Finance and Administration Officer Wildlife Producers Association of Zambia

The Wildlife Producers Association of Zambia (WPAZ) was established in 1988 as an affiliate of
the Zambia National Farmers’ Union (ZNFU) to foster the growth of the private wildlife estate.
More recently WPAZ has begun incorporating community game ranching interests on
traditional lands and open access areas to increase the contribution of wildlife to community
and private sector development.

Since its inception with an initial eight members, WPAZ has enjoyed a growing membership. By
1997 it had 30 members. From 1997 to 2012, Zambia saw an increase in the number of game
ranches, wildlife populations, and ranch areas from 30 (with 21,000 registered game animals on
142,000 Ha) to 115 (with 91,000 registered game animals on 600,000 Ha). However, since 2013, the game ranching industry has faced increasing constraints. Despite this, WPAZ has revitalized its membership which now comprises 75 members, including 58 Full Members, 16 Associate Members, NGO Members/partners, and several volunteers supporting its initiatives. The Association is governed by an elected Executive Committee and operationalized through a lean Secretariat, currently with only two full-time staff members.

WPAZ has 3 main aims to help achieve this goal:
● to grow the wildlife industry in Zambia by stimulating the interest of non-members,
especially indigenous Zambians, Zambian companies or communities, to become wildlife
producers and members of WPAZ;
● to provide a platform to distribute information and advice to members and nonmembers in the private management, production, care, and trade of wildlife, providing
information on the policies, regulations, compliance requirements, procedures, and
practices of the Government, its agencies and authorities, so that the Association can
lobby for its members’ interests appropriately.
● to represent members and defend their interests on policy issues concerning
private and community-based wildlife estates through communication and dialogue
with regulators.

About the job:
In June 2020, WPAZ set up its first fulltime Secretariat with a staff compliment of two (2) individuals.
Having built on this experience, WPAZ has been able to secure funding to build the capacity of the
organization and meaningfully contribute to Zambia’s community wildlife economy. To ensure the
continued smooth running of its Secretariat, and to meet donor contract obligations, WPAZ seeks the
services of a Finance and Administration manager.

Duties and responsibilities:
● Oversee all day-to-day financial management of WPAZ including orientation and training on,
compliance with and implementation of WPAZ policies and procedures organisation wide.
● Ensure compliance with budgets, WPAZ and donor rules and regulations in execution of all
transactions and contracts.
● Provide leadership in drafting, execution and financial oversight of all contracts, budgets and
procurement plans for WPAZ.
● Introducing and instituting improvements and efficiencies to financial processes.
● Ensure timely month-end accounting closing procedures are performed and monthly financial
reports, expenditure reports and any other reports as requested by the WPAZ team and donors are
prepared.
● Monitor preparation and disbursement of payroll, ensure timely remittance of statutory deductions.
● Oversee and sign off on the annual external audit process prior to submitting to EXCO for approval.
● Execute banking processes including payments on the online banking portal, correspondence and
bank agency duties.
● Support in monitoring capacity building and mentoring of sub grantees.
● Maintain grant records and documentation: Keep accurate records of all grant applications, awarded
grants, reports, and related correspondence. Ensure that the organisation complies with grant terms
and conditions, as well as any applicable laws and regulations.
● Monitor and report on grant performance: Track the progress of funded projects, including
objectives, deliverables, and budgetary concerns. Provide regular updates to management and
relevant stakeholders on the status of grant-funded projects.
● Ensure correct allocation of expenditure to respective donor budgets and budget lines, and ensure
expenses reflect the correct status of each grant

Capabilities, competencies and experience needed
● Bachelor’s degree or above in Economics, Finance or Business Management
● Minimum 7 years of practical work experience in any of the above or related fields
● Experience managing a team
● Demonstrated personal integrity, strong leadership and management skills
● Excellent technical analysis skills
● Excellent written and oral communication skills
● Self-motivated and goal-oriented

Key measures and targets:
● Monitoring of budget against workplans and advising the team on under or over expenditure on budgets and projects to ensure timely budget realignment and budget spend.
● Prudent cashflow management to ensure sufficient funds are always available.
● Coordinate and ensure preparation of accurate reports internal and external donor reports.
● Good quality control systems/standard operating procedures in place
● Effective relationships with stakeholders
● Operational efficiency within projects and processes.
● Effective support, capacity building and mentorship to sub-grantees.
● Well-run office and happy office environment

Key relationships
● WPAZ EXCO
● Program Manager
● Partners and donors.

Reporting requirements:
● Project Activity Reports and biannual management accounts.
● Challenges/setbacks relating to the project and key relationships.
● All project procurements, expenditures, receipts for all expenditures, receivables and payables report.
● 6-monthly review of strategies and work plans