District Administration and Finance Officer Development Alternatives Incorporated (DAI)

SCOPE OF WORK

USAID SCALING UP NUTRITION TECHNICAL ASSISTANCE (SUN TA)

DISTRICT ADMINISTRATION AND FINANCE OFFICER (DAFO) (GRADE 8)

1. Project Background:

The Scaling Up Nutrition Program is a cross-ministry and multi-donor program to reduce stunting in Zambia through implementation of the Government of the Republic of Zambia (GRZ) 1,000 Most Critical Days Program. SUN TA provides support and direct technical assistance to sub-national local government departments in target 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 and improve the nutritional status of pregnant and lactating mothers. 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 increase access and availability of safe, diverse, nutritious food; adoption of better child feeding and household hygiene practices; and access to improved health, water and sanitation services. The project prioritizes sustainability by improving intra-household joint decision making and building the capacity of local government and their stakeholders to ensure coordination, accountability, and learning, following the Scaling Up Nutrition model.

2. Purpose:

The District Administration and Finance Officer (DAFO) is responsible for the administrative and financial tasks in the District office. They will maintain the District Work Plans ensuring all expenditure requests are within the work plans; review staff advances, expense claims and handle petty cash disbursements. They will also aid the District Project team to maintain smooth day-to-day office functions and coordinate the logistics of the office vehicle(s) use as well as manage the District Warehouse (Stores).

3. Place of Performance and Reporting:

The District Administration and Finance Officer directly reports to the District Manager and indirectly reports to the Regional Accountant. The DAFO will also co-ordinate closely with the Lusaka Administration and Finance Team.

4. Responsibilities and Tasks:

Office Administration

• Co-ordinate District administrative needs such as securing venues; facilitating meals etc.
• Coordinate logistical support and assist with project staff travel, such as   vehicle availability and utilization; arrangement. Manage the District vehicle fuel requirements and utilization, ensuring that receipts are maintained, and weekly fuel utilization reports are prepared.
• Ensure the offices are clean and secure.
• 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.
• Maintain District inventory trackers and coordinate equipment maintenance with the relevant departments.
• Other duties as assigned.

Financial  

• Review 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.
• Handle petty cash disbursements and reporting, ensuring petty cash is maintained per maximum petty cash policy, and that all petty cash procedures are followed.
• Review Ensure accuracy of expense coding against the designated expense codes.
• Ensure the timely submission/ clearance of travel advances.
• 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.
• Maintain hard copy file management system and use DAI’s operations      system (TAMIS) and Oracle to complete some finance functions as required.
• Perform regular spot audits of project files.
• Assist the Lusaka-based Finance Manager 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.

5. Supervisory Responsibilities:

The District Administration and Finance Officer will supervise the District Driver(s).

6. Education and Experience:

• Bachelor’s Degree in Accounting, Finance, Business Administration, or equivalent, CIMA, ACCA or CA Zambia
• Associate or Licentiate Member of the Zambia Institute of Chartered Accountants (ZICA) required.
• Minimum 6 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.
• Ensures project controls are implemented in accordance with DAI policies, USAID rules / regulations and the terms of the contract between USAID and DAI.
• Fluency in English is required

7. Key Result Areas:

• Generate payments, review travel advance request, ARF, Expense reports.
• Prepare backup documentation for all project-related transactions, and ensure completeness and appropriate review and approvals are documented.
• Handle petty cash maintenance, disbursements and reporting are in line with petty cash policy and procedures.
• Prepare inputs for the cash-flow forecasts for approval at district level.
• Manage the vehicles at the District and ensure there is adequate fuel for technical activities.
• Keep track of office and technical Inventory and all the assets for SUNTA have the USAID label.