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Finance and Human Resources Manager
Starting date: As soon as possible (Contract duration: Around 30 months)
Supervisor: Project director
Supervises: Operation and administration officer
The Cultural information Trust is seeking a a highly qualified Finance & Human Resources Manager (FHRM) to be based in Bulawayo, Zimbabwe for a SIDA funded project. The project will run for 36 months and will be implemented in partnership with other local organizations.
The FHRM is responsible for the finance & accounting of all programmes managed by the Cultural Information Trust. She/He is responsible for keeping proper supporting documentation for all transactions and implementing the Trust’s policies and procedures. She/He works closely with the Project Director to ensure the programmes are compliant at all levels of Funders’ rules and regulations.
Key Areas of Responsibility
Accounting: Working with the Operations and Administrative Officer, preparing and submitting to the Project Director a monthly expenditure report; Cash and bank reconciliations; Overseeing and monitoring business advances to project staff; Calculating overhead cost allocations to programmes; Reviewing all programme expenditure reports of the Trust and alerting Project Directors of any budget issues/miscoding, monitoring the corrections necessary are completed in a timely manner by the Operations and Administrative Officer; Ensuring payment vouchers are all signed by the Project Director, and that no supporting documentation is missing; Overseeing the maintenance of Finance and Accounting files; Alerting the Project Director about aging advances issues; Maintaining records of Annual Leave.
Finance: Preparing all payments, verification and validation of all documents submitted for payment; Writing cheques and payment vouchers and attaching relevant supporting documentation for review and approval by the Project Director; Securing the cash needs of the projects, preparing and submitting to the Project Director and HQ wire transfer requests (WTRs) for approval; Managing all banking transactions, including depositing and collating bank statements, processing payments, converting currencies as required; Maintaining banking records including a list of signatories and agents of the Trust; Ensuring that all banking transactions and any change to the bank accounts are approved by the Project Director at all times; Managing the office cash flow to minimize transfers between bank accounts in order to provide the best cost management/efficiency; Arranging for the delivery of funds as required to programme locations; Reconciling the petty cash account as required for replenishment; Preparing cash counts on a weekly basis and submitting to the Project Director; Preparing financial projections on all programmes on a monthly basis to the Project Director and HQ; Ensuring VAT requirements are met; Ensuring all programme expenditure is covered by Funders’ obligations and informing the Project Director and HQ of projects reaching 75% of level of expenditure; Providing training as necessary to the Operations and Administrative Officer.
Administration: Maintaining filing of Funders’ agreements and their modifications; Maintaining an updated travel plan and submitting them as part of the office monthly expenditure report; Preparing Procurement Approval Requests and submitting them to the Project Director and HQ for approval; Preparing payroll, maintaining HR filing, staff contracts etc as per the legal requirements, meeting tax requirements.
Subgrants: Monitoring subgrantees by reviewing vouchers and transactions and advising on best accounting practices and compliance. Providing necessary training to the subgrantees.
Skills, Knowledge and Competencies
Excellent organizational skills, demonstrated ability to follow tasks through to completion, over time; Self-starter, ability to work independently; Multi-tasker, capable of working on multiple projects at one time, often under pressure; Ability to keep accurate records and statistics; Attention to detail and a conscientious attitude; Awareness of administrative and financial regulations and how to apply them to daily workflows
Education and Qualifications
High School diploma or HSE; preference for college experience in accounting or administration; Excel experience (essential) AND QuickBooks experience (preferred); At least 5 years of operational/financial experience, preferably in a nonprofit environment, including working knowledge and experience with government funding sources and contracts.