Background information about the job or company (e.g., role context, company overview)

Conservation South Luangwa (CSL) is seeking an experienced, highly organised, and strategic Head of Finance & Administration to lead and strengthen the organisation’s finance, administration, compliance, and internal control systems. This is a full-time senior leadership position based in Mfuwe, offered at a pivotal stage in CSL’s organisational development. The role will support the continued strengthening of financial systems and controls, including the implementation and optimisation of QuickBooks Online, enhanced restricted grant tracking, improved budgeting and cash flow management, donor reporting, procurement oversight, payroll supervision and statutory compliance.

Responsibilities or duties

The Head of Finance & Administration is a senior leadership position responsible for overseeing CSL’s finance, administration, compliance, budgeting, reporting, procurement oversight, payroll supervision, stores management, and internal control functions. The role is responsible for strengthening CSL’s financial and administrative systems, including the effective management of QuickBooks Online, restricted grant tracking, budget monitoring, cash flow forecasting, foreign exchange (FX) management, procurement and payment controls, payroll compliance, stores oversight, and HR administration.

Qualifications or requirements (e.g., education, skills)

Essential

Professional qualification in accounting, finance, business administration or a related field; ZICA membership or equivalent professional standing would be an advantage.

Strong Excel and financial analysis skills.

Strong understanding of statutory compliance, payroll obligations and audit requirements within the Zambia NGO context.

Excellent oral and written communication skills in English.

Demonstrated personal integrity, sound judgement, attention to detail and ability to maintain confidentiality.

Commitment to living and working in Mfuwe.

Desirable

Experience working in conservation, community development, humanitarian or field-based NGO settings.

Experience working with international donors and grant compliance systems.

Experience strengthening finance systems during organisational growth or transition.

Experience supervising procurement, stores, HR administration, IT/data security or operational support functions.

Experience needed

At least 10 years’ experience in financial management, preferably within an NGO, donor-funded or multi-project environment.

Strong experience in budgeting, management reporting, audit preparation, payroll, procurement and internal controls.

Demonstrable experience managing restricted donor funding, donor financial reporting, multi-currency finance and foreign exchange management.

Experience using accounting software; QuickBooks Online experience is strongly preferred.

Experience managing finance/admin teams and producing clear financial information for non-finance colleagues.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Key Skills and Competencies

High integrity and strong commitment to accountability.

Strong leadership and team management skills.

Ability to improve systems without overcomplicating them.

Excellent analytical, problem-solving and communication skills.

Confidence to challenge weak financial practices constructively.

Practical understanding of field-based operational realities.

Ability to manage competing deadlines and reporting requirements.

Self-motivated, goal-oriented and able to work independently with minimal supervision.

Commitment to CSL’s conservation mission and values.

CSL is committed to high standards of integrity, safeguarding, accountability and professional conduct. The successful candidate will be expected to uphold CSL’s Code of Conduct and relevant organisational policies.

CSL is an equal opportunity employer and encourages applications from suitably qualified candidates from diverse backgrounds.

Applicants must have the right to work in Zambia or be able to clearly demonstrate their eligibility to obtain the necessary work authorisation.

Due to the expected volume of applications, only shortlisted candidates will be contacted.

• Lead CSL’s finance and administration function, ensuring high standards of accuracy, accountability and compliance.
• Advise the CEO and Senior Leadership Team on financial planning, cash flow, budget risks, restricted and unrestricted funding, reserves and organisational sustainability.
• Coordinate the annual organisational budget process and lead quarterly budget reviews and reforecasting with the CEO, Head of Development and programme leads.
• Prepare clear monthly and quarterly financial reports, including budget versus actuals, cash flow, income status, donor restrictions, funding gaps, variance analysis and key risks.
• Support Board-level financial reporting and provide strategic recommendations to the CEO and, through the CEO, to the Board.
• Support programme leads and budget holders to understand and manage their budgets.
• Ensure QuickBooks Online is properly set up, consistently used and maximised as CSL’s central finance system.
• Maintain an appropriate chart of accounts, classes/departments, projects, donor codes and tracking categories.
• Ensure transactions are accurately coded by account, programme, donor, grant and funding restriction, with complete supporting documentation.
• Oversee transaction processing, monthly close, bank reconciliations across all ZMW/USD accounts, and review of key control accounts including advances, prepayments, payables and receivables.
• Develop practical finance procedures and workflows for data entry, approvals, reconciliations, reporting and filing.
• Track restricted grants, donor budgets, grant periods, eligible expenditure, reporting deadlines and compliance risks.
• Work closely with the Head of Development to prepare donor financial reports and support proposal budgets, including staff allocations, overheads, FX assumptions, co-financing and activity costs.
• Maintain clear financial records for all active grants, including contracts, approved budgets, amendments and reporting requirements.
• Work with programme leads and Development to align financial reporting with activity delivery, donor outputs and grant workplans.
• Improve communication with programme leads on available restricted funding and budget status and support stronger grant compliance systems.
• Prepare regular cash flow forecasts for the CEO and Board, highlighting timing risks, restricted fund limitations and operational pressures.
• Develop and implement clear procedures for recording and managing foreign currency income and expenditure.
• Apply exchange rates consistently and transparently in line with CSL policy.
• Track USD and other foreign currency balances, monitor FX gains/losses and advise management on exchange rate impacts and currency conversions.
• Ensure payments are properly authorised, documented and supported, with appropriate segregation of duties wherever possible.
• Review and strengthen procurement procedures, including quotation requirements, supplier selection, purchase approvals and contract documentation.
• Oversee controls for petty cash, staff advances, field advances, fuel, stores, rations, equipment and assets, including timely retirement of advances.
• Maintain the fixed asset register and ensure periodic physical verification of assets, including vehicles, equipment, stores and other major organisational assets.
• Support improved stores management, stock control, reporting, reconciliations and documentation.
• Identify weaknesses in internal controls and implement practical improvements that meet audit and donor compliance requirements.
• Oversee payroll preparation and review before approval, ensuring accurate treatment of salaries, benefits, deductions and statutory contributions.
• Ensure timely preparation and submission of statutory returns and payments, including PAYE, NAPSA, NHIMA, VAT, withholding tax, provisional tax, corporation tax and any other applicable obligations.
• Provide advice to the CEO on tax planning and statutory compliance, ensuring CSL meets legal obligations while making appropriate use of compliant exemptions or reliefs available to NGOs in Zambia.
• Maintain accurate payroll records and staff cost allocations by programme or donor where relevant.
• Coordinate external audits and support internal control reviews or internal audits where required, ensuring audit schedules and financial records are complete and well organised.
• Support UK charity branch reporting where required.
• Oversee HR administration where it relates to payroll, contracts, personnel files, leave records, onboarding documentation, benefits records, training records and statutory compliance, ensuring confidentiality and data protection.
• Lead the development or revision of CSL’s finance/admin handbook, setting out procedures, workflows, approval lines, reporting expectations and documentation standards.
• Undertake any other reasonable responsibilities assigned by the CEO in line with the seniority and purpose of the role.

• High integrity and strong commitment to accountability.
• Strong leadership and team management skills.
• Ability to improve systems without overcomplicating them.
• Excellent analytical, problem-solving and communication skills.
• Confidence to challenge weak financial practices constructively.
• Practical understanding of field-based operational realities.
• Ability to manage competing deadlines and reporting requirements.
• Self-motivated, goal-oriented and able to work independently with minimal supervision.
• Commitment to CSL’s conservation mission and values.

• Professional qualification in accounting, finance, business administration or a related field; ZICA membership or equivalent professional standing would be an advantage.
• At least 10 years’ experience in financial management, preferably within an NGO, donor-funded or multi-project environment.
• Strong experience in budgeting, management reporting, audit preparation, payroll, procurement and internal controls.
• Demonstrable experience managing restricted donor funding, donor financial reporting, multi-currency finance and foreign exchange management.
• Experience using accounting software; QuickBooks Online experience is strongly preferred.
• Strong Excel and financial analysis skills.
• Experience managing finance/admin teams and producing clear financial information for non-finance colleagues.
• Strong understanding of statutory compliance, payroll obligations and audit requirements within the Zambia NGO context.
• Excellent oral and written communication skills in English.
• Demonstrated personal integrity, sound judgement, attention to detail and ability to maintain confidentiality.
• Commitment to living and working in Mfuwe.
• Experience working in conservation, community development, humanitarian or field-based NGO settings.
• Experience working with international donors and grant compliance systems.
• Experience strengthening finance systems during organisational growth or transition.
• Experience supervising procurement, stores, HR administration, IT/data security or operational support functions.