Job Title: Country Financial Controller
Location: Zambia Lusaka – with quarterly travel to field offices
Contract Grade: J
Contract Length: 2 years
Reports To: Country Director
Responsible For: Management Accountant, Cashier, Grants and Compliance Officer, Finance Consultants under World Bank project
Liaises With: All Concern staff, Tax authorities, partner & donor finance staff
Concern Worldwide Zambia is a growing International NGO, headquartered in Ireland and with a mission to alleviate extreme poverty. Concern is seeking a Director of Systems to lead and manage the functions and staff supporting Information Technology, Human Resources, Procurement & Logistics, Transport and Administration within the Lusaka office and across the whole organisation. Concern has over 60 staff and offices in Mumbwa, Mongu, Kaoma and Senanga. The Director of Systems is a member of the Zambia Senior Management Team and will contribute to the implementation of the Country Strategic Plan and the growth and development of Concern Worldwide in Zambia. The post holder will ensure that Concern Worldwide Zambia has systems that effectively and efficiently deliver support services to enable programmatic objectives to be achieved. This will include coaching and mentoring of all the systems staff within and outside Lusaka. The post holder will be responsible for ensuring that policies, procedures and manuals are reviewed on a regular basis, updated as needed, and rolled-out across the organisation and that the skills and knowledge are in place to be compliant with these policies.
Job Purpose:
The Country Financial Controller is responsible to manage all aspects of the finance function of the Concern Worldwide Zambia country programme so that we achieve our objectives in line with Concern Worldwide policies, procedures and standards. CFC is a key member of the Country Management team and advises on strategic direction and organisational development.
Main duties & Responsibilities:
Financial System
- Ensure that country financial management systems & records are adequate in order to identify and protect the assets & interest of the organization.
- Ensure that the systems in place, enhance, as far as possible, the efficiency & effectiveness of the manner in which assets are utilized
- Ensure that the global accounting package (Microsoft Great Plains) is maintained in a proper manner, and utilized in an appropriate & effective manner.
- Establish & maintain a donor financial management system in order to optimize funding & to ensure efficient & accurate reporting to donors.
- Ensure adequate controls over cash & bank management are constantly monitored & updated to minimize the risk of fraud or misappropriation.
- Undertake regular field visits in order to assess the financial systems in place & implement improvements wherever need
- Closely monitor all financial activities, and keep the CD/Country Management Team advised of all situations which have the potential for a negative impact on internal controls or financial management performance
- Undertake financial assessments & evaluation of partners, in line with Concern’s standard financial procedures.
- Oversee the review, monitoring and capacity building of partners and ensure partner management is compliant with Concern policy.
- Ensure that partner finance reports are thoroughly reviewed in coordination with the respective Programme staff.
Financial Control
- Maintain an effective & efficient system of internal controls which comply with Concern Worldwide financial guidelines.
- Review existing systems on an on-going basis in order to develop and improve internal controls, in compliance with Concern’s policies and procedures
- Ensure that all financial records & accounts are compiled timely, accurately and in line with international accounting standards & donor regulations
- Ensure that the country financial operations comply with legal & statutory requirements e.g. audit & financial reporting to all relevant national authorities.
- Ensure that country management prepares the annual & revised Country budget and donor budgets, as accurately as possible.
- Keep up to date with donor regulations and ensure that staff have the information required and all controls are in place to meet donor compliance.
- Ensure all donor, partner and contract files are maintained and up to date.
Financial Reporting
- Ensure timely & accurate preparation of monthly management accounts and donor reports for budget-holders and Country Management to ensure that they can monitor the budget utilization and take appropriate action on any significant variances.
- Ensure timely & accurate preparation of financial reports for Dublin (Financial Reporting Pack (FRP))
- Ensure timely & accurate preparation of donor reports for external donors / agencies.
- Reconcile all balance sheet items on a quarterly basis, in accordance with Concern Worldwide policies & procedures
- Finalize year end accounts for external auditor and provide any ad-hoc year reports for Dublin
- Provide financial analysis where necessary especially on maximizing available funds and advise to CMT
Staff Management & Capacity Building
- Develop the capacity of the local finance team to ensure that a good standard of financial management is maintained.
- Undertake specific training and other relevant initiatives so that the national staff can be credible candidates to fill any vacant position in the finance team and to provide strong cover for leave.
- Undertake financial training of budget-holders, to assist them in enforcing financial controls & making decisions based on financial reports.
Other Duties
- Facilitate and follow up with internal, external & donor audits
- Ensure that all statutory deductions & taxes are complied with & to liaise with relevant authorities in this respect.
- Assist in the development & implementation of the Country’s Strategic Plan
- Actively participate in the CMT meetings and be proactively involved in the decision making processes
- Any other related assignments
- Adhere fully to the commitments and rules of Concern’s Programme Participant Protection Policy and Code of Conduct (P4 and CoC), including the respect of confidentiality
- Report to the Country Director any violations of the P4 or CoC
Person Specification:
ESSENTIAL
- Accountancy Qualification (e.g. CPA, ACA, ACCA)
- 3 years post qualification experience in Concern or a similar organization
- Experience in developing staff capacity technically and management
- Experience managing large and multi donor (especially USAID, WB, EU, DFID, Irish Aid etc) programme budgets.
- Ability to work under pressure to consistently meet tight deadlines
- Proven organization, planning and management skills
- Excellent communication, influencing and negotiation skills.
DESIRABLE
- Knowledge of development issues and concepts.
- Experience at a senior management level
- Experience of training, mentoring and capacity building others
- A good understanding of computer applications i.e. Microsoft word, Excel, communications systems and basic trouble shooting skills.
Special Skills, Aptitude or Personality Requirements:
- Empathy with Concern’s goals and a commitment to capacity building, protection and participation
- Ability to work on own initiative and lead diverse teams
- Flexible and adaptable to a changing environment
Application procedure:
Applications, in the form of a cover letter and CV, should be sent via e-mail to the following:HR.Zambia@concern.net and Zambia.DS@concern.net. The deadline for receipt of applications is Friday 12thFebruary 2016 but due to the urgency of this position, applications will be short listed on a regular basis and we may offer posts before the closing date.
