Consultant Finance and Administration – Kaoma Office  

Zambia Female Youths Livelihood and Nutrition Enhancement Project

1. Background

Concern Worldwide Zambia (CWWZ) has started implementing the Zambia Female Youths Livelihood and Nutrition Enhancement Project (FYNEP) from 1st of July 2015 in collaboration with World Bank with a Funding from the Japanese Social Development Fund. The Project Development Objective (PDO) is to improve access to livelihood opportunities and nutrition among selected female youths in targeted project areas. The project has 4 main components; a life skills curriculum to increase control and knowledge around life choices and nutrition, a livelihoods component focussed on agricultural livelihoods related to improved nutrition, a health component to directly support pre-conception nutrition and nutrition outreach. The project is implemented in close coordination with government at the Provincial and District level and through a National level Steering Committee chaired by the Ministry of Community Development Mother Child Health (MCDMCH). This project will benefit an estimated 24,600 persons in Limulunga and Kaoma Districts, through different project activities.

In line with the Project document, part of the project in Limilunga and Koama districts will be implemented through partnership with a Local Non-governmental organisation. The consulting partners selection will follow a tender process to select competent organisations that can implement the project effectively and efficiently.

2. Objectives of the Consulting Assignment

The main objective of the consultancy is to provide financial and administrative management support to project office to ensure that all project resources are used in accordance with Concern Worldwide and World Bank procedures and regulation.

3. Scope of the work

Ensuring that the Finance and Administrative function in Kaoma is run in accordance with the Organizations guidelines and procedures,
Closely monitor all project financial activities, and ensure that they adhere to internal controls. This includes;
Review cash book transactions to ensure accurate coding in line with donor budget
Ensuring that payments are made in line with set approval limits and following of the procurement process.
Reviewing supplier payments and ensure  Compliance with Grant rules and regulations
Undertake financial assessments & evaluation of partners, in line with Concern’s standard financial procedures.
Provide Finance advice and input to Project Coordinator and District Programme coordinator
Supervise the Administrative Assistant and ensure that payments are made in line with Concern & World Bank rules and regulations
Assist in preparation of and monitoring of budget to actual expenditure
Verify financial document at the district level before payment is effected
Oversee the Administration and IT functions in the district
Support with the drafting of correspondence to external parties
Oversee the establishment and maintenance of the administration file system.
Manage the Admin Assistant and ensure that the admin function is being implemented efficiently and in line with Concern policies.
Oversight of health and safety issues in the office and ensure that these adhere to Concern rules and regulations
Oversee Security issues at the district office and report any security concerns or issues to the DPC on a timely basis.
 Act as the  liaison person with the  security company on any security issues related to the
Ensure that hard copies of policies of all relevant policies, procedures, memos and manuals are available for staff to consult.
Conduct training for staff in relevant policies and procedure
Serve as IT focal person and communicate any issue with the IT team in Lusaka
Ensure the stores and stock movements are being managed in compliance with Concern policies and manuals.
Regularly notify staff on the store status particularly on non-moving items in the store.
Request supplies from Head Office, as needed
Oversee the management of the drivers and ensure that the Vehicle fleet is maintained in good working condition.
Ensuring that an updated schedule and planning of major services and any repairs of vehicles/motorcycles is maintained at all times
Ensuring that checklists and records are maintained e.g. daily/pre-trip checklist, equipment, contacts, log books, job cards
Ensuring the relevant forms and memos (non-liability form, memo on codes, return and parking times) are available in each vehicle.
Responsible for raising the Supplies Request Notes in relation to vehicle major servicing work needed in Lusaka.
Prepare procurement plans for admin and transport and also provide feedback on procurement tracking sheet.
To ensure that the minor servicing work is carried out in the compound and is line with Concern transport policy.
Responsible for compiling the monthly fuel reconciliation reports
Prepare and disseminate of weekly transport plans
Facilitate and follow up with internal, external & donor audits
Ensure that resources used are utilized in the most efficient way
Provide Support to HR function
4. Capacity Building and Transfer of Knowledge

The consultant will conduct relevant training for Concern staff and partners on finance management and reporting. The Consultant will also conduct regular supportive supervision and provides continues technical guidance for implementing team.

5. Reports and Schedule of Deliveries

All financial  documents and transaction at the district level  meet the requirement of Concern and World bank
Proper fleet management in place
Proper documentation for transport, admin, and logistic including store is in place and regularly updated.
Partners document is verified and feedback given on  timely basis
The overall consultancy work will be for a maximum of 24 months. However, Concern may shorten the duration based on project demand and level of accomplishment of the first assignment.
6. Data, services, personnel, and facilities to be provided by the Borrower

Concern Worldwide will provide all data, services and facilities including IT equipment to support the consultant carry out this assignment.

7. Institutional and Organizational Arrangements

The Consultant will report to the Kaoma District Programme Coordinator and will work closely with Administrative Assistant, Project Support Officer, Country Finance Controller, project coordinator and Officer Manager for effective project implementation.

8. Consultant’s qualifications

ACCA/ZICA minimum part two or Degree in Business Administration
Membership of ZICA added advantage
2 years of experience in a similar position
Good level of IT literacy
Good report writing skills.
Excellent interpersonal and communication skills
Ability to work independently and on own initiative
Ability to collaborate with team members to achieve organizational goals by being flexible and responsive to changing events and demands.
Effective under pressure.
Application procedure:

To apply for any of the above positions enclose the application and CV to:

The Human Resource,
Concern Worldwide,
Plot No 5466, Libala Road

Applications, in the form of a cover letter and CV, should be sent via e-mail to the following: CC: with the title of the position clearly stated in the subject line. Alternatively, you can submit your application to Concern Zambia Lusaka, Kaoma or Mongu Offices. but due to the urgency of this position, applications will be short listed on a regular basis and we may offer posts before the closing date.

Submission may be in hard or electronic copies. Submission of original copies and scrutiny of the same including verification from the issuing institutions will be a condition of engagement of the successful applicants.  Concern Worldwide will only respond to candidates who are determined to have the above qualifications and only those will be short-listed and invited for interviews.

The deadline for receipt of applications is Friday 12th February 2016. Please note that only shortlisted candidates will be contacted.

Concern Staff Code of Conduct and Programme Participant Protection Policy

Concern has a Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants, especially beneficiaries, from abuse and exploitation, and to clarify the responsibilities of Concern staff, partner organisations, and anyone engaged by Concern or visiting our programmes, and the standards of behaviour expected of them. In this context all Concern staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct of their work in accordance with Concern’s core values and mission.

Any candidate offered a job with Concern Worldwide will be expected to sign the Programme Participant Protection Policy and the Concern Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Code of Conduct candidates demonstrate they have understood their content and agree to conduct themselves in accordance with the provisions of these two documents.

Any breach of the Concern Code of Conduct or the Programme Participant Protection Policy by employees of Concern Worldwide during the course of their employment will result in disciplinary action up to, and including, dismissal.
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