Reporting to the Country Director of Zambia, the Director of Finance and Administration (DAF) will oversee all finance and administration functions of ICAP in Zambia, including budget development and tracking, financial management and reporting, compliance, subcontracts, procurement, human resources and office management. The DAF builds, maintains and supervises a strong administrative team.
This position is grant funded.
Location: Lusaka, Zambia
Major Accountabilities
- Develop, manage and regularly review ICAP finance and administration procedures to ensure efficiency and compliance to Columbia University/funder rules and regulations; serve as the primary custodian of all financial transactions; establish and manage financial systems to ensure transparency, accountability and accuracy of all financial data; establish and maintain financial procedures, ensuring adequate segregation of duties are maintained
- Develop and monitor budgets across multiple grants, in accordance with pre-established ICAP, Columbia University and donor guidelines; prepare forecasts of programmatic and operational costs, ensuring the availability of funds to meet financial needs; ensure that advances are reconciled in accordance with procedures and required deadlines
- Establish and maintain solid professional relationships with vendors, ensuring that all payments are made timely and that products and services are delivered in accordance with established standards; ensure that ICAP meets donor financial and administrative requirements, and apply fiscal controls and compliance procedures
- Conduct periodic pipeline and burn rate analyses, audits of actual expenses and budget-to-actual comparisons; present relevant reports to internal and external audiences to facilitate financial and programmatic planning and monitoring
- Perform periodic training for staff and partners in financial systems and policies
- Serve as lead liaison to ICAP headquarters in New York, to ensure that all administrative and financial obligations of the program are routinely met; serve as lead liaison with national tax authorities to ensure that ICAP in Zambia adheres to taxation requirements and receives taxation relief
- Establish/maintain banking relationships, ensuring transactions are processed timely, accurately, and adequate balances are maintained; ensure timely financial reporting
- Supervise sub agreement development and management process, including negotiation of contracts, development of budgets and provision of technical assistance to sub grantees, in close coordination with the ICAP-New York sub award team, to ensure effective management of funds and financial reporting
- Oversee procurement of office and program-related equipment, ensuring adherence to all donor, Columbia University and local Zambian regulations; maintain appropriate inventory of supplies and equipment, taking special care to ensure that all items are adequately documented and costs are appropriately chronicled; ensure that bid analysis is done and filed as part of the supporting documents for all purchases
- Ensure effective and smooth office operations, including security and transportation management of a fleet of vehicles; review the logs of vehicles maintenance; review the property log at least once a quarter; ensure that insurance policies are updated when new items are purchased
- Serve as lead liaison with in-country legal counsel and coordinate legal matters with ICAP-New York; ensure effective establishment and implementation of ICAP systems for recruitment, orientation and on-going performance management for all staff; manage complex human resource matters including grievances, discipline, terminations, staff reductions, severance and rewards
- Facilitate decision-making on human resource matters (including organizational design and development, staffing, change management, position classification, compensation, supervision, performance management, and conflict resolution)
- Ensure that monthly payroll reconciliations are done, approved and filed
- Performs other related duties, as directed
Education
- Bachelor’s degree in business administration, finance, accounting or related field required; Master’s degree preferred
Experience, Skills & Minimum Required Qualifications
- Minimum ten (10) years of relevant work experience with at least seven (7) years of work experience at an international NGO
- Demonstrated experience analyzing and interpreting financial data
- Sound knowledge of accounting principles and techniques required; experience with accounting software, such as QuickBooks, is a plus
- Experience working with international donors required; experience specifically with US Government (USG) donor agencies and familiarity with USG rules and regulations strongly preferred
- Strong supervisory and management skills and demonstrated experience in the supervision of finance and administrative staff
- Demonstrated experience working independently with minimal supervision, reliably establishing priorities and meeting deadlines
- Advanced proficiency in Word and PowerPoint to develop presentations and Excel to develop moderately complex spreadsheets
- Fluency in English and a high degree of proficiency in Bemba and/or Nyanja languages is required
Travel Requirements
- Frequent travel to field sites, and possible international travel, is required
HOW TO APPLY:
NOTE: This is a local hire position (i.e., candidates must be eligible to work in Zambia) and the successful candidate will be an employee of ICAP in Zambia and subject to the local terms and conditions of employment which includes a competitive salary and benefits package.
Please send an application letter and CV by email with a subject title “Director of Finance and Administration” to icap-jobs-zambia@columbia.edu.
Please do not attach any certificates when submitting on line. Only short listed applicants will be contacted.
