Finance and Operations Manager

Job Description

VACANCY ANNOUNCEMENT

Title: FINANCE AND OPERATIONS MANAGER Department Name: FINANCE AND OPERATIONS

Report to Title: NATIONAL DIRECTOR Responsible for: FOUR POSITIONS

Position Summary:

Under the direct supervision of the National Director, the Finance and Operations Manager will oversee sound financial and operational management of the finance and operations function. The Finance and Operations Manager will be responsible for overall fiscal management, including budgeting and monitoring of project expenditures; financial reporting and auditing; forecasting expenditures; financial analysis; and maintaining and supervising project accounts, books of accounts, banking and financial operations, and all operations work. The position holder will advise the Management on all financial and operation aspects of HFHZ and compliance to local laws and regulations.

Essential Duties and Responsibilities:

FINANCIAL MANAGEMENT AND REPORTING

Develops and implements financial policies and procedures in the areas of budgets, cash management and forecasting, recordings of documentation and financial reporting for HFHZ.

Ensures standard financial systems and controls are established and maintained to provide appropriate levels of security and controls over the organization’s resources and operations and always ensure full and appropriate control of all HFHZ cash.

Provides key support in the annual budget process including tools and resources, compilation, analysis, and support to budget owners (Departments).

Supervise the maintenance of the HFHZ accounting systems and data, and the presentation of financial data for both internal managerial purposes and external statutory requirements.

Post held transactions in SunSystems and ensures monthly reconciliations are carried out in an accurate and timely manner.

Prepare and submit quarterly financial reports to HFHI Area Office within 15 days after the end of each quarter and within 30 days after year-end

Prepare and submit monthly management reports to management and quarterly to the Finance and Audit Committee.

Compile annual financial statements accordance with the Generally Accepted Accounting Principles (“GAAP”) under the historical cost convention

Ensure all active grants have identifiable donor budget lines and all grant reports conform to the donor reporting requirements.

AUDITS (EXTERNAL AND INTERNAL)

Coordinate the planning, preparation, and completion of HFHZ Audits in line with HFHI external audit policy whilst ensuring that all timelines are met.

Review External Audit management letter recommendations with various departments and monitor to ensure that outstanding audit management issues are resolved in a timely manner, updating management and the Finance and Audit Committee of progress.

Review internal audit reports of HFHZ and work with management in resolving issues identified by HFHI Internal Audit Department (IAD).

FINANCIAL PLANNING AND BUDGETING

Lead in the development of HFHZ annual plans and budgets.

Reviews all budgets for consistency within existing/planned business activity, account/project/fund codes and fund accounting practices.

Highlight significant variances and cash management issues to the Programs Department.

Coordinate completion of HFHZ monthly, quarterly and financial forecasts.

INTERNATIONAL TRANSFERS

Review and submit for approval to the National Director all international transfer requests.

Ensure all transfers are tracked and reported accurately as often as possible and submit an international transfers reconciliation to the Area Office.

Monitor movement of the Fund Balance and reconcile with the monthly international reports.

POLICIES AND SAFEGUARDING

Ensure awareness and compliance to policies & procedures during the role out of financial transactions.

Conduct quarterly reviews of the effectiveness and efficiency of the internal controls.

Ensure safety and risk-free financial operations across HFHZ programs.

Promote the creation of a safe, inclusive, and diverse work environment.

CAPACITY BUILDING, COLLABORATION AND COMMUNICATION

Coordinate and facilitate training sessions to enhance the skills of finance and operations staff in areas such as budgeting, financial reporting, or compliance.

Provide on-going advice and feedback on staff performance.

Assist in recruitment process of key positions at NO level.

Foster strong communication in the finance and operations department to ensure alignment and understanding of financial goals and constraints.

Act as a liaison to facilitate collaboration on cross-departmental initiatives that require both financial and operational expertise.

OPERATIONS, RISK MANAGEMENT AND INFORMATION TECHNOLOGY

Evaluate existing operations processes and workflows to identify inefficiencies.

Recommend and implement process improvements to streamline operations and reduce costs.

Support the development of financial and operational policies that govern operations functions to ensure compliance and proper governance.

Facilitate training on new policies and procedures to ensure understanding across the Operations team.

Identify financial and operational risks within the Operations department and develop strategies to mitigate those risks.

Ensure compliance with relevant regulations and organizational policies.

Work closely with the IT Consultant, ensure well-coordinated IT Infrastructure and assets management and usability.

Perform other functions that maybe assigned from time to time.

Success Criteria:

Well vested department staff in financial and accounting systems

Consistent updates to management on financial and operation matters.

Put in place operational systems for efficient workflow.

Annual Budgets and forecasts

Unqualified Annual external audits

Typical Training & Experience

Required Knowledge & Expertise

Minimum:

Education: BA in accounting or Management from a recognized University or any of the following professional qualifications: ACCA, CPA, CIMA

Master’s degree will be an added advantage

Years of Related Experience: Experience: At least Seven years of INGO experience in financial administration, out of which three years must be at Senior Manager level.

Qualifications:

Preferred – in addition to minimum:

Strong knowledge and proficiency with Microsoft Office Suite; SunSystems.

Strong interpersonal and financial management skills and the ability to cultivate relationships with and communicate effectively with all donors, volunteers, and other stakeholders.

Knowledge of procurement processes and procedures.

Knowledge of regulations and requirements of International non-governmental organization is advantageous.

Active support of HFHI Values:

Humility – We are part of something bigger than ourselves

Courage – We do what’s right, even when it is difficult or unpopular

Accountability – We take personal responsibility for Habitat’s mission

Safeguarding: HFHZ requires that all employees take seriously their ethical responsibilities to safeguarding our intended beneficiaries, their communities, and all those with whom we work. Managers at all levels have responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation and abuse, safeguards the rights of beneficiaries and community members (especially children), and promotes the implementation of Habitat for Humanity’s code of conduct.

Working Conditions:

40 hours of work per week, with one hour lunch break and 2 health breaks on 20 minutes each in a day.

Location: Lusaka

Method of Application

Please send your letter of motivation, CV, NRC and certified qualifications to Habitat_hr@habitatzam.org.zm. Address your application to the National Director. Kindly only apply if you meet the minimum requirements for the position.

Clearly state the name of the position you are applying for in the subject line.

Salary: National terms and conditions, competitive and negotiable within the salary ranges depending on experience, skills, and competencies. HABITAT FOR HUMANITY ZAMBIA IS AN EQUAL OPPORTUNITY EMPLOYER