District Accountant and Administrative Assistant at DAI Global LLC

DAI works at the cutting edge of international development, combining technical excellence, professional project management, and exceptional customer service to solve our clients’ most complex problems. Since 1970, DAI has worked in 150 developing and transition countries, providing comprehensive development solutions in areas including crisis mitigation and stability operations, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, HIV/AIDS, avian influenza control, water and natural resources management, and energy and climate change. Clients include international development agencies, international lending institutions, private corporations and philanthropies, and host-country governments.

1. Project Background:

The Scaling Up Nutrition (SUN) Program is a cross-ministry and multi-donor program to reduce stunting in Zambia. The National Food and Nutrition Commission (NFNC) implements SUN as part of the Government of the Republic of Zambia (GRZ) 1,000 Most Critical Days Program.  SUN 2.0, the second phase of the program, has three major components: (1) Pooled Multi-Donor SUN Fund, (2) SUN Technical Assistance (SUN TA), and (3) SUN Learning and Evaluation. Working in parallel with the SUN Fund, the USAID/Zambia SUN TA program will provide support and direct technical assistance to sub-national government departments in target provinces and districts to plan, implement, coordinate, and monitor integrated nutrition-sensitive and nutrition-specific activities to reduce the rate of stunting among Zambian children under two.

USAID has identified two main objectives that address stunting, including (1) Adequate Quantity and Quality of Dietary Intake among Target Groups; and (2) Adequate Health Conditions for Biological Utilization of Nutrients. SUN TA interventions will increase access and availability of safe, diverse, nutritious food; adoption of better child feeding habits and household hygiene practices; and access to improved health, water and sanitation services. The project will prioritize sustainability by improving intra-household joint decision making and building capacity of local government and their stakeholders to ensure coordination, accountability, and learning, following the Scaling Up Nutrition model.

2. Location:

Central Province: The District Accountant and Administrative Assistant will be based in one of the following District offices:  Kabwe, Mumbwa, Chibombo or Kapiri-Mposhi.

Copperbelt Province: The District Accountant and Administrative Assistant will be based in one of the following District offices:  Kitwe or Ndola.

Northern Province: The District Accountant and Administrative Assistant will be based in one of the following District offices:  Kaputa, Kasama, Mbala, Luwingu.

Luapula Province: The District Accountant and Administrative Assistant will be based in one of the following District offices:  Mansa, Samfya or Nchelenge.

3. Objective:

The District Accountant and Administrative Assistant is responsible for the financial, clerical, and administrative tasks in the District office. S/he will handle petty cash disbursements, advances, and maintain accurate records of payments and replenishments. S/he will also aid the project team to maintain smooth day-to-day office functions and coordinate the logistics of the office vehicle use.

4. Tasks and Responsibilities:

General Accounting Support

• Record approved costs in the Field Accounting System (FAS)
• Prepare inputs for the weekly cash-flow forecasts for approval and fund replenishment wire requests
• Handle petty cash disbursements and reporting, ensuring petty cash is maintained per maximum petty cash policy, and that all petty cash procedures are followed
• Ensure that requests for payment have appropriate approvals
• Prepare field expense vouchers ensuring accuracy of expense coding
• Perform any approved accounting corrections and reversals
• Ensure the timely deposit of cash receipts
• Act as a bank agent securing petty cash replenishments and other cash needs as instructed
• Prepare backup documentation for all project-related transactions, and ensure completeness and appropriate review and approvals are documented
• Audit travel requests and expense reports for accuracy and compliance and follow procedures to ensure accurate and timely payment and reconciliation of travel advances, reimbursements for staff and partner travel

Financial Administration Support

• Maintain hard copy file management system and use DAI’s operations system (TAMIS) and Oracle to complete some finance functions as required
• Scan and upload voucher files to DAI’s repository for the electronic archival of financial documentation
• Perform regular spot audits of project files
• Assist the Lusaka-based Sr. Accountant with reviews of backup documentation using the finance checklists to ensure completeness, accuracy, and full compliance with DAI policies and procedures
• Assist in preparation of information inputs for any financial reporting requirements, or internal reports as necessary

Office Administration

• Handle routine administrative tasks, to include calls, mail, and electronic communications and routing messages and information to appropriate individuals.
• Coordinate logistical support and assist with project staff travel, such as hotel booking, and car arrangement.
• Support office in distribution of invitations, letters, meeting minutes and other printed material as needed.
• Support office with printing, copying, and binding materials.
• Ensure that project staff needs for office equipment, supplies, and furniture are met.
• Ensure project staff administrative needs are met and office guests are greeted graciously.
• Maintain office inventory trackers and coordinate equipment maintenance with the relevant departments

5. Reporting and Supervision:

The District Accountant and Administrative Assistant directly reports to the District Coordinator and coordinates closely with the Financial/Compliance Officer  as well as the Lusaka-based Finance team. The District Accountant and Administrative Assistant will supervise the District Driver.

6. Qualifications:

• Bachelor’s Degree in Accounting, Finance, Business Administration, or equivalent
• Minimum 2 years’ experience supporting USAID-funded projects in an accountancy/finance role preferred
• Demonstrated understanding of applicable finance-related USG or other international donors contracting regulations
• Accuracy in working with large amounts of data
• Ability to respond effectively to time sensitive inquiries
• An energetic, forward-thinking and creative individual with high ethical standards and professional presentation
• A well organized and self-directed individual with sound technical skills, analytical ability, good judgement, and strong operational focus
• Fluency in English is required

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