Job Description

Posted on May 28, 2021

CARE Zambia an International Non-Governmental relief and development organization with various projects in Central, Copperbelt, Eastern, Muchinga, Luapula, Lusaka, Northern, North-western, and Southern provinces of Zambia, has the following vacancy available at Head Office in Lusaka;
Job Title: Program Support Manager – Finance
Reports to: Country Director
Job Summary
The Finance Manager is responsible for supporting CARE Zambia financial health and viability by ensuring good financial planning and management as well as overall compliance with CARE, donor and government rules and regulations at the Country Office level. The Finance Manager is responsible for the day to day financial operations at the Country Office level; implementing CARE International’s financial systems to provide effective support to the Country Office. He/she plans, directs, and is responsible for providing quality financial services to all projects, units, and staff in the CO. The Finance Manager reports to the Country Director, works closely with Senior Management to ensure that strong partnership is developed between finance, programs, and program support.
Area of delivery – Team Leadership and Functional Management
Scope and expected outcomes
Lead the Finance Department in an effective and efficient financial planning and management of resources,
Ensure proper staffing/recruitment to enable the Finance Team to manage CARE Zambia’s resources efficiently; work with the Program Management Team (PMT) to deploy finance department staff to support each project appropriately,
Manage the Finance Team towards high standards of performance through clear roles and responsibilities, on-going feedback, and appraisals. Pro-actively address performance issues through timely constructive feedback and coaching,
Notice talent and maximize the use of available talent through on-going staff development, succession planning, career management and utilization of a leadership style that will drive employee engagement and motivation,
Develop and implement the annual work plan and budget for the Finance department; carefully managing expenditure and safeguarding CARE’s resources by following accountability procedures before signing approvals,
Through supervision of the Grants and Contracts Team, ensure that CARE’s investments achieve the desired impact and that finances are managed in accordance with CARE, CO regulations and Donor requirements, rules and regulations; Provide analysis to SMT and PMT on efficiency and value for money achieved with our financial resources,
Through supervision of the Accounts Payable staff, ensure good practice in treasury and cash management, promoting the use of wire and digital transfers, timely and efficient process for making payments; and always maintaining appropriate levels of cash in country to keep operations going; This includes supporting project managers and heads of departments with accurate and timely cash forecasts; Always maintaining a healthy level of cash in country to maintain operations going;
Area of delivery – Strategic Management and Planning
Scope and expected outcomes
Ensure that CARE Zambia is provided with the financial management, analysis and support necessary to accomplish its strategic objectives,
As a senior manager, ensure effective collaboration with all department/unit heads and support them with their financial planning processes. Participate in strategic & operational planning at CO level, contributing personal expertise in financial management; and contributing to regional level discussions on CARE’s financial management practices, operating model, etc.
Contribute to the development, implementation and achievement of CARE’s strategies and approaches,
Lead the financial planning for CARE Zambia ensuring a good match between plans, ambitions and the availability of financial resources at all times; Building & nurturing strategic relationships with CARE International Member Partners (CMPs), H-Quarters and RO, Shared Services Center, Donors and other stakeholders (Banks and Financial Service Providers with whom we work, peers in other INGOs with whom we collaborate, etc.
Ensure the development and implementation of appropriate financial risk management mechanisms; including risk prevention, identification, assessment, response and reporting, with particular emphasis on the risk of fraud and corruption; If required, be prepared to conduct investigation into allegations of fraud; Ensure internal controls and segregation of duties reduce the risk of fraud.
Area of delivery – Policies, Procedures & Systems
Scope and expected outcomes
Develop and implement policies, procedures and operational systems that will ensure smooth running of CARE Zambia finances and the delivery of a good standard of customer service by the finance team.
Maintain up to date knowledge of relevant CARE, donors and Government of Zambia policies, procedures, and statutory requirements, including keeping abreast of any changes (e.g. in tax laws, labor laws, etc.), and ensuring they are strictly adhered to
Monitor the relevance of existing policies, procedures, and systems to identify areas for improvement, striving for greater efficiency; take corrective actions as appropriate, referring to Accountable Managers, CO SMT, RO or CMPs as may be deemed necessary,
Ensure that the day-to-day financial operations of CARE Zambia are run smoothly, and that financial operations/transactions are properly and accurately recorded, documented, controlled, monitored, and reported, according to organizational, donors and Country policies and best practice,
Ensure that the Country Office finance system operates correctly and is being used effectively by CARE staff (both finance team and customers),
Ensure that all required internal controls are in place and followed and continuously entify ways of tightening them in the light of the high risks for fraud in Zambia.
Area of delivery – Budgeting and Forecasting
Scope and expected outcomes
Oversee the development and implementation of CARE Zambia country-wide budgets,
Establish the processes by which the country budget will be developed, adhering to CARE USA annual budgeting timeline, guidelines, and policies, and holding staff country-wide accountable for doing their part,
Ensure that accountable managers are equipped and empowered to carry out budgeting activities according to best practice,
Ensure that mechanisms for monitoring, control and review of budget implementation are in place, including quarterly “health check” reviews of CO cost recovery efforts, continuously analyzing the extent to which the CO is recovering its costs (Shared Program Costs, Sub & Field Office Costs);
Forecast to confirm the availability of financial resources and maintain CO Master Budget updated to anticipate shortages and propose timely corrective actions to CO SMT (e.g. downsizing, restructuring, etc.
Carry out strategic level risk assessment and analyze trends to identify and manage issues that might impact on the financial health or viability of CARE Zambia,
Develop systems, take actions, and behave in a way which will generate and maintain relationships of mutual trust with donors; liaising with donors to ensure that they are provided with all required information,
Ensure statutory audits, internal and donor audits are conducted in a timely and professional manner, cooperating with external auditors, and leading the implementation of recommendations,
Area of delivery – Awards & Sub Awards Management
Scope and expected outcomes
Ensure effective end-to-end Awards & Sub-Awards management is carried out, ensuring full compliance with Donor requirements, CARE International policies & the laws of Zambia,
Keep up to date with changes to CARE USA Policies and Procedures as well as CARE International requirements and any developments in donor requirements and relevant legislation,
Ensure that all budgets and contracts are comprehensive and accurate and comply with Donor agreements and requirements, CARE International policies and the laws of the Country. Ensure budgets are prepared in line with CARE International Shared Program Costs policy and cover their fair share of SPC,
Ensure that all grant reports are made on time and accurately and that Shared Program costs are allocated as per CARE USA Policy,
Proactively review Contract Aging reports to note breaches of contract, forthcoming expiries and any other problems or concerns,
Provide CARE Accountable Managers with quality financial information and advice in order to aid their decision making concerning the grants and sub grants they manage.
Ensure that comprehensive Due Diligence and organizational capacity assessments of partners’ , including their financial capacity, have been carried out for all of CARE Zambia’s potential partners according to policy;
Ensure that CARE’s policies and procedures for Sub Awards management are carried out, liaising with accountable managers to trouble-shoot any challenges. Specifically, ensure the CO Decision Making Committee (DMC) that makes key decisions on sub Awards is Operational and delivers on its mandate,
Area of delivery – Capacity Building
Scope and expected outcomes
Build the capacity of CARE Staff and Implementing Partners to manage financial resources according to good accounting practice and in compliance with Donor & CARE International standards,
Support the development and implementation of strategies for bridging the partner capacity gaps that are identified during partner assessments,
Liaise with Department Heads and the HR staff to understand financial capacity building needs of CARE staff, ensuring the development and roll-out of any required professional development initiatives.
Ensure that CARE Staff and Partners fully understand what is expected of them and are equipped to manage awards and sub-awards according to best practice, policies, and procedures.
Deploy the team of Awards & Sub-Awards Staff to the project teams; ensuring that they provide all necessary support, and carry out monitoring visits according to the project plan,
Other Responsibilities as Assigned
Keep up to date with CARE’s emerging strategies and approaches and contribute proactively towards implementation. Take responsibility for ensuring high quality and strong country program fiscal management, giving due care and consideration to the impact of personal decisions on the overall country program.
Qualification, Experience and Competencies:
Bachelor’s Degree in accounting, Finance or Business Management or related field
Fully Certified Chartered Accountant (CIMA and /or ACCA),
At least five years as a Finance Manager or equivalent experience
At least 8 to ten years’ experience working in the developmental and / or humanitarian sector specific technical experience in budgeting, accounting, financial reporting, grants/contracts management and business management
Experience working with NGO an added advantage
Working experience on PEOPLESOFT system managing the End to End AP process
Demonstrated experience with financial troubleshooting and audit
Thorough understanding of financial accounting, reporting, and grants and contracts management processes
Relevant donor policies and procedures
Very strong business partnering skills with ability to influence CO senior staff,
Team player- willing to work with country office teams to achieve desirable results
Good communication skills both oral and written in English
Excellent planning, negotiation, and communication skills – ability to adapt or change priorities according to the changing demands of the job.
Customer oriented – internal and external
Contacts/Key Relationships
This role is expected to establish and maintain open, professional, and cordial relations with the COs internal and external customers. These include and not limited to;
Internal:
Country Office teams; Program, Program Support, Teams
Shared Service Centre, Sub Regional / Regional Office, and Head Quarters
External :
Donors / Government agencies / Other organizations (peer organizations)
Suitably qualified and interested members of the public are invited to apply. Application letters accompanied by detailed CVs and daytime contact numbers should be sent to:
zamcarejobs@care.org.
Closing Date: 10th June, 2021
CARE is an Equal Opportunity Employer promoting gender, equity, and diversity. Female candidates are strongly encouraged to apply.