Finance and Operations Director (FOD) for ZAMFAM South Central at DAPP Zambia

Development Aid from People to People (DAPP) is inviting suitably qualified and experienced persons to apply for the position as a Finance and Operations Director for ZAMFAM SOUTH CENTRAL project.

The project has the objective to improve the welfare for 125,000 orphaned and vulnerable children and to build resilience in their families. It is a 5 years’ project with a yearly budget of average 5 million USD. The position is based in Kabwe where the project has its headquarters. The project will end in November 2020 – and the vacancy is for one year; January 2020 to December 2020.

The FOD will be based in Kabwe as the Project Management Unit and will oversee operations in 14 districts within the Central and Southern Province with over 300 employed staff. The budget for 2020 is around 3 million USD.

Key Objective: Overseeing finance, administration and operation related to ZAMFAM South Central. Ensuring best use of funds and adherence to donor regulations.

Job functions include:

1. Budgeting/ Management/ Commitments/Reporting 

• Advises the project on resource integration options to meet financial requirements of the Grant.
• Leads the implementation of the program operating budget, monitoring actual performance and developing project projections.
• Reviews and/or generates financial reports for compliance with Grant and donor requirements
• Analyses spending trends and provides feedback and analysis to team leaders on areas with significant over- or under spending and leads improvement processes.
• Facilitates the funding of district budgets.
• Prepares financial plans, proposal budgets, amendments, and extensions for the life of an award up to and including close-out.
• Prepares close-out documentation at the end of funding cycles in compliance with USAID regulations.

2. Finance/Accounting

• Prepares the chart of accounts which fits with the budget lines, in conjunction with national headquarters.
• Responsible for all accounting and commercial activities of the Project and keeping up to date with General Acceptable Accounting Principles (GAAP) and internal controls over financial reporting.
• Develops and maintains all project accounting systems, accurately ensuring expenditure against the correct codes and projects and preparing monthly financial reports, expenditure reports and any other reports as requested by Head Office and USAID.
• Managing income received from the donor and Head Office and transferring funds to Districts within the project in a safe, legal and timely fashion – following the laid down systems and procedures.
• Maintains and reviews the payroll ensuring that staff receive the correct contractual salaries and contractually agreed emoluments as per agreed schedules and verifying that the correct deductions are made and that correct returns are made to the tax authorities.
• Updates Head Office on balances from all bank accounts held at any given time.
• Managing assets: Ensures that all assets bought by the project are book kept and recorded in the Asset Register. Ensures that all assets are coded and branded according to the branding policy agreed with USAID.
• Ensures that requests are done at least 3 weeks before the funds are needed.
• Manages sub-contractors and sub-grantees.
• Capacity building: Responsible for capacity building of the Accountant, Accounts clerks, Project Leaders, sub-contractors and sub-grantees.

3. Audit/Compliance/Risk management

• Ensures that appropriate financial systems and controls are in place to avoid significant adverse audit risk ratings for the program.
• Plans for and facilitates DAPP internal audits, donor and statutory external audits, and addresses all donor audit issues.
• Builds capacity of the Program team on grants management, general accounting, internal controls and administrative systems in interpreting regulations to ensure compliance.
• Ensures compliance with USAID finance policies and procedures, and audit procedures and requirements and all policies that have a bearing on financial management.
• Ensures compliance with all local, national and where relevant international legal requirements for the partners; including ensuring compliance for all staff and consultants with regulations and laws on tax, insurance and government regulations on NGOs.

4. Policy/Procedure Development 

• Assists in the development of financial and administrative policies and procedures to ensure smooth running of the Grant and compliance to Generally Accepted Accounting Principles, DAPP finance policies, and government and other donor regulations.
• Provides expert consultation regarding the implementation of finance procedures at a project/grant level.

5. Administration/Operations

• Ensures that personnel files are well kept and updated and ensures that production documents are filed and updated.
• Fleet management: Ensures that all vehicles have log books and every month there is a reconciliation of the fuel used and the mileage.
• Ensures that regular checks are done on the project assets, and follows the policy of the organisation regarding the management of assets.
• Ensures that spare parts are well managed and a reconciliation between spare parts procured and used per vehicle is done.
• Ensures the drivers maintain the vehicles properly, that cash and fuel and all other expenses relating to motor vehicles are kept up to date and that all road taxes and insurance is up to date and sufficient to requirements.
• Responsible for all data: Ensures that back-ups are done as per DAPP policy.

Qualifications:

• Degree in finance or other related field or professional qualification in accountancy such as ACCA, CPA or CIMA.
• Having at least 5 years’ experiences in financial management of project of similar scope and in depth knowledge of USAID financial management rules and regulations.

.