: African Wildlife Foundation (AWF)

Deadline: 17 June 2021

Background

The African Wildlife Foundation (AWF) is implementing projects in the Mid Zambezi Valley within the Lower Zambezi Mana Pools transboundary landscape both inside protected areas as well as outside protected areas in the surrounding communal areas. The broad program objectives are to combat wildlife crime, strengthen transboundary collaboration, anti-poaching support, strengthen field communication and monitoring systems, develop and improve core infrastructure, capacity building for wildlife rangers and increasing the resilience of local communities or the ability of communities and systems to adapt and recover from shocks and stresses, reducing chronic vulnerability and facilitating inclusive growth and private sector engagement.

Position summary

The Finance and Administration Officer (FAO) will provide finance and administrative support to projects in the Mid Zambezi Valley, ensuring compliance with AWF’s internal controls as well as donor policies and procedures. This position will also manage office and vehicle workshop stocks, preparing regular reports (e.g. expenses and office budgets) and reports on the project. He / She will handle daily processing of invoices and staff portal expenses in compliance with AWF’s internal and donor policies and procedures, provide support on treasury related administrative and routine tasks that require urgent action, constant consultations and frequent follow-ups with field and program staff. Good experience and knowledge of logistics and stock / asset management is a prerequisite. The position will be based at Marongora Field Station. The position will report to the Technical Advisor with technical backstopping from the Finance and Administration Officer in Harare and other teams at AWF HQ.

Responsibilities

Compliance roles: Ensure that the team understands and adheres to AWF and donor financial and administrative policies and procedures; Ensure that internal controls are respected so as to avoid issues of fraud and misappropriation of assets within the program. Report all instances of known or suspected fraud and abuse promptly; Ensure organization policies are strictly adhered to and identify any issues to the supervisor; Familiarize with the donor contracts so as to be in a position to advise on compliance with the use of donor funds and associated accounting; Ensure staff compliance with time reporting requirements; Oversee cash flow operations for the Faro Project by ensuring timely projections of cash as per established work plans; Support smooth month-end close process

Finance and Accounting roles: Manage petty cash float, initiate top-ups, organize petty cash hours and process payments; Input petty cash expenses in the system as part of the monthly close; Maintain optimum petty cash balances and advise the supervisor of cash replenishment requirements; Process staff travel advance requests/reimbursement, disburse cash, review advance retirements, generate credit memos and identify any issues; Review trip retirements and identify any issues; Process all transactions into accounting system; Input and submit any direct invoices with adequate documentations and timely follow up with field team on any delayed approvals; Prepare, issue and manage allowance system for Zimparks rangers; Prepare regular reports on expenses and office budgets; Post vehicle mileage as part of month close process; Facilitate accounting system posting of reviewed invoices for payments; Ensure complete posting of all expenses for the monthly close of books; Scan all financial documents and trip expense backups; File and archive all financial documents per established systems; Vehicle mileage charge sheets management; Perform internal and external customer circularization on a monthly basis; Prepare relevant reports with statistical data as assigned; Perform internal and external customer circularization on a monthly basis.

Administrative Roles: Ensure proper upkeep of office, equipment and other facilities; Manage vehicle workshop stores (and spare parts) and procure project supplies and give timely administration support to field teams; In line with AWF procurement guidelines, facilitate system procurement process and related inventory updates; Upload requisitions into system and follow up on payments; Perform periodic supplier statement reconciliations and attend to ad-hoc vendor queries; Maintain asset records in Serenic and e-assets register; Timely conduct quarterly asset verifications & reconciliations; Assist with program logistics and facility (travel, space, etc.); Ensure the front office is well managed; Ensure the guests and callers receive professional, courteous, prompt and pleasant service and messages are delivered to program staff timely; Provide security briefing to staff as needed and ensure that all staffs adhere to security policies and procedures; This includes briefing to all newly recruited staff; Liaise with vendors and service providers on all procurements; Procure, deliver, distribute and monitor key items such building materials, equipment, patrol rations and fuel.

Other duties: Perform other relevant duties as assigned by supervisor(s)

Requirements

Bachelor’s Degree in Finance, Accounting, Administration, Logistics or equivalent; At least five years’ experience in a busy finance office; Strong level of competence in Microsoft Excel and MS Office; Strong organizational skills and a problem-solving attitude; Ability to work as part of a team in a multicultural environment; Knowledge of any accounting system is an added advantage; Ability to pay attention to detail and follow instructions; Self-organized and having own initiatives; Easy to train and willing learn; Ability to manage sensitive and confidential matters at the highest level of professional; Excellent written and verbal communication skills; Attention to detail; Commitment to AWF’s vision and mission; Commitment to respect, protect and, promote Human Rights at all times irrespective of ethnic group, gender, race, sexual orientation, age, or class by adopting a rights-based approach; Ability and willingness to live in remote locations sometimes under physically challenging conditions.