About Restless Development Zambia

We know young people have the power to solve the challenges we face in our world, but they are being ignored and overlooked. We are the agency that works with young people so they can lead in solving those challenges. Whether that means supporting communities to end child marriage or prevent HIV, we work with young people to change their lives and the lives of people in their communities. Our programmes are genuinely life-changing, but can’t do any of this without talented, creative individuals at every level of our organisation.

Our approach to Safeguarding.

Restless Development considers the welfare and protection of children, young people and vulnerable adults to be an organisational imperative with primacy over the success of programmes or strategic objectives. We recognise that safeguarding is everyone’s responsibility and we expect all of our staff, volunteers and partners to ensure we protect the communities in which we operate from harm and abide by our Safeguarding Policy.

About the role

Restless Development Zambia has since 2003, been equipping youth to voice their priorities; facilitating their access to decision makers for accountability; and supporting platforms for youth to demonstrate that they are effective change agents. We strengthen government, institutional and civil society partners’ capacity to engage with youth. Our evidence based policy engagement is unique in its approach, cutting across government, private sector and the NGO sector and this has set us apart as an innovative partner in development.

We are seeking a dynamic and talented Senior Finance and Administration Coordinator to support providing oversight of the Finance and Administration function at Restless Development Zambia. In this exciting role, the successful candidate will be responsible for ensuring Restless Development Zambia develops and maintains Strategic Financial management systems, and builds the capacity of the finance and administration team.

ABOUT THE ROLE

Job title

Senior Finance and Administration Coordinator

Location

Kabwe

Salary

ZMW 311,444 gross per annum

Preferred start date

2nd January 2025

Length of contract

1 Year (Renewable based on performance)

Visa requirements

Must have the right to work in Zambia

Reports to

Finance and Administration Manager

Direct reports

Assistant Finance Coordinator and Finance and Administration Coordinator

Expected travel

Travel to project implementation sites.

You may occasionally be required to work on weekends and/or public holidays, for which time off in lieu will be granted.

Key priorities

1. Strategic Financial Stewardship

Lead the management of the cloud based accounting system Financial force Accounting ensuring all transactions are posted accurately and timely in line with internal policies, donor requirements and appropriate accounting standards.

Ensure the monthly project Budget Tracking meetings are held with project leads documenting all key actions, budget vs actual analysis and recommendations are shared with the Strategy and Impact unit.

Oversee the timely month-end finance reconciliations (including payroll allocations, gratuity accruals, statutory payments, bank reconciliations.

Lead on the preparation of Management Accounts and present the analysis on key variances and performance whilst recommending best finance practices to the Leadership Team, the Programme Quality unit and the Pod Team.

Oversee and submit monthly Cash Flow projections to the Pod Team - Communicate the Cash Flow position to the Leadership Team highlighting any key concerns and assumptions around Inflow of cash and spending plans, identified risks, exchange rates impact on Cash flow and inflation and providing recommendations and best practices for the Hub.

Support the process of developing and consolidating Annual Budgets and quarterly re-forecasts including the budget narratives.

Grant Management and Donor compliance - Ensure all contractual and reporting requirements are met in line with the Donor Compliance Matrix including participating in drafting of Donor Financial Reports, managing Donor Budgets and supporting smooth implementation of activities

Statutory obligations, technical support and compliance local laws - Oversight of payroll, Taxes and Statutory obligations.

Support the Finance Manager to identify financial and operational risks and update the Quality Assurance Framework on a quarterly basis.

Support the timely close out of year end processes to ensure the external audit is conducted in a timely manner and required quality.

2. Financial Reporting

Ensure accuracy in financial reporting and timely submission of donor financial and narrative reports on the due dates.

Oversee all supporting documents are filed accordingly both physically and electronically and ready for sharing with Donors as part of the financial reports submission.

Internal reporting - Providing oversight and leading on key internal financial reports for the Leadership Team and the Pod (Agency Directorate).

Explaining Management Accounts to non-Finance Managers and the Leadership Team.

Ensure adherence and compliance to Donor reporting requirements and templates.

Review and provide evidence during the process of Financial Reports.

Support with Donor Reports variance analysis with a focus on managing Project Burn Rates and Lessons learnt.

Support Donor Budget management and expenditure forecasting.

Understanding of major donors (SIDA, European Union, BMZ, KNH, UN Agencies, GIZ) reporting requirements and templates.

Managing finance staff within the unit to report accurately.

3. Strategic Financial Management

Support the Leadership Team with technical financial information and financial analysis for decision making.

Support in developing and implementing strategic financial systems in line with the needs of the Hub, Leadership Team and the National Board.

Advise on Tax and other statutory obligations and lead on implementing them.

Providing lessons learnt and financial performance management through the Monthly Management Accounts.

Participate in the development of Donor proposal budgets and programme design including analyzing costs, value for money, funding gap and other scenarios.

4. Human Resources Management and Leadership

Oversee Goal setting and objectives setting for direct reports.

Support with the delegation of duties within the Finance unit.

Lead performance management processes for the staff assigned as direct reports, whilst serving as role model at all times.

Adhere to all human resource policy and procedure on-going and career guidance and support the Assistant Finance Coordinator and Finance and Administration Coordinator.

Provide values driven leadership by inspiring and motivating the team to achieve shared goals.

Foster a positive, inclusive, and collaborative work environment that encourages innovation and teamwork.

Actively support the growth and professional development of team members through mentoring, coaching, and capacity building initiatives.

Model and promote the organisation’s core values, ensuring they are reflected in daily operations and decision making.

Encourage open communication, transparency, and accountability at all levels of the team.

Drive a culture of continuous learning and improvement to enhance team performance.

Other

Other reasonable duties as required, sometimes requiring work on weekends, for which time off in lieu can be taken. This might include contributing to our own internal training and learning, and supporting organisation-wide initiatives as and where necessary.

ABOUT YO

Skills and Experience

Essential

Graduate-level Degree in relevant field of study or Eq

• Lead the management of the cloud based accounting system Financial force Accounting ensuring all transactions are posted accurately and timely in line with internal policies, donor requirements and appropriate accounting standards.
• Ensure the monthly project Budget Tracking meetings are held with project leads documenting all key actions, budget vs actual analysis and recommendations are shared with the Strategy and Impact unit.
• Oversee the timely month-end finance reconciliations (including payroll allocations, gratuity accruals, statutory payments, bank reconciliations.
• Lead on the preparation of Management Accounts and present the analysis on key variances and performance whilst recommending best finance practices to the Leadership Team, the Programme Quality unit and the Pod Team.
• Oversee and submit monthly Cash Flow projections to the Pod Team - Communicate the Cash Flow position to the Leadership Team highlighting any key concerns and assumptions around Inflow of cash and spending plans, identified risks, exchange rates impact on Cash flow and inflation and providing recommendations and best practices for the Hub.
• Support the process of developing and consolidating Annual Budgets and quarterly re-forecasts including the budget narratives.
• Grant Management and Donor compliance - Ensure all contractual and reporting requirements are met in line with the Donor Compliance Matrix including participating in drafting of Donor Financial Reports, managing Donor Budgets and supporting smooth implementation of activities
• Statutory obligations, technical support and compliance local laws - Oversight of payroll, Taxes and Statutory obligations.
• Support the Finance Manager to identify financial and operational risks and update the Quality Assurance Framework on a quarterly basis.
• Support the timely close out of year end processes to ensure the external audit is conducted in a timely manner and required quality.
• Ensure accuracy in financial reporting and timely submission of donor financial and narrative reports on the due dates.
• Oversee all supporting documents are filed accordingly both physically and electronically and ready for sharing with Donors as part of the financial reports submission.
• Internal reporting - Providing oversight and leading on key internal financial reports for the Leadership Team and the Pod (Agency Directorate).
• Explaining Management Accounts to non-Finance Managers and the Leadership Team.
• Ensure adherence and compliance to Donor reporting requirements and templates.
• Review and provide evidence during the process of Financial Reports.
• Support with Donor Reports variance analysis with a focus on managing Project Burn Rates and Lessons learnt.
• Support Donor Budget management and expenditure forecasting.
• Understanding of major donors (SIDA, European Union, BMZ, KNH, UN Agencies, GIZ) reporting requirements and templates.
• Managing finance staff within the unit to report accurately.
• Support the Leadership Team with technical financial information and financial analysis for decision making.
• Support in developing and implementing strategic financial systems in line with the needs of the Hub, Leadership Team and the National Board.
• Advise on Tax and other statutory obligations and lead on implementing them.
• Providing lessons learnt and financial performance management through the Monthly Management Accounts.
• Participate in the development of Donor proposal budgets and programme design including analyzing costs, value for money, funding gap and other scenarios.
• Oversee Goal setting and objectives setting for direct reports.
• Support with the delegation of duties within the Finance unit.
• Lead performance management processes for the staff assigned as direct reports, whilst serving as role model at all times.
• Adhere to all human resource policy and procedure on-going and career guidance and support the Assistant Finance Coordinator and Finance and Administration Coordinator.
• Provide values driven leadership by inspiring and motivating the team to achieve shared goals.
• Foster a positive, inclusive, and collaborative work environment that encourages innovation and teamwork.
• Actively support the growth and professional development of team members through mentoring, coaching, and capacity building initiatives.
• Model and promote the organisation’s core values, ensuring they are reflected in daily operations and decision making.
• Encourage open communication, transparency, and accountability at all levels of the team.
• Drive a culture of continuous learning and improvement to enhance team performance.
• Other reasonable duties as required, sometimes requiring work on weekends, for which time off in lieu can be taken. This might include contributing to our own internal training and learning, and supporting organisation-wide initiatives as and where necessary.

• Graduate-level Degree in relevant field of study or Eq

• Graduate-level Degree in relevant field of study or Eq