Description<\/p>\n
Back ground
\nAction Against Hunger leads the global movement to end hunger. We innovate solutions, advocate for change, and reach 24 million people annually with proven hunger prevention and treatment programs. As a nonprofit that works across 50 countries, our 8,300 dedicated staff members partner with communities to address the root causes of hunger, including climate change, conflict, inequity, and emergencies. We strive to create a world free from hunger for everyone and for good.
\nAction Against Hunger USA is part of the Action Against Hunger International network. As an independent NGO, Action Against Hunger USA currently manages operations in eight countries: Kenya, South Sudan, Somalia, Tanzania, Uganda, Ethiopia, Zambia, and Haiti. Action Against Hunger-USA has over $100 million in programs and approximately 1,800 permanent staff based in New York City, Washington D.C., Nairobi, and country offices. Additional growth is anticipated.
\nSummary of position
\nThe Finance and Grants Officer will be responsible for the day-to-day management of the financial transactions and procedures of the organization. S\/he will also provide support to the SMT in Zambia Managing occasional work with the Regional Finance Specialist. The Finance and Grants officer will work under the guidance and direct supervision of the Support Services Manager.
\nThe Finance and Grants Officer\u2019s role has the following purpose, engagement and delivery:
\nPurpose
\nThe Finance and Grants Officer will be responsible for executing day-to-day ACF-Zambia financial transactions and managing budgets by ensuring financial data accuracy, effective and efficient utilization of resources in line with the organizational and financial management policies, procedures as well as the donor policies and guidelines.
\nEngagement
\nThe Finance and Grants Officer will work collaboratively with the Support Services Manager to ensure the issuing of accountancy bundles is timely, accurate, and complete. Program Managers by sharing and discussing BFUs, and all other staffs by sharing knowledge and awareness with respect to budget methodologies, policies, internal control policies and procedures.
\nS\/he will also work with the logistics and administration team to ensure compliance with the procurement policies and procedures.
\nDelivery
\nBy timely submission of accurate accountancy bundles, sharing of BFUs within adequate period and ensuring Zambia is compliant with internal policies, IFRS and Government regulations. S\/he will promote high standards of integrity and accountability on the utilization of organizational resources.
\n1. Ensuring high-quality accounting
\n\u00b7 Disseminating information about accounting procedures to Zambia Staff & country offices and ensuring compliance.
\n\u00b7 Recording all monthly commitments and recharges ensuring correctness of accounting and analytical entries.
\n\u00b7 Verifying bankbooks and performing bank reconciliations before the 5th of every month.
\n\u00b7 Setting up proper budgets and other accounting parameters on the accounting software.
\n\u00b7 Processing payments promptly ensuring compliance with ACF payment policies.
\n\u00b7 Preparing and updating the share cost tool regularly and reviewing balance sheet accounts thoroughly with monthly schedules.
\n\u00b7 Sharing accurate and complete monthly accounting bundles with the HEARO Finance team before the 12th of every month.
\n\u00b7 Responding to HEARO queries on the monthly accounting bundles within a reasonable time.
\n\u00b7 Ensuring proper filing and archiving system of all finance documents.
\n\u00b7 Acting as a focal point for internal and external audits; providing auditors with all necessary information and responding to their queries.
\n\u00b7 Following up on recommendations by auditors to ensure they are adhered to.
\n2.\u00a0Ensuring high-quality cash management
\n\u00b7 Ensuring respect for the ACF finance procedures and Cash Management Policy in Lusaka Office and country bases.
\n\u00b7 Identifying risks of fraud and corruption and setting up preventive and monitoring mechanisms.
\n\u00b7 Ensuring liquidity in Zambia and advising the F&A Manager for the need of exchange operations.
\n\u00b7 Preparing the Treasury cash forecast on a bi-monthly basis in collaboration with the program, admin, and logistics departments and forwarding it to the F&A Manager for review and validation.
\n\u00b7 Ensuring safekeeping of necessary cash and performing cash count as per set requirements.
\n\u00b7 Monitoring the correspondence between the Treasury cash forecast and the payments done.
\n\u00b7 Anticipating treasury risks and resolving these difficulties in advance.
\n\u00b7 Acting as a bank agent for cash collection, exchange operations, cheque collections & deposits, and other bank transactions on behalf of ACF.
\n3.\u00a0Providing financial and budgetary management
\n\u00b7 Establishing the HEARO annual budget and forwarding it to the HOD- Finance for review and validation.
\n\u00b7 Producing, checking, and forwarding budget follow-ups (BFUs) to the coordination team and Program Managers before the 12th of every month.
\n\u00b7 Participating in the BFUs meetings with the program team to update the forecasts and revise the allocated expenditures.
\n\u00b7 Monitoring level of over\/underspending per budget lines and providing timely feedback to budget holders.
\n\u00b7 Performing cost analysis and issuing budgetary alerts where necessary.
\n\u00b7 Producing and archiving of grants related documents according to the deadlines and formats required by funding bodies. (ie. Agreements, financial reports, etc)
\n\u00b7 Taking the lead in project audits by providing the requested support documents and responding to queries raised by auditors.
\n4.\u00a0Archival of Financial Documents
\n\u00b7 Maintain cash , bank, supplier contracts, PAYE, vendor & all other finance relevant contracts in finance department
\n\u00b7 Verify & cross check all base monthly financial documents are correctly allocated & completed as per ACF Archiving guidelines
\n\u00b7 Archive financial files as per ACF archiving guidelines, keep copies at the base & send original to capital on monthly basis
\n5. Grant Management:
\n\u00b7 Work with the Global Support Office on finance-related changes, including implementation of new systems, policies and procedures.
\n\u00b7 Monitoring project spending on a monthly basis, communicating about any under\/over spend and working to agree appropriate actions in order to bring spending in line with approved budgets.
\n\u00b7 Contribute to the financial management of signed donor grants.
\n\u00b7 Prepare for financial audits, providing all information required by local legislation, donors.
\n6. Security and Fraud Prevention:
\n\u00b7 Control and manage the security of in-country cash when held on site and when being transferred.
\n\u00b7 Conduct regular internal audits and report immediately any possible fraud or theft.
\n\u00b7 Conduct trainings with staff and advise on improvements to financial security and fraud prevention.
\n7. Communication:
\n\u00b7 Provide training, advice, mentoring and coaching as required to all relevant staff on financial management, procedures, internal controls and financial requirements of donors.
\n\u00b7 Liaise with local banks and programme partners as financial focal point.
\n\u00b7 Participate in meetings with donors and partners regarding project financial performance.
\nInternal & External Relationships
\nInternal:
\n\u00b7 Directly reporting to Finance manager
\n\u00b7 Directly responsible for the Finance Intern<\/p>\n
Liaise with Log team \/ PMs<\/p>\n
External:<\/p>\n
Interaction with suppliers, banking and financial institution service providers, and tax offices<\/p>\n
Reporting Responsibilities:
\n\u00b7 Contributions to weekly Sit Rep
\n\u00b7 Monthly Cash Forecast
\n\u00b7 Mid-Month Cash Forecast Review
\n\u00b7 Weekly Accountancy report \u2013 Sylogist
\nMonthly Accountancy Closure \u2013 Sylogist
\nGENDER EQUALITY COMMITMENTS & ZERO TOLERANCE TO ABUSE
\n\u00b7 Foster an environment that supports values of women and men, and equal access to information.
\n\u00b7 Provide a work environment where women and men must be evaluated and promoted based on their skills and performance
\n\u00b7 Respect beneficiaries\u2019 women, men, boys and girls regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age or marital status,
\n\u00b7 Value and respect all cultures.
\n\u00b7 Promote and uphold the Safeguarding\/PSEA policy and procedures.<\/p>\n
Requirements<\/p>\n
Requirements
\nAcademic Qualifications:<\/p>\n
BSc. Accounting, Bachelor level degree in management, finance, or related field; MBA or similar higher degree a plus\/ACCA added advantage<\/p>\n
Required Skills & Experience:
\n\u00b7 2+ years of experience in one or more of the following areas: Administration, HR, Finance, Logistics
\n\u00b7 Exceptional organization and planning skills, ability to manage and follow work plans
\n\u00b7 Highly developed interpersonal, communication, able to negotiate, influence, give effective feedback, be a team player
\n\u00b7 Able to manage stress effectively, juggle competing priorities, balance various programmatic, logistic and team needs<\/p>\n
Champion of ACF Charter values of : Professionalism, Transparency, Neutrality, Access to Victims and Non-Discrimination<\/p>\n
\u00b7 Previous ACF experience, previous INGO experience
\n\u00b7 Experience with donor-funded programs<\/p>\n
Experience supervising others<\/p>\n
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