Finance and Grants Manager at John Snow Health Zambia Limited

Job Title: Finance and Grants Manager

Department/Unit: Finance/Operations

Location: Lusaka, Zambia

Category: Full-Time

Reports to: Director Finance and Administration- DFA

1.    Project Background:

The USAID Controlling HIV Epidemic for Key and Underserved Populations (CHEKUP II) Activity was awarded on September 13, 2022, with implementation through September 6, 2027. The Activity aims to support the Ministry of Health in mitigating against and attaining HIV epidemic control by increasing equitable access to, and use of person-centered, community-driven, and high-quality HIV prevention services for key and underserved (priority) populations. USAID CHEKUP II Activity operates in seven districts with the highest HIV-burden in Zambia. These include: Chirundu, Lusaka, Kabwe, Kapiri-Mposhi, Kasama and Nakonde USAID CHEKUP II is implemented by John Snow Health Zambia (JSH).

2.    Role’s Purpose:

The Finance and Grants Manager will manage project finances and the sub awards to ensure compliance to financial regulations, and grants management in accordance with the set policies and procedures. He/ She will play a pivotal role in providing financial oversight and grant management for the CHEKUP II Project. The Finance and Grants Manager is responsible for supervising the three Accountants based in Lusaka as well providing the overall grant management in the project. This position will report to the Director of Finance & Operations and help in achieving the project’s goals and objectives.

3.    Tasks

• Provides oversight of financial management and expenditures for the project.
• Implement and monitor effective financial management systems and rigorous internal controls to ensure that all financial reporting is accurate, cost efficient and transparent, ensuring compliance with USG rules and regulations, JSH policy and local laws at all times.
• Assist the Director of Finance & Administration in providing financial and grants compliance guidance during the work-plan budgeting process;
• Support the developing of annual budget for operations support, with guidance and feedback from senior management;
• In collaboration with the technical staff, participate in development of the budget for technical activities and ensure budget accuracy reflecting the approved work plan.
• Manage budget tracking and projections and prepare routine financial reports (monthly, quarterly, annual) in compliance with USG rules and regulations, and local laws.
• Oversee monthly financial reporting, assuring accuracy, compliance and timeliness including: review of the Quick-books database, review of bank account and petty cash reconciliations;
• Manage budget tracking and projections and prepare routine financial reports (monthly, quarterly, annual).
• Ensure that Chart of Accounts supports the budget tracking for the production of annual PEPFAR expenditure report.
• Oversee the account reconciliation at trial balance (TB) and balance sheet (BS) levels, ensuring accuracy and transparency in financial reporting.
• Drive continuous improvement in financial accounting, risk and control environment and develop a programme to proactively address any financial and control weaknesses in the project.
• Continuously identify improvements in operational processes, policies and procedures and lead process optimization and efficiency on the project.
• Support the team and act as key liaison person for internal and external stakeholder relationships (e.g., Regulators, External/Internal auditors, Commercial Banks etc.)
• Manage funds at local bank accounts, including balance monitoring, daily transaction posting and reconciliations, and approve expenditures in accordance with JSH and donor procedures, cost principles, and regulations;
• Provide oversight and thought leadership to the Finance teams, including teams under their control.
• Liaise with the organizational Finance team on project-specific compliance spot checks, follow up on audit findings, and ensure adherence to financial policies and procedures.
• Review procurement files, conduct document reviews and audit visits in regional offices, and provide budgetary control information related to program financial burn rates.
• Support the DFA in audit preparation and work closely with Auditors and other JSH Finance lead reviews.
• Ensure that all sub award financial procedures, files, accounting practices and procurements of goods and services follow policies and procedures, Government laws and donor (USG) regulations.
• Oversee the Sub Recipient Management and Monitoring Plan, in coordination with program colleagues to ensure successful implementation by partners.
• Track and monitor sub recipient spending against the obligated amount and modifications are timely updated.
• Review and reconcile monthly sub award financial reports, supporting documents and cash advance requests. Provide feedback to the sub recipients on the status of their financial reports.
• Conduct sub recipient capacity building activities based on findings of the reviews of financial records and reporting.
• Ensure timely payments for sub recipients, reconciliations and financial closeouts.
• Assist sub-recipients with LPO to avoid them paying VAT under the sub award
• Travel to District Offices as needed
• Perform other duties as assigned

4.    Minimum Qualifications, Experience and Personal Specifications

• Bachelor’s in finance, accounting, business, economics or related field with a minimum of 10 years direct work experience in financial, grants or contracts management in Zambia with senior-level responsibility for project administration and finance.
• Full ACCA / CIMA Qualification / MBA or Equivalent.
• Experience with USG, USAID, and/or PEPFAR funding rules and regulations.
• Excellent verbal and written English.
• Proven record of systems strengthening and internal controls.
• Ability to take initiative and lead teams. Supervisory, coaching and management experience required.
• Proficiency in Microsoft Word and Excel required.

5.    Supervision and Reporting

The Finance and Grants Manager will work under the guidance and supervision of the   Director Finance and Administration. The Finance and Grants Manager will supervise the three Accountants.

Method of Application

Kindly follow the link below and answer all the questions to submit your applications:

Application Link

Closing Date: 13th May 2024.

John Snow Health Zambia, Limited is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or military status (special disabled veterans or veteran status) in any employment decisions.