Senior Finance Manager

Job Description

JOB SUMMARY: Working under the overall direction of the COP and in coordination and collaboration with project technical staff, the Senior Finance Manager is to plan, design and co-ordinate the implementation of sound accounting and financial management and control systems and procedures for all operational areas and to facilitate the maintenance of accurate and up to date financial and accounting records for effective and smooth running of all BCP business operations including the CFP project and decision-making under changing environmental circumstances. The Senior Finance Manager will, in coordination with the Senior Human Resources Officer, also ensure effective management of human resources and administration activities in Finance so that good staff morale is maintained for the required motivation and commitment leading to accomplishment of the company’s mission and goals. In addition, the Senior Finance Manager will guide and advise the management on all financial and accounting as well as human resources development matters and actively participate in and discharge the responsibilities as a member of the Senior Management. These responsibilities include but are not limited to the following:

Administration:

1. Assist the COP in general management of the project.
2. Administer and manage Finance personnel in accordance with personnel policies and procedures;
3. Assist the COP in local staff and consultant recruitment, hiring, and contracting;
4. Coordinate with the Senior HR Officer in human resources management and development matters including performance appraisal and identification of training needs in Finance and to make recommendations to the Senior Management for continued employment of finance staff who are well-trained.
5. Liaise with Senior Management and staff to ensure the maintenance of good employee relations and employment practices for the required high degree of morale and discipline at all times.
6. Carry out annual reviews of staff salaries as a member of the Senior Management Review Panel.
7. Manage project property in compliance with USAID guidelines and regulations, including submission of monthly and other periodic reports;
8. Ensure compliance of BCP and CFP project operations with USAID regulations, Government of Zambia laws, and BCP’s policies and guidelines;
9. Respond to pertinent information requests from USAID and other project partners as necessary to maintain smooth relationships as required;
10. Improve and enhance the systems that drive the company’s operations as and when new developments are made that provide for more efficient and effective ways of managing the various operations.
11. Advise the COP on all policy matters concerning project administration and financial management including compliance with all policies and donor regulations.

Finance:

1) Direct all aspects of the project financial accounting system, including managing cash flow, tracking expenditures and preparing monthly financial reports;

2) Assist the COP to prepare local budget projections when needed;

3) Ensure that Value Added Tax is not paid and that any charged is removed from purchases invoices to be in compliance with USAID funding requirements.

4) Prepare required reports for USAID due in line with the Cooperative agreement;

5) Prepare financial reports of local expenses by category (labor, transportation, equipment, supplies, etc.) as requested;

6) Prepare detailed analysis of performance and include required detailed donor accounts and other donor reports as required; and, ensure accuracy and timeliness in accordance with the company’s deadlines and donor requirements.

7) Monitor preparation and disbursement of the company’s payroll ensuring that statutory deductions are made and remitted to the relevant authorities in time and that only bona fide employees are paid.

8) Project, monitor and assure replenishment of cash in bank accounts;

9) Monitor project financial position and performance against budgets and report regularly to the COP on financial status;

10) Oversee and reconcile all financial reporting to ensure compliance with USAID, and Government of Zambia formats, requirements, and scheduling;

11) Supervise the management of local and foreign currency accounts;

12) Ensure that monthly financial statements and management information are prepared and submitted in a timely manner to enable Senior Management and the Board to review and guide the company’s operations effectively;

13) Ensure compliance with USAID procurement regulations and processes;

14) Approve financial requests and/or sign liquidations in the absence of and when authorized by the COP;

15) Ensure proper implementation of all financial and administrative policies and procedures.

16) Provide all information required by the COP and Compliance and Internal Audit in a timely and comprehensive manner.

Contracts/Procurement:

1) Coordinate with and guide the technical teams in developing scopes of work and bid documents for procuring goods and services;

2) Correspond and document discussions with vendors during bid phase ensuring transparency;

3) Coordinate with technical teams in drafting responses to bidder questions;

4) Conduct preliminary evaluation of proposals to ensure compliance with RFP/RFQ terms and conditions;

5) Check bid bond certification documents;

6) Participate on all technical and financial evaluation committees;

7) Prepare technical and financial evaluation reports with input from technical staff;

8) Draft subcontract or purchase order and coordinate approvals with COP;

9) Finalize negotiations with vendors for cost and contract terms;

10) Validate performance bonds following award;

11) Coordinate with USAID and relevant authorities in the Government of Zambia for tax exemption and duty free status in respect of procured goods and services;

12) Coordinate with technical team on the acceptance of deliverables;

13) Oversee vendor and contractor payments.

Other:

1) Assist in preparation of work plans, budgets, and procurement plans;

2) Manage project information and communication technology to ensure information is broadly available and shared within the project, and with partners, collaborators and USAID;

3) Where applicable, oversee administration related to small grants program;

4) Manage the annual external audit process to ensure it is effectively and efficiently completed for a clean audit report consistent with comprehensive implementation of smooth operating systems within the company’s operations.

5) Carry out any other duties that may be assigned by the COP/Managing Director in order to ensure smooth operations of the company.

Qualifications:

In addition to excellent knowledge of USAID Rules and Regulations pertaining to the implementation of Cooperative Agreements, the successful candidate should have skills and experience to provide support to the BCP-CFP program in the following areas:

• Financial management, accounting and reporting
• Payroll preparation and administration
• Budget preparation
• Project management and accounting
• Information technology
• Risk management
• Office administration

Minimum Qualifications:

• Due to the need for strong financial management and accounting skills we are seeking candidates who are professionally qualified accountants with current membership and designation of Chartered Accountant, Certified Public Accountant, or Certified Management Accountant in addition to the other listed skills above.
• Computer literacy, particularly using accounting software is a must.
• A bachelor’s Degree (preferred), in Business, Finance, Accounting, or other relevant field, Master’s degree preferred.

Desired skills, attributes, and experience as follows:

• Perform successfully in organizational roles of similar magnitude and complexity, including those funded by USAID preferred;
• At least 10 years’ experience in a senior management position in the private sector and with at least 5 years of USAID funded activities.
• Prior experience in Sub-Sahara Africa required with Zambian experience preferred.
• Demonstrated knowledge of USAID rules and regulations.
• Experience in financial, accounting, and project management systems, policies, and procedures.
• Demonstrated knowledge, skills and experience in accounting, financial planning and management, and other management support areas, as required;
• African citizen;
• Communicate effectively orally and in writing;
• Apply excellent computer skills in MS Office, database management, accounting software, etc.;
• Manage financially grants under a contract; and
• Travel to project locations within Zambia, as required.

Interested candidates that meet the above criteria should submit applications including a CV and a cover letter explaining how you match the requirements. Send email to: jobs@biocarbonpartners.com with the Subject: “Senior Finance Manager”

About the Organization

THE COMPANY:

BioCarbon Partners (BCP) is a Zambian-based social enterprise with a mission to reduce poverty and enhance livelihoods through forest management and conservation operations. BCP is proud to partner with USAID/ZAMBIA and with various Government agencies in implementing the Community Forests Programs. This innovative project works to support Reduction in Emissions, Deforestation and Degradation (REDD+) with the objective of sustaining long-term community-based REDD+ benefits through the Community Forests Program (CFP). In this goal BCP wants to hire a high level finance executive to help drive and manage its financial and administrative systems in compliance with USAID rules and regulations over the short to medium term and also to further develop and enhance those systems incorporating best practices in the long term as it transitions to a more commercially focused organization with a firm commitment to social responsibility goals after the end USAID funded CFP project.