Associate Director

FHI 360, Zambia

Skill Required:, Finance and Accounts
Preferred Experience: 
7 to 10 Year
Closing Date for Applications: 
15th December, 2019

Job Description

FHI 360 is currently recruiting for the position of Associate Director, Finance and Administration for an anticipated USAID-funded district governance strengthening project in Zambia. The project will help the Government of the Republic of Zambia with informing citizens and building their capacity to effectively demand improved service delivery while strengthening a local system of governance capable of responsive service delivery.

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 Associate Director, Finance and Administration 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.

This is a full-time position based in Lusaka, Zambia, for a duration of five years. Zambian nationals are strongly encouraged to apply. Availability of the position is contingent upon successful award of the project to FHI 360. The anticipated start time is Spring 2020.

Key Responsibilities:

  • Establish and implement financial systems for field office and project accounting and grants finance management, including payroll, transfers, reporting to local authorities, FHI360, 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 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/Business Managers in HQ regarding budget realignments, specific budget issues, and status of wire transfers
  • Develop procurement solicitations and recommendations for potential providers of needed goods and services in accordance with USAID and FHI 360 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 and send to FHI360/DC
  • 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 who manage the grants to identify and resolve any issues
  • Provide expert financial and budgeting analysis (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 FHI360/USAID rules and regulations
  • Maintain liability, workman’s compensations, and other insurance policies on behalf of the office, as applicable
  • 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

Minimum Requirements:

  • Bachelor's degree or its international equivalent, in finance, business administration, accounting, or related field (MBA or Master’s preferred)
  • Minimum of 8 years of experience working in or with the NGO sector, especially in financial management
  • Minimum of five 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
  • 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
  • Excellent verbal and written communication skills in English


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