SAVE THE CHILDREN INTERNATIONAL PROGRAMS ROLE PROFILE
JOB TITLE: Finance and Administration Manager
TEAM/PROGRAMME: Zambia Orphans & Vulnerable LOCATION: LUSAKA,ZAMBIA Children Systems Strengthening Project GRADE: TBC TYPE OF ROLE: 2 years fixed term 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
ROLE PURPOSE: The Finance and Administration manager will oversee all fiscal and administration management of the five-year USAID-funded Zambia Orphans and Vulnerable Children System Strengthening project. He/she will also ensure the cooperative agreement is administered according to USAID rules, regulations and policies. Under the leadership of the Chief of Party, the position will be responsible for ensuring that all partners and USAID requirements for sub-grants, budget planning, monitoring, and reporting are fully met in a timely manner.
SCOPE OF ROLE: Reports to: Chief of Party Dimensions: Staff directly reporting to this post: Finance Officer, Administration Officer
KEY AREAS OF ACCOUNTABILITY: Monitor budgets and sub-grants to ensure that spending occurs as planned and that vari- ances are anticipated, noted and corrected. Ensure that key program personnel are aware of their budgetary resources, and are able to monitor their budgets respectively. Supervise spending of project activities through the creation of financial plans, outputs and outcomes, with ability to reforecast based on changing activity plans. Oversee project's grants portfolio through the review grant agreements and verifying com- pliance with USAID certifications and audit requirements, as necessary; conduct training with grantees. Maintain an adequate cash flow to ensure that there is sufficient cash to cover project activities and plans. Review the monthly payroll to ensure the accuracy of computation, the time of transferring the salaries to employee’s accounts and the payment of social security and taxes. Reconciliation of staff timesheets to ensure staff time is accurately and demonstrably alloc- ated to the project. Ensures adequate support documents, proper approval process and compliance to grant requirements for all financial transactions. Set-up, adjust and maintain finance and accountability systems in response to require- ments from Save the Children and the donor. Conducts training to build capacity of the finance and admin staff working on the project. Review monthly financial reports and ensure that they are consolidated for monthly distri- bution to the COP and senior management team; Review monthly financial reports from the provincial teams to ensure accuracy and to provide regular feedback to project staff and partners; Prepare any budget revisions and projections and respond to any questions; Confirm availability of funds for all requests for payment or charges to grants. Prepare quarterly pipelines or required documents for submission to USAID; Review and submit reports to Save the Children HO and country office COP and Country Director; Prepare a consolidated annual fiscal report, including a cumulative life of project report.
DATE SAVE THE CHILDREN INTERNATIONAL PROGRAMS ROLE PROFILE
Prepare documents for audit and maintain finance records and documents in an orderly and secure manner. Provide coherent and clear narrative explaining variances to forecast expenditures and re- medial actions as necessary.
SKILLS AND BEHAVIOURS (our Values in Practice) Accountability: Holds self accountable for making decisions, managing resources efficiently, achieving results together with children 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 Creates a managerial environment in-country to lead, enable and maintain our culture of child safeguarding Ambition: Sets ambitious and challenging goals for self and team, takes responsibility for own personal development and encourages team to do the same Widely shares personal vision for Save the Children, engages and motivates others Future oriented, thinks strategically and on a global scale Collaboration: Builds and maintains effective relationships, with own team, colleagues, members, donors and partners Values diversity, sees it as a source of competitive strength Approachable, good listener, easy to talk to Creativity: Develops and encourages new and innovative solutions Willing to take disciplined risks Integrity: Honest, encourages openness and transparency Always acts in the best interests of children
QUALIFICATIONS AND EXPERIENCE: Essential Full ACCA, CIMA, or CPA qualification. Registration with an Institute of Chartered Accountants At least 5 years experience managing USAID funded projects with strong knowledge of USG rules and regulations 4+ years of professional experience in grant compliance, auditing, financial and administration management Significant experience in financial monitoring, budgetary systems, and controls with strong analyt ical skills Proven ability to prepare budgets and donor financial reports with ability to interpret and amalgam ate data (financial, outputs, outcome) from multiple sources into coherent consolidated reports.
Desirable Strong organizational, interpersonal, and time management skills while working in a dynamic, team setting in a challenging environment Previous work experience in Zambia preferred; experience on Sub-Sahara Africa an added ad- vantage. Willingness to travel extensively to multiple sites and train staff
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Excellent oral and written communication skills Complete fluency in Excel, Word, PowerPoint and internet use Demonstrated capacity and prior experience in supervising others as a coach/mentor to develop financial skills of colleagues
Date of issue: 30/10/2013 Author:
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