensuring accuracy, timeliness and compliance,
• Maintains a schedule of payments to partners/sub-grantees to ensure timely transfers to partners and maintains partners accounts reconciliation,
• Review partners’ reports, supports partners linked to projects to ensure compliance with donor regulations and timely reporting,
• Participates in project review meetings to highlight finance related matters and provides advice on financial management to project managers.

C. Financial Reporting

• Reviews transaction listings and verifies that posted transactions are in line with the budget
• Prepares monthly management reports for submission to the project manager
• Prepares donor reports for his/her own portfolio of projects. Ensure the reports are timely, accurate, established as per donor requirements and reconciled with the accounts
• Reviews and analyses the financial reports/imprest retirements from the sub grantees and make necessary adjustments before inputting to the financial system
• Provides timely and appropriate financial information to the Project Finance Specialist, management as well as all program managers and Africa regional accountant for the WWF CAPA component
• Reconciles all Project advances accounts and provides timely advice on actions necessary to Project Management, sub-grantees and the Project Finance Specialist. Develop and maintain a system of monitoring and reconciling all impress issued from the Zambia Country Office
• In collaboration with the Chief Accountant, organizes and directs activity audits
• Ensures that audits are properly organized and that there is proper and timely follow-up of audit recommendations (internal, external and field office audits as well as sub-grantee audits)

D. Oracle Responsibilities

• AP User responsibilities and serves as a back-up for Cash Management super-user
• In charge of ensuring partner reports are captured in AP module
• Ensures Income journal are prepared and uploaded on a timely basis

E. Others Duties

• Make regular projects financial review visits to ensure that adequate financial systems and procedures are in place and are being implemented.
• Assists in audit of program/projects/Sub-grants if required.
• Assess finance management capacity and systems of partners implementing WWF programs and implement capacity building working in conjunction with project managers and Fundraising Manager
• Any other duties that may be assigned from time to time by the Project Finance Specialist, CAPA Regional Program Manager or CAPA Africa Regional Accountant or any senior manager in WWF ZCO.

Qualifications and Experience

• A university degree in Accounting, Finance, Business Administration or related field
• Full accounting qualification i.e. CPAII, ACCA II, CIMA II or equivalent
• Over 3 years working experience preferably in an International organisation/NGO
• Demonstrable skills in the development and implementation of finance and accounting policies, procedures and systems in the context of an international NGO
• Good knowledge of project fund accounting including reporting requirements of major bi-lateral Aid Agencies
• Hands-on knowledge of Oracle accounting software would be a distinct advantage

Skills and Competencies

• Exceptionally strong analytical skills with ability to set priorities, complete work with minimal supervision, and meet deadlines
• Advanced PC skills, particularly knowledge of MS Excel software
• Knowledge of staff supervision and general administration/operations is required for in this job
• Good understanding of the key principles and practices including knowledge of the relevant employment legislation in Zambia is desirable.
• Strong communication and interpersonal skills, with fluency (spoken and written) in English
• Ability to promote team synergy in a multi-cultural work environment
• Experience managing grants of major donors and understanding their rules is a plus
• Demonstrates WWF behavior’s in way of working: Strive for Impact, Listen Deeply, Collaborate Openly, Innovate Fearlessly
• Adheres to WWF’s brand values, which are: Knowledgeable, Optimistic, Determined and Engaging

This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to the project’s/ organization’s needs.

EMBODIMENT OF WWF GLOBAL BEHAVIOURAL COMPETENCIES:

Identifies and aligns with the core values of the WWF organization: Courage, Integrity, Respect & Collaboration.