TEAM/PROGRAMME: Zambia Rising Senior Management Team
Child Safeguarding:
Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people
The Finance and Administration Manager (FAM) is responsible for the overall financial, agreement administrative, compliance and operations oversight of Zambia Rising project lead by Save the Children.
The Zambia Rising project is funded by the United States Agency for International Development (USAID) through the President’s Emergency Plan for AIDS Relief (PEPFAR) and the Displaced Children and Orphans’ Fund (DCOF).
The overall goal of the project is to improve systems and structures to ensure that most vulnerable children, adolescents and households have access to health and social services and family based care.
The total project budget is $15,443,81 and is being implemented in 5 provinces and 16 districts in Zambia. The project has existing partners (American International Health Alliance, Boston University/ZCHARD, CHAMP Services Limited) and will engage two additional partners in the course of FY16 to support implementation of the Alternative Care component.
Reports to: the Chief of Party
Dimensions: The Finance and Administration Manager will have excellent understanding of USAID, PEPFAR Rules and Regulations, will be responsible for the day to day management of finance, sub-agreements, compliance and administration on the Zambia Rising project. S/he report will directly to the COP and will coordinate and collaborate closely with the technical and M&E team to ensure smooth implementation of activities and expenditures. S/he will participate in the project Senior Management Team meetings as well as in the Operations and Finance meetings organized by the Country Office.
Staff directly reporting to this post: Finance Officer, Administrative Officer, 2-3 Drivers
Below are key responsibilities of the position holder:
Budget management:
  • Develop high quality, accurate and neat annual work plan budgets in close collaboration with the technical team.
  • Ensure rigorous follow up on spending against the actual budget and provide monthly Budget Vs Actual reporting to the Chief of Party (COP), Project Senior Management Team, and Country Office.
  • Develop bi-annually budget fore-casts per SCI regulations and ensure that these forecasts are neither over- nor under-budgeted.
  • Ensure follow up with COP and DCOP to ensure project and partners spend on time .
Financial Management:
  • Conduct financial analysis of our project spending and share findings with COP and project SMT on monthly basis.
  • Ensure all financial information is included in the SCI financial management system and that financial month end closer happens accurately and on time.
  • Ensure all financial documentation are properly filed and secured.
  • Ensure that staff advances are requested in a timely manner and that liquidation of these advances occurs per SCI guidelines.
  • Ensure that the petty cash is managed appropriately by the Admin Officer and spot checks are done on a regular basis.
  • Ensure all financial plans, invoices, reports, and other documents are accurate, timely, and consistent with agency and USAID contract guidelines and regulations.
  • In close coordination with the finance/awards/sub-awards staff, maintain and update all the financial documents (reports, plans) and ensure confidentiality of project financial information.
  • Ensure all project expenditures – contractor/consultant payments, locally-paid staff payroll, etc. – are in compliance with program/donor expectations and guidelines, do not exceed budgets and are paid for on time.
  • Lead the development and updating of the USAID Pipeline (accruals) reporting on a quarterly basis.
  • Lead development of the Annual PEPFAR Expenditure Analysis reports (including development of cross walk documentation for partners, analysis of partner reporting, compilation and submission to USAID). Adequately prepare analysis of EA submissions prior to discussions with USAID.
  • Participate in any reporting to Save the Children in the USA and the Country Office as per SCI policies.
Award and Sub-award management:
  • Ensure modifications of sub-awards with sub-recipients follow internal processes and procedures and are compliant with donor regulations.
  • Develop all partner modifications on an annual basis, including the appropriate USAID standard and mandatory provisions and flow downs from the Award modification to the sub-agreements.
  • Review monthly partner financial reports and projections and communicate any inconsistencies with COP prior to approval of subsequent payments and obligations.
  • Ensure timely processing of partner payments and follow up.
  • Complete partner assessment of financial submissions on a monthly basis and submit documentation to project SMT.
  • Participate in project related financial discussions with partner organizations.
  • Conduct bi-annual financial reviews of local partners and share report with COP, DCOP and Country Office as well as with partner organizations.
  • Ensure partners report on cost share obligations.
  • Support identification of additional sub-recipients, conducting pre-award assessments and ensuring all relevant USAID and SCI processes are followed.
  • Work closely with local and international partners to ensure compliance and adherence to established guidelines and budgets.
Cost share and Match:
  • Develop or revise cost share and match plan and ensure it is updated on a quarterly basis.
  • Liaise closely with the technical staff and the Country Office budget holders and follow up on cost share to the project, ensure all documentation are compliant with USAID regulations.
  • Ensure that all cost share is recorded and loaded on to the SCI AMS system on a quarterly basis.
Procurement and logistics:
  • Ensure that the project Procurement Plan is finalized and updated regularly and that the procurement tracker is checked for accuracy and submitted on a monthly basis per the SCI regulations.
  • Ensure all project procurements adhere to USAID and SCI regulations and are done timely.
  • Ensure proper vehicle fleet management and fuel consumption is analyzed and documented on a monthly basis per SCI regulations.
  • Preparing contracts for suppliers in close collaboration with Procurement and HR leads in the SCI Country Office.
Administrative management:
  • Ensure up-to-date inventory of project equipment and supplies including numbering and marking.
    • Ensure proper filing of all project related documentation, including: in and outbound communications, project related meetings and documentation.
    • Accountable for all project leases, utility and communications agreements and ensuring their timely payments.
    • Ensuring international travel arrangements for international visitors are done timely and that any other administrative and logistic support to facilitate the visits in country.
    • Ensuring international visitors undergo immediate Safety and Security briefings following SCI policies.
Supervision and mentorship:
  • Supervise the project Finance and Admin staff and ensure staff has well defined Job Descriptions and jointly developed annual performance goals
  • Conduct staff performance appraisals, ensuring staff accountability per JD and performance goals. Provide candidate feedback and setting up clear staff development plans. Facilitate staff professional growth and capacity building.
Networking and relationships:
  • Ensure strong linkages with current Country Office Finance, Admin, Award Management and Operations functions to ensure synergy and integration.
  • Maintain relationships with SC regional/headquarters financial staff, partner organizations, external audit teams, and donors and respond to requests from these entities in an accurate, timely, and professional manner.
  • Participate in relevant workshops as appropriate and relevant and assist in facilitating financial sessions in programmatic workshops.
Ability to travel extensively to program locations within Zambia and other locations as needed.
SKILLS AND BEHAVIOURS (our Values in Practice)
  • Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
  • Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
  • Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
  • Widely shares their personal vision for Save the Children, engages and motivates others
  • Future orientated, thinks strategically
  • Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
  • Values diversity, sees it as a source of competitive strength
  • Approachable, good listener, easy to talk to
  • Develops and encourages new and innovative solutions
  • Willing to take disciplined risks
  • Honest, encourages openness and transparency
  • Bachelor’s Degree in Accountancy, Finance, Business Administration, Organizational Management or full ACCA, CIMA, CPA or ZiCA professional accountancy qualification.
  • Minimum of seven (7) years’ experience in a managerial position in the NGO, public or private sector
  • Registration with the Zambia Institute of Chartered Accountants (ZICA).
  • Demonstrated expertise in accounting, financial planning and management procurement and other management support areas/functions.
  • Demonstrated experience as Finance Manager/Director under USAID funded awards, exceptional understanding and experience  with USAID rules and  regulations, and procedures including auditing requirements
  • Demonstrated ability managing a program of similar scale and complexity and management of sub-awards and recipients
  • Previous work experience with Save the Children an added advantage
  • Knowledge and experience in public health and/or international development, in developing or transitional countries.
  • Ability to generate reports and other written documents.
  • Computer skills related to Agresso and other relevant software packages.
  • Excellent interpersonal skills and the demonstrated ability to work in a team setting .
  • Excellent oral and written communication skills; pro-activeness and creative problem solving.
  • Fluency in written and spoken English (minimum, Foreign Service Institute, level 3) is required.
  • Ability to travel extensively to program locations within Zambia and other locations as needed.
  • Zambian nationals preferred.
Closing date: Sunday 12 June 2016
All jobs close at midnight UK time on the date specified
To apply for this job please visit the following URL: →
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