Director – Finance and Administration, USAID CHEKUP II Project John Snow Health Zambia Limited

Background:

Coalition Health Zambia trading as John Snow Health Zambia Limited (JSH), is a public health organization that offers a full range of services, implementing public health interventions to improve individuals and communities’ health in Zambia and the region. JSH works with governments, non-governmental entities, the private sector, civil society, and communities to improve the provision of public health services.

Project Description:

JSH is implementing the USAID Controlling HIV Epidemic for Key and Underserved Populations (CHEKUP II) Activity, which was awarded on September 13, 2022, with implementation through September 6, 2027. The Activity aims to support the Ministry of Health in mitigating against and attaining HIV epidemic control by increasing equitable access to, and use of person-centered, community-driven, and high-quality HIV prevention services for key and underserved (priority) populations. USAID CHEKUP II Activity operates in seven districts with the highest HIV-burden in Zambia. USAID CHEKUP II Activity seeks an ethically sound, dynamic and highly experienced candidates to fill the currently vacant position of Director of Finance and Administration.

Position Description:

This role oversees financial and administrative operations for the project. It supports the COP in project planning and implementation and leads financial and administrative trainings for staff. The Finance & Administration Director approves procurement requests and manages financial tools used for reporting project expenditures in compliance with regulatory requirements. Expertise includes project finance and budgeting, USAID financial reporting requirements, USAID rules and regulations, administration, contracts and grants, procurement and logistics. Primary responsibilities include:

Roles and Responsibilities:

• Establish and implement financial systems for field office and project accounting and grants finance management, including payroll, transfers, reporting to statutory bodies, JSH, and USAID;
• Review annual budgets and track expenditures against budgetary line items;
• Review project invoices for accuracy and allocate expenditures according to accounting systems;
• Approve payment of monthly expenditures within signature authority guidelines;
• Liaise with bank personnel and officers, track cash balances of each bank account, make deposits of returned funds and client payments, and track wire transfers to/from program accounts;
• Prepare, update and submit financial reports to JSH HQ according to financial procedures.
• Review and reconcile monthly expenditures of the bank accounts.
• Maintain, disburse, and reconcile the petty cash account.
• Review, track, and reconcile staff and consultant cash advances according to policies;
• Liaise with Finance and Administration manager at JSH HQ on budget issues;
• Support the development of procurement solicitations and recommendations for potential providers of needed goods and services in accordance with USAID and JSH rules and regulations;
• Prepare all other project financial deliverables and reports in a timely fashion for the review and approval of the Chief of Party;
• Administer and monitor all financial aspects of the grants program including pre-award financial/management surveys, requests for advances, funds disbursements and expenditure reconciliation, financial reporting, audits, and close-out;
• Develop and maintain a grants financial tracking system and coordinate with project staff that manages the grants to identify and resolve any issues;
• Provide expert financial and budgeting (including pipeline) analysis to the Chief of Party, including a monthly report on actual and projected expenditures per budget line item. Anticipate any issues and recommend any corrective measures as needed;
• Provide training and technical assistance on financial and grants management as needed to project staff, grantees and other implementing partners;
• Maintain all project financial records in compliance with Zambian law and JSH/USAID rules and regulations;
• Maintain liability, workman’s compensations, and other insurance policies on behalf of the office, as applicable;
• Grants & Contract management and Compliance Monitoring.
• Internal Control and audit management
• Enhanced VFM on procurement
• Mentorship and conflict management
• Track sick and vacation leave for the project staff on a monthly basis;
• Participate fully and proactively in team meetings and other events and contribute to a positive and collaborative work environment.

Qualifications:

• Bachelor’s Degree or its International Equivalent – Finance, Accounting or Related Field;
• Full ACCA, CIMA of equivalent;
• MBA preferred;
• Registered Member of ZICA
• Minimum 15 years’ experience working at Senior Level, five of which must be with the NGO sector, especially in financial management;
• Minimum 5 years of experience with grants programs, design and management of civil society grants programs preferred;
• Demonstrated experience in civil society, governance, organizational capacity building, advocacy, rule of law, or other related democracy and governance sectors highly desired; and
• Experience with accounting software strongly preferred.
• Familiarity with USAID programming, rules and regulations highly desired;
• Ability to work effectively in a highly collaborative team approach;
• Excellent communication and organizational skills; and
• Excellent verbal and written communication skills in English.

Supervision and Reporting:

The Director Finance and Administration will work under the guidance and supervision of the Chief of Party.