Finance and Operations Manager at Grassroot Soccer Zambia

GRS Zambia is looking to fill a senior-level manager role that will oversee the development and maintenance of the finance and operations systems required of a growing NGO.

To efficiently implement programmes, GRS Zambia applies a range of accounting, operational and planning tools. The Finance and Operations Manager will work closely with the Managing Director to ensure that the organisation is run efficiently and accountably.

Role Overview:

The Finance and Operations Manager is a key member of the leadership team of GRS Zambia and is responsible for ensuring that programme teams have the support systems required to achieve our mission.  Their primary focus is managing the supporting functions of finance and operations in order to maintain a highly cohesive and high-functioning unit. The Finance and Operations Manager will have oversight of budgets and financial management and will work closely with the Programme Manager to ensure staff are meeting expectations in all areas. S/he is responsible for ensuring the financial, operational, administrative and human resource systems are in place to manage expenditure efficiently and ensure compliance with organizational policy, grant requirements, and local regulations.

This role will be the line manager for the Zambia finance and operations team and report directly to the Managing Director.

Primary Responsibilities:

Finance

• Manage the finance and accounting functions for GRS in Zambia including but not limited to financial management, accounting, planning/budgeting, budget monitoring, auditing and reporting.
• Oversee all GRS Zambia financial policies and procedures and ensure adherence to Zambia accounting standards.
• Monitor and review the financial systems, controls, policies and procedures to ensure they are operating properly, are current, and align with donor requirements.
• Responsible for training and compliance. Make certain staff understand and follow internal controls and policies and procedures through proper monitoring, routine training and regular feedback and communication.
• Ensure proper management of financial and other resources entrusted to GRS programmes and initiatives.
• Work with the Programs, Business Development, and Finance teams to effectively spend, allocate, and report on all grants across the the organisation.
• Evaluate financial reporting and accounting systems to make recommendations that will eliminate redundancy, streamline processes and empower the finance team to interact with other staff members to improve financial coding, workflow, policies, procedures and budget management.
• Coordinate the external annual audit processes, organizational risk assessments, and lead the internal auditing function.
• Manage and ensure financial record keeping (vendor files, consultant files, purchasing documents, fixed asset support & subsidiary ledgers) is appropriate and efficient
• Serve as the line manager for the GRS Zambia Finance Team

Operations

• Oversee all GRS Zambia operations manuals, policies, and procedures, including the organization’s  Operations and HR manuals.
• Maintain GRS Zambia’s fraud management and reporting system and ensure that staff are routinely trained on how and when to report fraud.
• Provide supervisory oversight of all GRS Zambia Operations staff
• Ensure GRS is properly insured and assist in coordinating insurance renewals and claims.
• Manage and oversee all regulatory reporting and liaise with relevant government ministries related to organizational registration and annual obligations.
• Responsible for general office administration, including overseeing office repairs/upgrades, IT connectivity, office security, vehicle use and tracking, etc.
• Provide oversight of GRS Zambia asset management system to ensure assets are tracked and properly maintained

Procurement

• Ensure that GRS operations systems and procedures are in line with GRS, government and donor policies and demonstrate sound resource management.
• Ensure quality control for servicing external and internal customers, ensuring that systems are streamlined and efficient.
• Responsible for overseeing internal controls and procurement processes. Ensuring that systems meet best practice standards and audit requirements.
• Ensure staff are routinely trained on procurement policies and procedures.

Governance

• Ensure legal registrations are current and aligned with operating practices.
• Assist the Managing Director with board meetings.

Human Resources

• Maintain GRS Zambia’s HR Manual and ensure all HR policies are in-line with Government of Zambia requirements.
• Support staff recruitment, on-boarding, off-boarding, timesheets, leave management and annual performance reviews
• Orient all employees to the GRS Employee Guide, provide an overview of GRS benefits and/or schedule a benefits orientation, facilitate enrollment in benefit programs and ensure new employee paperwork is complete and personnel files are properly maintained.
• Ensure GRS Zambia staff are trained and able to navigate GRS policies and procedures, handle complaints and assist in resolving conflicts. This includes informal and formal complaint management.
•  Advise on disciplinary procedures, performance improvement plans and or conduct improvement plans.

Program Management & Business Development

• Support the programs team to produce costed workplans.
• Support the programs teams to develop proposal and project budgets.

Qualifications and Experience:

Key Professional Experience

• Possess at least a  degree in Business, Accounting, Finance or related fields relevant to the responsibilities of the role (master’s degree preferred)
• At least seven years of experience in financial management for large complex projects, of which at least three years were working on large donor-funded project (ideally USAID, DFID, or other government bilateral donor)
• Experience providing financial and operations support to donor-funded programs in Zambia
• Demonstrated knowledge of USAID project management, including USAID rules, regulations, and reporting requirements preferred
• Experience managing and supervising finance and operations staff.
• ·Experience monitoring and analyzing budget trends and funding levels across multiple accounts.

Key attributes

• Ability to work under pressure, as part of a team or independently, and meet deadlines consistently.
• Strong financial management skill and experience
• Experience in managing a large budget effectively
• Strategic planning experience
• Experience in effectively directing large, complex and distributed teams
• Excellent command of English, with strong verbal and written communication skills
• Proficiency in Microsoft Office suite, including Word, Excel, and Outlook
• High team cohesive behavior and infectious levels of enthusiasm
• Detail oriented with the ability to keep the broader picture in mind
• Excellent written and verbal communication skills
• Ability to interact professionally with diverse groups especially in a cross-cultural environment

Successful leaders at Grassroot Soccer are bold, yet humble.  They are passionate about the mission of Grassroot Soccer, and understand their role on the Grassroot Soccer team to achieve its mission.

Day to day, they are....

• Proactive: can anticipate both opportunities and obstacles and take action
• Professional: level-headed; ability to de-escalate difficult situations, behave exceptionally, and manage/minimize distractions
• Problem Solvers: comfortable with ambiguity, can creatively unlock bottlenecks and turn problems into opportunities

...they demonstrate lots of...

• Common Sense: prioritizing the right things at the right time; making good, quick, informed decisions balancing multiple issues and points of view
• Self-awareness: know where one’s blind spots are, recognize differences, and build a team to complement one’s skills and weaknesses

...and a strong bias for...

• Follow-through and outcomes: deliver results, not just create lots of activity
• Treating people well: empathetic, kind, great listener, yet can make tough decisions and hold oneself/others accountable

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