The Zambia Medicines and Medical Supplies Agency (AGENCY) is a Statutory Government Agency established by the ZAMMSA Act No.9 of 2009 and charged with the procurement of medicines and medical supplies, storage of medicines and medical supplies and distribution of medicines and medical supplies to all public facilities in Zambia. The Agency’s responsibility is carried out on behalf of Government, ensuring that essential drugs and medical supplies are available and accessible to the public. ZAMMSA ensures quality and safety of the distributed medical products through strict quality assurance protocols, including inspections and compliance with regulatory requirement.

The Agency seeks applications from suitably qualified and experienced Zambian Nationals to fill the under listed positions at ZAMMSA:

12. GRANT ACCOUNTANT (x 01)

Grade: ZMS 06

Reports to: Senior Grant Accountant

Main Job Purpose

To manage financial resources in order to ensure the financial stability, growth and compliance of the Agency by providing accurate financial insights, managing resources efficiently and driving commercial initiatives that align with the Agency’s strategic objectives.

Main Responsibilities

The main duties and responsibilities for this post are but not limited to the following:

1. Grant Financial Reporting

• Prepares and submits timely financial reports to grantors and generates internal reports on the financial status of grants, including expenditure tracking and budget versus actual analysis.
• Prepares periodic financial and other reports in order to ensure compliance with statutory provisions and facilitate informed decision-making.

2. Grant Management, Expenditure Monitoring and Reconciliation

• Maintains accurate financial records for all grant-related transactions in order to ensure compliance with grant terms and conditions.
• Allocates costs to grant projects in accordance with grant agreements and Agency policies, and monitors grant expenditure to ensure that it is within approved budgets and is allowable, allocable and reasonable.
• Reconciles grant accounts regularly in order to ensure accuracy and resolve discrepancies promptly.
• Undertakes the financial close-out process for grants, ensuring that all financial and reporting requirements are met.

3. Grant Proposal Support and Cost Analysis

• Provides support in the financial aspects of grant proposal development, including budget creation and the preparation of financial narratives.
• Conducts cost analysis for proposed grant-funded projects in order to ensure financial viability and compliance.

4. Compliance, Risk Management and Audit

• Monitors compliance with grant requirements on a continuous basis in order to prevent and address potential issues.
• Identifies financial risks associated with grant-funded projects and implements strategies to mitigate them.
• Coordinates grant-related audits, ensuring that all required documentation and records are available and accurate, and implements corrective actions as necessary.

5. Stakeholder Communication, Systems and Data Integrity

• Communicates with internal stakeholders and liaises with grantors, auditors and regulatory bodies on the financial status of grants and compliance issues.
• Manages and optimises the financial systems and software used for grant accounting and ensures the accuracy and integrity of grant-related financial data.

6. Training and Performance Management

• Participates in training and development in order to ensure high performance and compliance with best practices.
• Develops individual work plans and participates in the Performance Management System (PMS) in order to monitor, evaluate and enhance performance.

PERSONAL ATTRIBUTES

• Integrity
• Tact and Diplomacy

SKILLS REQUIRED

• Leadership skills
• Interpersonal skills
• Analytical skills
• Good computer skills
• Ability to write technical and analytical reports
• Ability to communicate fluently in English

MINIMUM QUALIFICATIONS AND EXPERIENCE

• Full Grade 12 School Certificate
• Degree in Accountancy, Full ACCA/CIMA, Chartered Accountancy or its equivalent
• Member of the Zambia Institute of Chartered Accountants (ZICA)
• Minimum 2 years’ relevant work experience

• Prepares and submits timely financial reports to grantors and generates internal reports on the financial status of grants, including expenditure tracking and budget versus actual analysis.
• Prepares periodic financial and other reports in order to ensure compliance with statutory provisions and facilitate informed decision-making.
• Maintains accurate financial records for all grant-related transactions in order to ensure compliance with grant terms and conditions.
• Allocates costs to grant projects in accordance with grant agreements and Agency policies, and monitors grant expenditure to ensure that it is within approved budgets and is allowable, allocable and reasonable.
• Reconciles grant accounts regularly in order to ensure accuracy and resolve discrepancies promptly.
• Undertakes the financial close-out process for grants, ensuring that all financial and reporting requirements are met.
• Provides support in the financial aspects of grant proposal development, including budget creation and the preparation of financial narratives.
• Conducts cost analysis for proposed grant-funded projects in order to ensure financial viability and compliance.
• Monitors compliance with grant requirements on a continuous basis in order to prevent and address potential issues.
• Identifies financial risks associated with grant-funded projects and implements strategies to mitigate them.
• Coordinates grant-related audits, ensuring that all required documentation and records are available and accurate, and implements corrective actions as necessary.
• Communicates with internal stakeholders and liaises with grantors, auditors and regulatory bodies on the financial status of grants and compliance issues.
• Manages and optimises the financial systems and software used for grant accounting and ensures the accuracy and integrity of grant-related financial data.
• Participates in training and development in order to ensure high performance and compliance with best practices.
• Develops individual work plans and participates in the Performance Management System (PMS) in order to monitor, evaluate and enhance performance.

• Leadership skills
• Interpersonal skills
• Analytical skills
• Good computer skills
• Ability to write technical and analytical reports
• Ability to communicate fluently in English

• Full Grade 12 School Certificate
• Degree in Accountancy, Full ACCA/CIMA, Chartered Accountancy or its equivalent
• Member of the Zambia Institute of Chartered Accountants (ZICA)