Program Finance Officer - Mhakwe Area program

BACKGROUND

World Vision is a global Christian relief, development and advocacy organization dedicated to working with children, families and communities to overcome poverty and injustice. We are a community of close to 40,000 staff working across the world to help change the lives of vulnerable children. Our supporters, partners and staff join forces with communities on the ground to help children enjoy good health, be educated for life, experience the love of God and their neighbours and be cared for, protected and participating in addressing issues that affect their lives. World Vision has been active in Zimbabwe since 1973. Our operations are spread across 9 out of 10 provinces, with a majority of over 1.75 million beneficiaries in rural areas. Our current programs focus on improving the well-being of boys and girls in three priority sectors: health and nutrition, livelihoods and education. We also focus on child protection, gender and disabilities, emergency assistance and resilience building as cross cutting priorities across our programs. World Vision Zimbabwe(WVZ) is committed to the safeguarding of staff, children and communities that we work with, preventing any type of unwanted behavior at work, including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct. We are committed to promote the welfare of children, youth, adults and individuals with whom World Vision engages with. World Vision expects all staff to share this commitment through our conduct and behavior. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work with us. If you share the same vision and values, JOIN US and contribute to life in all its fullness for the children and communities we serve.

Program Finance Officer – Mhakwe Area Program

Purpose of the position.

To provide finance and administration support to the area program implementation by ensuring compliance to financial and administrative  policies and procedures set to govern operations in the field working closely with the AP/ Project team, external partners, Internal, External Auditors, and the National Office.

Major Responsibilities.

Financial reporting and Management

• Coordinate the budgeting processes into Multiyear and Revised Current Year Budgets and uploading in Horizon.
• Uploading of budgets into sun-systems and ensuring they are in line with approved MyPBAS budget and correctional budget journals as and when there are changes from Support Offices.
• Preparation and submission of financial reports, cover memo, log-frame report, MYPBAS reconciliation in line with the FFM and Support Office requirements on a monthly/quarterly basis.
• Analyse all over and under expenditures to enable stakeholders to know the performance of their projects.
• Coordinate the holding of Field Financial Reports (FFR) meetings on a monthly basis and provide management advice in such meetings.
• Prepare and make presentations on Finance and Administration matters in management meetings.
• Financial reviews of payments, financial source documents, Labour Distribution Reports, payroll allocations, Voucher interface transactions, advances and expense reports are compliant with coding system, correct, timely and budgeted for in accordance with Support Office requirements and as per approved budget lines
• Review all AP payment requests for stakeholders and ensure relevant documentation is attached before submission to Head Office for payments and also check whether the budget permits
• Maintenance of monthly petty cash allocation done through the Regional Office and ensure timely reimbursement.
• Petty Cash Custodians and the review of petty cash (cash and vouchers) and ensure compliance to policy before payment
• Educate AP staff, stakeholders and community members on financial management, internal controls, WV policies and stock management in the field.

Supply Chain and Administration

• Coordinate submission of AP Annual Procurement Plans and timely submission of purchase requisitions and make periodic follow ups with Supply Chain Department.
• Analyze procurement requests and develop service contracts/agreements for outsourced services and regularly monitor the performance of service providers
• Oversee the maintenance and tracking of the organization’s assets
• Prepare disposal approvals and ensure assets disposal procedures are adhered to in line with World Vision policies and procedures.
• Ensure legal compliance of the AP with respect to registration, insurance, licenses and other relevant statutory requirements
• Design and implement systems in fleet management, logistics management, safety and security of the AP office.
• Lead the implementation of AP’s procurement policy and plans, and account for all procurement processes and outputs.
• Review, monitor and ensure AP liquid fuel records are in order and ensure fuel is properly is utilized well and reconciled monthly
• Keep vehicles, motorbikes and generators fuel cards properly secured under lock and key after usage.
• Prepare monthly fuel reconciliation and monitor its usage and report anomalies. Check and Ensure stakeholder fuels have proper documentation and accounted for
• Check all logbooks on a weekly basis as and when fuels are requested.
• Conduct quarterly stock and asset counts for the APs. Prepare bi-annual asset reconciliation for the APs.

People and Culture

• Facilitate Interpretation and implementation of the organization’s HR Policies in the AP
• Assist and account for the Finance and administration officer’s subordinate’s performance management
• Maintain, update and secure WV’s Human Resources Information in the AP in line with WV policies.
• Assist in the implementation of staff capacity building initiatives in the AP
• Ensure timely submission of Labour Distribution Reports and ensure that payroll allocations are in line with the LDRs and as per approved budget lines.

Audit, internal controls and financial advisory

• Check, monitor and ensure that all financial operations within the program area adhere to WV internal control systems and procedures.
• Review and disseminate changes /updates in the WV Finance Policy Manual in line with approvals from NO.
• Facilitate internal, external and Peer Reviews audits in line with relevant policies and respond to audit queries
• Conduct field visits and spot checks in communities where WV projects are implemented.
• Enforce and follow up the implementation of audit recommendations
• Develop and update audit action plans and audit risk matrices
• Submit reports in respect of Management and statutory audits.
• Participate in Peer Reviews and compile reports.
• Interpret to users and Implementing Partners the financial policy and procedure manual
• Providing guidelines on exchange rate movements, inflation trends and other micro economic factors
• Provide technical advice to staff and partners on cost control and cost consciousness.

Education / Work Experience / Key Competencies

• A degree in Accounting/ Finance
• A professional qualification would be an added advantage CIS, CIMA, ACCA
• At least (3) Three years working experience
• Excellent Computer literacy and knowledge of Accounting Packages i.e. Sun systems, Vision Excel
• High analytical, technical and conceptual skills
• High report writing skills
• NGO Experience will be an added advantage
• Knowledge of country laws, grant regulations and Support Office regulations
• Ability to solve problems efficiently and effectively
• Highly responsive
• Ability to learn and adapt to new concepts and technologies
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NB: Shortlisting will be done as applications are received. Only shortlisted candidates will be contacted.