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

The Rural Electrification Authority (REA) is a statutory body established under REA Act No. 5 of 2023. Its mandate is to increase access to electricity in rural areas of Zambia, thereby enhancing productivity, stimulating economic growth, and improving the quality of life for the rural population. REA is expanding and seeking talented individuals for the following roles:

Responsibilities or duties

Project Administration

• Maintenance of project records Compiling, analyzing, summarizing, recording and maintaining information on project activities and its financial data.
• General Administration Handle all general administrative matters of the project as directed by the Project Manager.
• Cash Advances Management
  • Review the detailed budget breakdown of proposals of Responsible Parties and provide valuable guidance and advice for revision
  • Monitor and manage proper utilization and reporting of transferred fund by implementing partners Compile and make all project financial reports available for audit
  • Draft necessary financial correspondence with local partners and government counterparts and ensure funds are used as of the annual plan approved
  • Set up and maintain all financial files and records of the project in both electronic and hard copies
  • Prepare periodic accounting records by recording receipts and disbursements (ledgers, cash books, vouchers, etc.) and reconciling data for recurring or financial special reports
  • Process all types of payment requests for settlement purposes including quarterly advances to the implementing partners
  • Support the regular monitoring, as well as evaluation and audit processes by providing reports, supporting documentation and other information as needed
• Project delivery and reporting
  • Assisting in the preparation of project progress reports (financial and technical), background material for use in discussions and briefing sessions.
  • Prepare necessary financial reports as part of regular NIM processes
  • Manage financial and operational aspects of project, assets, maintain registries for inventory of non-expendable equipment and ensure that the equipment is safe and in proper working condition, providing regular updates to inform further implementation
  • Prepare financial/operational progress reports for project team and other needs/meetings as appropriate
  • Ensure documentation and records are up-to-date and complete, meeting audit standards
  • Prepare budget revisions of the projects based on the Combined Delivery Reports (CDRs)
  • Prepare financial status reports, progress reports and other required financial reports
  • Undertake project financial closure formalities including submission of terminal reports, transfer and disposal of equipment, processing of semi-final and final revisions, and support professional staff in preparing the terminal assessment reports
• Project & Operational Management
  • Preparation of project budgets
  • Assisting in the preparation of required budget revisions and drafting requests for disbursements of funds under the project. Support to project audits
  • Assisting in the compilation of required documentation for project audits.
  • Support the Project Manager in the implementation of the audit recommendations in a systematic manner; Project monitoring
  • Supporting the monitoring of project activities by previewing a variety of records, including control plans, progress reports, project inputs, budgets and financial expenditures
  • Prepare and update inventories of expendable and non-expendable project equipment
  • Coordinate the development of procurement plan with the project team
  • Facilitate the process of procurement of goods and services, including Consultants recruitment and equipment (IT equipment, etc.)
  • Keep asset inventory updated and arrange asset disposal if and when necessary
  • Comply and verify budget and accounting data by researching files, calculating costs, and estimating anticipated expenditures from readily available information sources
  • Lead asset management with the project team and operations units in the Country Office
  • Provide support in the use of Atlas for financial monitoring and reporting
• Knowledge building and sharing
  • Assisting in the preparation, updating and maintenance of project publicity materials such as brochures;
  • Distribution of project literature to all interested parties;
• Event Management
  • Organizing workshops and meetings
  • Assisting in the organization of workshops, seminars, and round table meetings including making bookings for venues, accommodation, and transport
  • Ensuring payment of per diems, and other legitimate payments related to the project;
  • Documenting of all project meetings and other activities as directed by the Project Manager
• Asset management
  • Maintenance of stores and office equipment associated with the project;
  • Maintaining and updating asset registers

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

• Bachelors degree in Commerce, Business or Public Administration and Accounting/Financial Management or related field.

Experience needed

• 3.0 Year(s)

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

• Hands-on experience in analysis financial reports
• Team work Proven ability to work in a collaborative manner to meet project goals, maintaining effective relationships in multidisciplinary teams and cultivating a culture of information and knowledge sharing.
• Familiar with UNDP administrative, program, and financial procedures preferred
• Strong understanding of budgeting and the UN accounting system.
• Experience in handling web-based management systems will be an added advantage
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), and advanced knowledge of spreadsheet and database packages.

• Maintenance of project records Compiling, analyzing, summarizing, recording and maintaining information on project activities and its financial data.
• Handle all general administrative matters of the project as directed by the Project Manager.
• Review the detailed budget breakdown of proposals of Responsible Parties and provide valuable guidance and advice for revision
• Monitor and manage proper utilization and reporting of transferred fund by implementing partners Compile and make all project financial reports available for audit
• Draft necessary financial correspondence with local partners and government counterparts and ensure funds are used as of the annual plan approved
• Set up and maintain all financial files and records of the project in both electronic and hard copies
• Prepare periodic accounting records by recording receipts and disbursements (ledgers, cash books, vouchers, etc.) and reconciling data for recurring or financial special reports
• Process all types of payment requests for settlement purposes including quarterly advances to the implementing partners
• Support the regular monitoring, as well as evaluation and audit processes by providing reports, supporting documentation and other information as needed
• Assisting in the preparation of project progress reports (financial and technical), background material for use in discussions and briefing sessions.
• Prepare necessary financial reports as part of regular NIM processes
• Manage financial and operational aspects of project, assets, maintain registries for inventory of non-expendable equipment and ensure that the equipment is safe and in proper working condition, providing regular updates to inform further implementation
• Prepare financial/operational progress reports for project team and other needs/meetings as appropriate
• Ensure documentation and records are up-to-date and complete, meeting audit standards
• Prepare budget revisions of the projects based on the Combined Delivery Reports (CDRs)
• Prepare financial status reports, progress reports and other required financial reports
• Undertake project financial closure formalities including submission of terminal reports, transfer and disposal of equipment, processing of semi-final and final revisions, and support professional staff in preparing the terminal assessment reports
• Preparation of project budgets
• Assisting in the preparation of required budget revisions and drafting requests for disbursements of funds under the project. Support to project audits
• Assisting in the compilation of required documentation for project audits.
• Support the Project Manager in the implementation of the audit recommendations in a systematic manner; Project monitoring
• Supporting the monitoring of project activities by previewing a variety of records, including control plans, progress reports, project inputs, budgets and financial expenditures
• Prepare and update inventories of expendable and non-expendable project equipment
• Coordinate the development of procurement plan with the project team
• Facilitate the process of procurement of goods and services, including Consultants recruitment and equipment (IT equipment, etc.)
• Keep asset inventory updated and arrange asset disposal if and when necessary
• Comply and verify budget and accounting data by researching files, calculating costs, and estimating anticipated expenditures from readily available information sources
• Lead asset management with the project team and operations units in the Country Office
• Provide support in the use of Atlas for financial monitoring and reporting
• Assisting in the preparation, updating and maintenance of project publicity materials such as brochures;
• Distribution of project literature to all interested parties;
• Organizing workshops and meetings
• Assisting in the organization of workshops, seminars, and round table meetings including making bookings for venues, accommodation, and transport
• Ensuring payment of per diems, and other legitimate payments related to the project;
• Documenting of all project meetings and other activities as directed by the Project Manager
• Maintenance of stores and office equipment associated with the project;
• Maintaining and updating asset registers

• Hands-on experience in analysis financial reports
• Team work Proven ability to work in a collaborative manner to meet project goals, maintaining effective relationships in multidisciplinary teams and cultivating a culture of information and knowledge sharing.
• Familiar with UNDP administrative, program, and financial procedures preferred
• Strong understanding of budgeting and the UN accounting system.
• Experience in handling web-based management systems will be an added advantage
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), and advanced knowledge of spreadsheet and database packages.

• Bachelors degree in Commerce, Business or Public Administration and Accounting/Financial Management or related field.