Finance Officer

job Description

Title: Finance Officer
Location: Harare
Supervisor: Financial Management and Operations Director

Position Summary:
Working under the supervision of the Financial Management and Operations Director, the Finance Officer primary role is to support the Finance Department with standard fiscal operating procedures linked to: inventory control and related record keeping; preparation of the monthly expense close-out reports sent to Headquarters; processing of travel and general procurement related invoices, claims, advances etc.; as well as the preparation of VAT claims. S/he shall also serve as a support to the Finance team in terms of establishment of vendor accounts as well as partaking in necessary vendor liaison linked to procurement exercises undertaken by the FHI 360 Office. S/he shall conduct general administrative functions as requested in support of the maintenance of an updated and easily accessible filing system because of fulfilling the above duties. The Finance Officer is also responsible for managing the administrative process for sub-award administration from pre-award to grant close-out supporting the Finance and Grants Manager He/she will provide professional expertise in subaward management to ensure full compliance with donor rules and regulations. The Finance Officer will be required to perform a comprehensive analysis of grant terms and conditions for all sub- agreements to ensure that the subrecipient organizations have the capacity or are able to acquire the necessary capacity to successfully perform and meet contractual obligations. The Finance Officer will be responsible for ensuring the efficient operation and maintenance of an effective sub-award management system working closely with project teams and other enterprise services staff to achieve successful and compliant grant performance. The Finance Officer will also support the Finance and Operations department with managing project assets to ensure effective asset management and inventory control.

Duties and Responsibilities

Finance
-Work closely with the Financial Management and Operations Director to ensure smooth operation of all financial matters
-Ensure that all financial data for the office is recorded in the financial system accurately, timely and completely.
-Ensure the integrity and quality of the data in the financial database. This includes and not limited to reviewing, analysis of various accounts and alert relevant staff of any irregularities.
-Manage the petty cash for the office and administer petty cash disbursements.
-Ensure that all transactions are adequately authorized and properly supported.
-Assist with payment processing, VAT claims, and end-of-year reports preparation.
-Sending of payment confirmation to vendors and following up on invoices and receipts.
-Prepare monthly reports for accounts receivables and ensure that staff debtor accounts are settled promptly.
-Generate age analysis reports in line with existing policies and procedures.
-Prepare and send out receivable or payable statements to staff and other vendors.
-Follow up with staff any long outstanding program and travel advances to ensure timely reconciliations and recommend appropriate action in a timely manner.
-Provide technical assistance and capacity building to technical staff, including interpretation of policies, setting up of systems and resolution of outstanding issues.
-Work together with the finance team in planning and carrying out trainings on FHI 360 policies and procedures.
-Conduct other general administrative functions as may be requested

Subaward management
-Work under the direct supervision of the Finance and Grants Manager
-Conducts pre-award assessments for potential sub-awardees to assess their financial capacity and gives recommendations to the project team
-Identifies any significant risks and recommend plan for mitigation including justification of working at risk
-Reviews and negotiate critical award terms and conditions.
-Manages sub-grant set-up in the grants management and/or financial management system
-Advises senior management on matters of concern and elements of risk that can be detrimental to successful grant performance. Recommends alternative approaches to overcome any
-Drafts sub-recipient packs before submission to CMS for review and submission to donors. These will include sub-grant agreements and any modifications thereof, budgets, budget realignments, cost extensions and any other issues requiring donor approval such as waivers for the procurement of restricted commodities, sub awards, salaries, consultant rates, etc.
-Develops and maintain strong relationships with sub-awardees
-Conducts periodic compliance reviews on sub-recipient organizations as part of sub-recipient monitoring to ensure they are compliant with the sub-grant terms and conditions, FHI 360 policies as well as the applicable funder rules and regulations
-Reviews sub-award financial reports before disbursement of payment
-Responds to audit matters related to sub-award management (both internal and external).
-Collaborates with the project team staff and other enterprise services staff to monitor subaward performance.
-Trains project staff in standardized procedures for efficient sub-award management.
-Manages input to sub-award close-out.
-Maintain a record of all project assets and inventory items and ensure it is updated accurately and on a timely manner
-Conduct other general finance/administrative functions as may be requested

Knowledge, Skills, and Abilities:
-Demonstrates a customer-friendly attitude and a strong work ethic.
-Advanced understanding of USG and non-USG donor regulations, funding mechanisms, award types, and contracting principles.
-Skilled in negotiations, subaward management, procurement, pricing, contracts, and conflict resolution.
-Strong verbal and written communication skills, including technical/business writing and report documentation. Able to communicate diplomatically and firmly with staff and management.
-Strong analytical, numerical, and problem-solving abilities, especially in complex situations and high-risk conditions.
-Proficient in Microsoft Office (Word, Excel, PowerPoint) and accounting software such as Deltek, Great Plains
-Committed to ethical standards, ensuring compliance with regulations, and managing subawards with integrity.
-Excellent organizational skills with the ability to prioritize and manage multiple tasks, including working independently with minimal supervision.
-Proven ability to adapt to changing work patterns, identify cost-saving opportunities, and enhance efficiency.
-Experience in international development, healthcare, or consulting sectors preferred.
-Ability to build effective relationships with internal customers, stakeholders, and external partners.
-Strong team player with a positive attitude, flexibility, and comfort working in diverse, multicultural environments.

Qualifications and Experience

-Bachelor's Degree or its International Equivalent in accounting or finance or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job
-Part qualified -ACCA, CIMA, or any other relevant professional qualification will be relevant.
-Familiarity with U.S. Government grant rules and regulations, procurement and auditing standards will be an added advantage.
-Minimum of 4 years of experience in financial management and subaward management, with at least 2 years of experience in USAID-funded project grants management.
-Proven experience in managing USAID-funded projects, including budget management, reporting, and compliance.
-Demonstrated expertise in USAID financial reporting systems, including familiarity with SFR 425, 2CFR Part 200, and ADS 303