Summary
Date Posted: Friday, January 31, 2020 , Base Salary: Not Disclosed

JOB DETAILS:
PLANNED PARENTHOOD ASSOCIATION OF ZAMBIA
The Planned Parenthood Association of Zambia (PPAZ) is a non-governmental and not for profit organisation and is affiliated to the International Planned Parenthood Federation (IPPF). The Association advocates for Sexual Reproductive Health and Rights (SRHR) and supplements the efforts of government and other service providers in the provision of integrated Sexual and Reproductive Health services.
PPAZ seeks experienced and qualified person to fill the following position:
Director of Finance and Administration (DFA) – One (1) Position Lusaka
Position Summary:
He/she will report to the Executive Director (ED). The Director, Finance and Administration (DFA) will be responsible for accounting, financial reporting, budgeting, tax compliance, in house controlling, investments, insurance and audit related activities of the organization. The DFA is responsible for establishing effective financial and accounting system standards and controls. He/she will also be responsible for managing the operations and administrative, Information Technology systems of the Member Association that deliver timely and accurate financial reporting and meet the financial compliance requirements of the project. The DFA is a strategic member of the Senior Management Team and plays a critical role in strategic decision making and operations. The position works closely with the Executive Director to support the fiduciary and organizational compliance responsibilities of NEC members. .

Main Tasks and Responsibilities Key Responsibilities:
Financial Management
• Preparation of finance management reports against business plan and budget as required.
• Provide management reports to the Executive Director and the board (Finance and Audit Committee).
• Prepare and manage the organisation cash flows and forecasts.
• Manage processes for recording & reconciling expenses against income.
• Analyze and present financial reports in an accurate and timely manner; clearly communicate monthly and annual financial statements; collate financial reporting materials for all donor segments, and oversee all financial, project/program and grants accounting.
• Act as a cheque signatory.
• Coordinate the half year financial reports, annual and project audits in a timely and efficient manner. Liaise with the treasurer, external auditor and Executive Director in this regard keeping them updated with developments.
• Update and implement all necessary business policies and accounting practices; improve the finance department’s overall policy and procedure manual.
• Effectively communicate and present the critical financial matters to the board.
Financial Processing
• Oversee and lead Annual Budgeting and Planning process (APB) in conjunction with the ED and Programmes Director; administer and review all financial plans and budgets.
• Monitor progress, changes and keep senior leadership team abreast of the MA’s financial status.
• Oversee and support the preparation of annual financial statements.
• Oversee the day to day financial processes i.e. process accounts payables and receivables, obtain payment authorities, record in accounting system in use by the MA and prepare for payment, process online payments and record payments.
• Closely monitor the creditor and debtors aging reports and take appropriate action.
• Ensure regular reconciliations of all bank accounts and conducted review and approve all reconciliations.
• Ensure accounting by branches on a regular basis.
• Make proper arrangements for petty cash at the Head Office and across all branches/clinics/projects.
• Ensure there are adequate records for accruals and monitor these, taking appropriate actions.
• Oversee the maintenance of the Assets Register which should include all relevant details i.e asset description and code, cost, year of purchase and depreciation schedule.
Payroll Management
• In liaison with Administration and Human Resource support the preparation of monthly payroll, obtain approval and process to bank.
• Ensure the production and issuance of pay slips.
• Maintain all payroll records.
• Oversee the processing of leaves records and accruals.
• Prepare yearly Payroll reconciliations and Payroll taxes Summaries.
• Support all other employer payroll related requirements.
• Support preparation of APB, and preparation of annual financial statements working with the Treasurer and external auditors.
Risk Management
• Work with the ED, IT officer on risk management, disaster recovery & contingency planning.
• Work with ED to assess, arrange & review all insurance covers.
• Process claims & maintains appropriate records.
• Work with Director Programmes and local authorities for safe waste disposal arrangements.
Compliance Management
• Work with the ED to ensure compliance with government and local authority laws, regulations and requirements.
• Oversee all procurement by the Association ensuring full compliance with the procurement policy and procedures.
• Ensure annual stock take exercise and valuation of medical supplies.
Administration
• Ensure that all government and legal requirements are respected.
• Manage the associations property and ensure leases, security arrangements and insurances are in place.
• Make arrangements for the maintenance of high cleanliness and hygiene standards in conjunction with branch in charges/ area heads and also ensure adequate furnishing.
• Work closely and transparently with all external partners including third-party vendors and consultants.
• Oversee administrative functions, vehicle management as well as facilities to ensure efficient and consistent operations of the organization.
• Ensure there are adequate procures for vehicles usage and that these are respected.
Staff Management
• Facilitate and in conjunction with Administration and Human Resource unit and ED all recruitment processes in accordance with the organisation policies and labour laws
• Establish and implement a performance management process for all Finance and Administration and Human Resources staff.
• Ensure that all Finance and Administration and Human Resources staff receive an appropriate orientation on office management processes and procedures.

Job Skills: Not Specified

Qualifications and Experience
• Degree in Accounting, Finance or Business Administration. Masters degree will be an added advantage.
• Full Professional Qualification in accounting such as ACCA and CIMA. A Member of Zambia Institute of Chartered Accountants (ZICA).
• Mission driven, articulate professional with substantial Finance and Administration and Human Resource management experience.
• Proven strengths in interpersonal skills and sustaining supportive relationships and persuasively communicating institutional goals and needs.
• At least 5-10 years of overall professional experience; ideally 3+ years of demonstrable broad financial and operations management experience in a senior position.
• Experience in all financial analysis, reporting and audit coordination for an organisation.
• Ability to translate financial concepts and to effectively collaborate with programmatic and fundraising colleagues who do not necessarily have finance backgrounds.
• A track record in grants management.
• Technology savvy with experience selecting and overseeing software installations and managing relationships with software vendors; knowledge of accounting and reporting software.
• Commitment to training programs that maximize individual and organization goals across the organization
• A successful track record in setting priorities, keen analytic, organization and problem solving skills which support and enable sound decision making.
• Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders.
• Able to multi-task.
• Personal qualities of integrity, credibility, safeguarding and dedication to the mission of organisation.

Job Education Requirements: Degree in Accounting

Job Experience Requirements: At least 5-10 years

Work Hours: 8

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Job application procedure
PPAZ is an equal opportunity employer. Please send your application letter and CV as one document clearly marking the position you are applying to: ed@ppaz.org.zm  copying to: pmwebesa@ippfaro.org
: fndayishimiye@ippfaro.org
Closing date of receiving applications is 14th February, 2020 at 13:00hrs..

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