The Elizabeth Glaser Pediatric AIDS Foundation is the global leader in the fight to end AIDS in children. Since our inception 25 years ago, there has been a 95% decline in new HIV infections in the U.S., and a 51% decline in the number of new infections in children worldwide. EGPAF is focused on ending AIDS in children and families with a three-pronged focus on research, Advocacy, and HIV service delivery in the countries with the greatest HIV burden. Working in 16 countries worldwide, we support a family-centered approach to provide integrated and comprehensive prevention, care and treatment services for those living with HIV and AIDS.
EGPAF have been working in Zambia to provide critical HIV prevention, care and treatment services since 2001. Today, EGPAF-Zambia uses its expertise to provide technical assistance and support programmatic capacity building to the Zambian government on national and provincial levels.
Responsibilities
- The Finance & Operations Manager in Lusaka, Zambia will strengthen and lead the Operations Unit
- He or she will provide operational and administrative support to achieve the Foundation’s overall goals
- Reporting to the Country Program Manager, this position oversees the operations department which is comprised of finance, contracts and grants, human resources, budget and financial analysis and administration functions
- This position will also ensure that all accounting and financial management of EGPAF – Zambia are in strict compliance with donor rules and regulations as well as EGPAF policy
- Provide strategic oversight and leadership to the country program Operation
- Administration function, including overall vision and direction, and managing and contributing to the work of HR, Finance, IT, Procurement, Logistics, Administration, and Contracts & Grants
- Duties will be wide ranging and extend from strategic business planning, performance management and development of key functions, leadership and mentoring of the operations leadership team, leading on budget preparation,monitoring and reporting on expenditures and preparation and facilitating of audits and compliance reviews
- Ensure that the country program is supported by an efficient and effective operations platform, and that a strong culture of compliance is adopted in accordance with organizational and donor policies and procedures
- Ensure that program support functions are reviewed and improved where necessary, and that the operations function is adequately equipped to proactively support the growth and development of the country program
- Influence innovative approaches to Operations management in order to achieve organizational effectiveness while remaining the primary point of contact for all operational matters
- Design systems and tools that promote internal and external accountability in financial management, Grants, logistics, IT and human resources
- Influence innovative approaches to operations management in order to achieve organizational effectiveness
- To motivate the operations team to work interactively with the program team to come up with and communicate innovative solutions and systems that allow the program to serve its overall goal
- Liaise with EGPAF headquarters with regard to the country office financial management
- Communicate financial policies and procedures to all staff and ensure they are being properly implemented and adhered to
- Assess Finance policies and procedures on an on-going basis to identify and propose new policies or changes as needed, in addition to monitoring the implementation of existing Finance policies to ensure they are properly adhered to
- Review of all financial documents to ensure accuracy, completeness, and compliance with applicable policies before disbursement of funds to the vendors
- Ensure all vouchers are properly prepared and completely and accurately documented
- Cash flow management for the entire country program to ensure availability of funds for the program implementation
- Responsible for payroll review paying taxes as required by the Government of Zambia and generation and submission of required reports to local Government authorities
- Liaise with banks to ensure all payments processed through the bank are done on a timely manner
- Oversee QuickBooks and ensure that all information is input accurately and timely
- Responsible for overseeing month end close activities, reporting, and copying of documentation
- Formulate and develop annual country program budgets and donor in collaboration with appropriate staff
- Prepare Budget to actual comparison reports quarterly for presentation
- Preparation of spend down plans and forecasts in collaboration with the appropriate staff
- Analysis of financial data (Pipeline & BTA) and reporting of any irregularities
- Preparation and verification of financial report for donors
- Stays abreast of donor policies, procedures, rules and regulations and host country legal requirements and informs local and regional management of significant changes
- Reviews and ensures compliance with all local legal requirements including registration, taxes, and local labour laws
- Identifies potential areas of compliance vulnerability and risk; assists with the development of corrective action plans for the resolution of problematic issues; and provides general guidance on how to avoid or deal with similar issues in the future
- Assists with improving the awareness and understanding of compliance to assist Country Leadership Teams with the establishment of a “culture of compliance” in each office
- Makes recommendations to Country leadership, and Washington DC functional managers to add or modify existing Foundation systems, policies, and procedures to increase compliance in an efficient manner
- Assists with reviewing draft and final audit reports of Country Offices prepared by auditors and provides input perspective to management officials who are responding to audits
- Oversight of the award to ensure the project is aligned with the intended purpose of the award, and is on course to achieve the objectives and meet the programmatic targets agreed by the Foundation and the donor
- Working to ensure effective internal communications on aspects of the award and donor partnership among various EGPAF departments and with the Technical Lead and Relationship Manager
- Understanding the terms and conditions of the award as described in the award document and other donor communications
- Problem-solving and providing input on strategic decisions related to various programmatic and operational project issues
- Providing advice, guidance and recommendations to the Relationship Manager and Technical Lead on a variety of Award Management and Project Management issues
- Contributing to building and maintaining a successful, effective and mutually-beneficial relationship with the donor
- Serving as a positive and professional representative of the Foundation in all interactions and communications with the donor
- Maintaining a knowledge of the donor’s institutional priorities, trends, and goals and responding to periodic, reasonable donor needs and requests
- Determining if expenditures are allowable within the terms and conditions and budget of the award
- Ensuring prior approval is received for all necessary items
- Reviewing and providing recommendations on the cost structure and budgets with Global Business Planning to ensure adequate global support costs are covered, and that proposals and renewals are consistent with EGPAF budget priorities
- Identifying, tracking, reviewing and ensuring submission of all required donor financial and programmatic reports and other documents, as stated in the award document
- Uploading all key award management documents in the Award Management Program Management database Monitoring project financial reports and pipelines, to ensure spending is aligned with project goals
- Informing Washington DC of program changes that may impact finances
Qualifications
- Master’s Degree in Business Administration, Finance or any other relevant field
- Eight years senior leadership experience in a similar role, preferably with a multi-national non-profit organization
- Proven track record in operations leadership
- Proven people management and communication skills
- Well-developed interpersonal skills and experience in developing staff by assessing development needs, coaching and delivering training
- Proven strategic, planning and implementation ability
- ACCA or CIMA required
- Relevant degree or equivalent work experience required
- Previous experience managing and coordinating activities of Finance staff and supporting activities Field office personnel
- Ability to establish and maintain effective working relationships with EGPAF HQ Finance Staff, USAID, CDC and other USG Government officials, other donors, the Government of Zambia, fellow staffs and the general public
- Practical Knowledge of United States Government rules, regulations and compliance requirements
- Ability to support and direct the implementation of ideas, projects, and plans once sanctioned by the organization
- Excellent analytical skills
- Energetic, independent, self-motivated personality
- Excellent IT skills (email, Internet, Word, excel)
How to Apply
Submit a Cover Letter, Your Current CV, Photocopies of Professional Certificates, Degrees and The contact Information of Three Professional References to The EGPAF Office At:
The Country Program Manager,
Elizabeth Glaser Pediatric AIDS Foundation
PO Box 39111,
2374 Piziya, Thabo Mbeki Road,
Lusaka.