SAfAIDS is a non-profit human and social development focused organization; based in Zimbabwe. It has over 26 years of experience in the HIV, TB, SRHR, gender equality, social inclusion and human rights sectors; through implementing localized multiplex programs which respond to the development, well-being and health needs of children, adolescents and young people (in and out-of-school), women and men, key populations, PLHIV and other vulnerable and marginalized populations at national, district and community levels. SAfAIDS programs in Zimbabwe involve a multi-partner and sectoral composition of CSOs, community assets, development agencies, policy-making structures and social science/academic bodies; supported by an array of funding partners including Global Fund, EU, UNAIDS, UNESCO, UNFPA, PSI, Save the Children, Sweden, SDC and previously by USAID/PEPFAR. Its interventions support Ministry of Health and Child Care, Ministry of Primary and Secondary Education and NAC at national and local level.
SAfAIDS is seeking suitable candidates for key positions within an anticipated USAID/PEPFAR program in Zimbabwe. The program focus will be on prevention of new HIV infections among adolescent girls and young women (AGYW); through applying the Determined, Resilient, Empowered, AIDS-Free, Mentored and Safe (DREAMS) approach. The position are contingent upon USAID funding and approval. The positions are for: Chief of Party (COP); Technical Director; Monitoring, Evaluation and Learning (MEL) Advisor; and Finance Management and Operations Manager. Recruitment of all the key positions is contingent on the successful award of the program; and the selection of final candidates is subject to approval by USAID, before and after the award.
The Financial Management and Operations Manager will be responsible for the accounting, finance and administration components of the program. S/he will ensure financial reporting is in accordance with USAID contractual requirements and will oversee program procurement activities. S/he will oversee the effective and appropriate use of financial resources of the program, and develop effective mechanisms to monitor the expenditures and liquidations of the program. This position is responsible for ensuring program adherence to USAID financial rules and regulations, providing quarterly financial report, including pipeline analysis, and quantitative and qualitative ad hoc financial updates, as requested. The Finance Management and Operations Manager will also have experience in managing financial and legal requirements of USAID funded activities.
• Strategic Financial and Operations Management
o Develop, implement, and maintain systems, frameworks, and templates to guide the preparation of annual budgets that are aligned to annual work-plans and compliant with funders’ rules and regulations in liaison with the other directors and sub-grantees.
o Develop, implement, and maintain systems, frameworks, and templates to guide the tracking of organizational and consortium wide expenditures against budgets.
o Develop, implement, and maintain systems, frameworks, and templates to guide the cash-flow management to ensure SAfAIDS and consortium partners have adequate resources to support program implementation.
o Develop, implement, and maintain systems, frameworks, and templates for internal and external reporting on finance and operations for the organization and its subrecipients to ensure accurate and correct reporting of financial information.
o Develop, implement, and maintain systems, frameworks, and templates to guide the identification, management, monitoring, and reporting of fraud and corruption risks within finance and operations for the organization and its subrecipients.
o Represent the program to outside bodies on issues of finance and operations and develop a network for the exchange of information and good practices
• Financial Management Functions for the program
o Lead the setup, customization, and maintenance of the electronic and manual financial management processes (chart of accounts, document flow, document stewardship, filling, retrieval, and disposal process)
o Work with suppliers/vendors and consultants of accounting software to continuously develop information products and reports that simplify, add value, and promote meaningful analysis of financial information, and integration with other internally developed software and systems
o Manage the opening, management and maintenance of all program bank accounts, and maintain regular contact with bank relationship managers to resolve any issues timely
o Lead the development of new program budgets and annual budgets for the organization and the consortium
o Lead the preparation of advance cash requests to donors for the consortium, based on program projections, and oversee the correct and accurate treatment of donor income, including disbursements for internal implementation and to sub-recipients
o Manage organizational and consortium expenditures/payments processes to ensure correct, accurate, timely and compliant treatment of all expenses/payments
o Manage the accounting ledgers and the maintenance of accurate and correct accounting information in a format amenable to easy reporting, in line with SAfAIDS policies and procedures
o Manage the performance of bank reconciliations and balance sheet reconciliations in line with SAfAIDS policies and procedures
o Lead the month-end closure activities and ensure all month-end outputs are timely and correctly documented to inform accurate reporting
o Lead the tracking and control of expenditures within donor approved obligations and budgets through meetings for the organization and the consortium, and make recommendations for corrective action
o Manage organizational and consortium tax preparation, filing and reporting to ZIMRA and USAID, as guided by relevant grant agreements
o Oversee organizational and consortium readiness for audit, coordinate all audit activities with the compliance function and with external auditors, and champion the timely implementation of compliance and audit recommendations
o Lead the capacity building and coaching of senior management and program staff on financial management
o Provide timely and accurate financial management/ financial reporting products to internal and external stakeholders in line with policies and grant agreements
• Human Resources (HR) Management
o Support the development and implementation of HR policies in compliance with USAID rules and regulations.
o Support the development, setup, customization, and maintenance of the electronic and manual HR management processes (electronic timesheets, per diem management, document flow, document stewardship, filling/storage, retrieval, and disposal process)
o Manage training and orientation of program staff on HR policies and procedures
o Assure compliance with applicable HR, employment and personnel laws and regulations
o Provide timely and accurate reports on all HR management processes to support evidence-based decision making by senior management
• Other Operations Management (Transport Management, Procurement and Logistics and Information and Technology Management)
o Support the setup, customization, and maintenance of the electronic and manual operations management processes (electronic procurement, document flow, document stewardship, filling, and retrieval process)
o Support adequate, timely, and efficient procurement and deployment of vehicles and transport to support program activities
o Oversee vehicle and transport management, scheduling, servicing, tracking, insurance, and accident management and recovery processes to minimize program disruption
o Oversee timely procurement of resources required for program implementation, in line with procurement policies and procedures
o Oversee the development/procurement, deployment, and training of staff on IT related hardware and software to support efficient and effective operational management of resources
o Management of all organizational assets in line with organizational policy and USAID/donor rules and regulation
o Lead the capacity building and coaching of senior management and program staff on operations management
o Provide timely and accurate reports on all operations management processes to support efficient and evidence-based decision making by senior management.
Qualifications and Experience required:
• A Master’s degree or higher in accounting, finance, commerce or related field; including professional qualifications such as CIS, ACCA, CIMA or CA
• At least 10 years of experience working as a finance and administration officer
• Familiarity with managing programs that are donor funded. Extensive financial and administration experience working with non-governmental organizations.
• Experience managing financial and legal requirements of USG funded activities would be an advantage
• Experience in financial analysis and reporting within health/development programs
• Proficiency in Microsoft Office suite
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