Friday, July 15, 2016

Grants and Finance Officer Job in Zambia

At the heart of Pact is the promise of a better tomorrow. The promise of a healthy life. Of a decent livelihood. Of sustainable natural resources that benefit communities. Now more than ever in its 42-year history, Pact is helping millions of people who are poor and marginalized discover and build their own solutions and take ownership over their future.
Pact enables systemic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy, and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems, and transforming markets into a force for development.
Department Overview
The USAID-funded Zambia Community HIV Prevention Project (Z-CHPP) supports the Government of Zambia to reduce new HIV infections through increased adoption of high impact HIV services and protective behaviors among at-risk populations, using evidence-based and locally owned solutions and in close partnership with a range of local Zambian organizations and institutions.
Position Purpose
The Grants and Finance Officer is directly responsible to and supervised by the Grants & Contracts Manager, Pact Zambia. The Grants & Finance Officer is responsible for the day-to-day financial management of the local grantees which will include regular monitoring, tracking and verifying grantee expenses, administrative and financial capacity building, and general financial and administrative support to the regional office and grantees.
Key Responsibilities
Grants Administration and Accounting
Grantee Capacity Building and Support
Regular Monitoring and Audits
Coordinating local procurements documentations
Travel Advances
Fixed Asset Register Maintenance
Month-end Reporting
Specific Duties:
Grants Administration:
Assist with drafting grant agreement documents, modifications and Neg memos
Administer the full cycle of grants management activities beginning from pre-award assessments, monitoring/compliance visits and close-out procedures.
Track grantee contractual obligations, e.g., pre-award conditions
Capacity Building and Support:
Provide technical assistance in terms of accounting, financial management, financial policy formulation, and systems of internal control to all grantees to ensure compliance in terms of USAID and other donor rules and regulations.
Perform assessments of grantee organizations as directed by the Grants a& Contracts Manager.
Review grantee budgets and provide assistance and guidance where necessary including the monitoring and interpretation of project budgets versus actual expenditures.
Train and mentor grantees on policies and procedures and USAID regulations.
Facilitate the VAT claiming process for grantees and ensure that timely reimbursements are received.
Regular Monitoring and Audits:
Perform monthly reviews, audits and approval of grantee expense reports ensuring that expenses are auditable and verifiable
Conduct and document regular grantee site visits to ensure that pre-ward conditions are addressed and implemented by grantees within the period specified in the grant agreement
Ensure receipt of timely and accurate accounting and financial reports from partners
Review budgets and ensure that budget amendment requests from grantees are timeously communicated to the Grants & Contracts Manager for approval
Monitor the grantee burn rate, regularly advise the grantee and programs teams of issues early
Monitor and track grants related performance measurement indicators and liaise with Grants Manager to implement strategies to improve Pact’s performance
Maintain the grantee obligation matrix, and ensure records reconcile with HQ
Ensure that grantee advances and expenses are accurately and timely recorded in the accounting software and reconciled to supporting documentation
Conduct close out visits at the end of grantee agreements, document finding and ensure that all close-out checklists are completed and outstanding issues are addressed
Ensure that grantee files are up to date
Travel Advances:
• Ensure that filing of travel advances, per diem calculations and travel reconciliation forms are reviewed;
• Ensure that all travel advances are timeously liquidated
Petty Cash Maintenance:
• Prepare the monthly petty cash journal and submit to the Senior Finance and Operations Officer for approval and ensure close out on a monthly basis for inclusion in the monthly management report to Pact HQ.
Fixed Asset Register Maintenance:
• Maintain fixed asset register
• Ensure that bi-annual physical verification of assets is done
• Report any discrepancies immediately to the Senior Finance and Operations Officer
• Ensure that Insurance for all assets is renewed annually and on time making sure that all assets are covered
• Liaise with Pact Lusaka Office on all finance issues
Facilitating the procurement process for the regional office
Ensure the accuracy and completeness of grantee finances.
Devise, implement, and maintain audit standards for all Pact Zambia grantees.
Ensure response to information requests from colleagues and HQ in a timely manner.
Perform functions with a view to safeguarding and developing the best interests of Pact Zambia.
Ensure that regular backups of data are completed.
Perform other reasonable duties as assigned.
Basic Requirements
Degree in Accounting or equivalent.
Minimum of 3 years’ experience in donor funds grants administration.
Experience working with sub-grantees required.
Fluency in local language and English required.
Preferred Qualifications
Knowledge of and experience with USAID regulations strongly preferred.
Experience providing capacity development assistance to sub-grantees strongly preferred.



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