Position summary

Zimbabwe Project Trust (ZimPro) seeks to recruit a Finance and Admin Manager who will be part of a humanitarian project entitled “Restoration and Enhancement of Community Climate Resilience & Productivity in Matabeleland Provinces” under its two thematic pillars of Food Security and Sustainable Agriculture; and Sustainable and Diversified Livelihoods. ZimPro is anticipating growth in its programming that will necessitate the recruitment of additional project staff. This advert is placed conditionally, as recruitment is subject to availability of funding.

Purpose of Position

The Project Finance and Admin Manager ensures the integrity of accounting information by recording, verifying, reconciling, analyzing and producing project accounting reports.

Role, Responsibilities & Essential Duties

• Oversee and manage the daily grant/ contract process, including collaborating with the management regarding grant opportunities;
• Responsible for the review and approval of all expenditure together with management depending on limits as per the Accounting manual;
• Monthly preparation and presentation of financial reports, and coordination of the administrative process of the grant project;
• Facilitating external audits as well as Partner audits;
• Ensure that documentation is done and kept in accordance with legal requirements;
• Ensure consistency with organisational policy and procedures relating to finance functions and that staff are informed of any changes so they can work efficiently and to required standards;
• Preparation of donor reports, particularly financial reports and ensure that they are supported by adequate documentation and submitted within set deadlines;
• Monitor, input, review all grant data;
• Spearheading the identifying and flashing out any potential cases which would make reporting on time and/or compliance impossible, for proactive communication with donors;
• Ensure compliance with Funding Partner guidelines;
• Serve as a liaison with management and other departments on issues regarding grants management. Provide financial projections by coordinating budget/forecast preparation; collecting, analyzing information; advising officers on the collection and analysis of data;
• Work proactively with project staff to understand needs and changes in the project’s operations, and initiate all budget modifications based on that discussion;
• Ensure consistency with organisational policy and procedures relating to finance functions and that staff are informed of any changes so they can work efficiently and to required standards;
• Prepare Journal Entries and perform account analysis as part of the monthly financial review meetings with management;
• Undertake periodic reviews of voucher completeness and accuracy, and take appropriate corrective action if any discrepancies are identified;
• Coordinate grant compliance and reporting responsibilities with Finance and Human Resources;
• Assist in the preparation of the annual budget and quarterly forecasts, including cash flow projections;
• Serve as a key point of contact with Funding Partner, including coordinating all requests in a timely manner; Ensure compliance with the rules and regulations administered by the Funding Partner, assists in all audits, including the preparation of all required schedules;
• Conduct Physical inventory/ asset schedules;
• Provide administrative support and functions to project personnel;
• Responsible for human resources and administrative matters under this project;
• Participate and attend staff meetings and training programs; collaborate on tasks and make suggestions for efficiency;
• Ensure proper cost segregation and allocation of cost; Perform other duties as required.

Qualifications/Educational Requirements

• Bachelor’s Degree in Accounting required, plus a professional qualification;
• A Master’s degree will be an added advantage;
• Minimum of eight years of professional and relevant experience in the NGO sector, three of which at senior level;
• Good knowledge of Pastel accounting package and financial reporting;
• Familiarity with managing donor grants and budgeting processes;
• Knowledge of formulating organizational policies and procedures;
• Ability to analyze data and then communicate the results in a concise and detailed manner;
• Ability to work under pressure, extended hours and meet tight deadlines;
• Dependable, self-starter and team player;
• Promoting confidentiality and integrity at all times.