Finance and Operations Manager Habitat for Humanity Zambia

RE-ADVERTISED

Title: Finance and Operations Manager
Department Name: Finance and Operations
Report to Title: National Director
Responsible for: Four Positions

Position Summary:

Under the direct supervision of the National Director, the Finance and Operations Manager will oversee the sound financial and operational management of the finance and operations function. The role involves managing overall fiscal operations, including budgeting, financial reporting, auditing, forecasting, and overseeing the work of project accountants and other operations-related tasks. The position holder will also advise management on all financial and operational aspects of HFHZ in compliance with local laws and regulations.

Essential Duties and Responsibilities:

Financial Management and Reporting:

• Prepare and submit quarterly financial reports to HFHI Area Office within 15 days after the end of each quarter and within 30 days after year-end.
• Prepare and submit monthly management reports to management.
• Prepare and submit quarterly financial performance reports to the Finance and Audit Committee/Board.
• Report and update the donor grant dashboard monthly.
• Develop and implement financial policies and procedures for budgets, cash management, forecasting, and financial reporting.
• Ensure standard financial systems and controls are in place for security and control over the organization’s resources.
• Support the annual budget process, including tools and resources, compilation, analysis, and support to budget owners (departments).
• Supervise the maintenance of HFHZ accounting systems and the presentation of financial data for internal and external purposes.
• Post held transactions in Sun Systems and ensure monthly reconciliations are carried out accurately and on time.
• Compile annual financial statements in accordance with Generally Accepted Accounting Principles (GAAP).
• Ensure all active grants have identifiable donor budget lines and that all reports comply with donor requirements.

Audits (External and Internal):

• Coordinate the planning, preparation, and completion of HFHZ audits in line with HFHI external audit policy, ensuring all timelines are met.
• Review external audit management letter recommendations and monitor progress in resolving outstanding issues.
• Review internal audit reports and work with management to resolve identified issues.

Financial Planning and Budgeting:

• Lead in the development of HFHZ annual plans and budgets.
• Review all budgets for consistency with business activity, account/project/fund codes, and fund accounting practices.
• Highlight significant variances and cash management issues to the Programs Department.
• Coordinate monthly, quarterly, and financial forecasts for HFHZ.

International Transfers:

• Review and submit international transfer requests for approval to the National Director.
• Ensure all transfers are tracked and reported accurately and submit a reconciliation report to the Area Office.
• Monitor and reconcile the movement of the Fund Balance with monthly international reports.

Policies and Safeguarding:

• Ensure compliance with policies and procedures during the execution of financial transactions.
• Conduct quarterly reviews of the effectiveness and efficiency of internal controls.
• Ensure safe and risk-free financial operations across HFHZ programs.
• Promote the creation of a safe, inclusive, and diverse work environment.

Capacity Building, Collaboration, and Communication:

• Coordinate and facilitate training sessions for finance and operations staff on budgeting, financial reporting, and compliance.
• Provide ongoing advice and feedback on staff performance.
• Assist in the recruitment process for key positions at the National Office level.
• Foster strong communication within the finance and operations department to ensure alignment with financial goals.
• Act as a liaison for collaboration on cross-departmental initiatives that require financial and operational expertise.

Operations, Risk Management, and Information Technology:

• Evaluate existing operations processes to identify inefficiencies and recommend process improvements.
• Support the development of financial and operational policies to ensure compliance and governance.
• Facilitate training on new policies and procedures to ensure understanding across the operations team.
• Identify financial and operational risks and develop strategies to mitigate them.
• Ensure compliance with regulations and organizational policies.
• Collaborate with the IT Consultant to ensure effective coordination of IT infrastructure, asset management, and usability.

Other Functions:

• Perform any other duties as assigned.

Success Criteria:

• Well-versed department staff in financial and accounting systems.
• Regular updates to management on financial and operational matters.
• Operational systems in place for efficient workflow.
• Annual budgets and forecasts.
• Unqualified annual external audits.

Typical Training & Experience:

Required Knowledge & Expertise:

• Minimum Qualifications:
  • BA in Accounting or Management from a recognized university or professional qualifications such as ACCA, CPA, CIMA.
  • A Master’s degree will be an added advantage.
• Years of Related Experience:
  • At least seven years of INGO experience in financial administration, including three years at a senior manager level.
• Qualifications Preferred:
  • Experience in leading and managing organization-wide finance functions (not just project finance management).
  • Proven track record of engaging with Finance and Audit Committees and Boards of Directors.
  • Strong interpersonal and financial management skills.
  • Knowledge of procurement processes, especially for BMZ funded grants.
  • Familiarity with international NGO regulations and requirements is advantageous.
  • Proficiency with Microsoft Office Suite and Sun Systems.
• HFHI Values:
  • Humility: We are part of something bigger than ourselves.
  • Courage: We do what’s right, even when it’s difficult or unpopular.
  • Accountability: We take personal responsibility for Habitat’s mission.

Safeguarding:

HFHZ requires that all employees take seriously their ethical responsibilities to safeguard our intended beneficiaries, their communities, and those we work with. Managers are responsible for supporting systems that prevent harassment, sexual exploitation, abuse, and promote safeguarding rights, especially for children, and ensuring the implementation of Habitat for Humanity’s code of conduct.

Working Conditions:

• 40 hours per week, with a one-hour lunch break and two 20-minute health breaks per day.
• Location: Lusaka