Finance Manager - Zambia

The Finance Manager is responsible for the full finance function in Zambia. This includes the implementation and monitoring of all aspects of the financial transactions and administrative processes relating to Zambia, including financial management functions such as management reporting, financial data analysis and donor reporting. The role provides support to the country team to ensure proper resource allocation for the implementation of programme activities.

The Finance Manager reports directly to the Project Lead and provides direct technical and financial support to the Zambia country programme.

Key Performance Areas

Financial Controls and Compliance

- Lead and maintain effective in-country treasury processes and internal controls to ensure appropriate level of security over the organisation's resources and operations.
- Manage the financial and compliance requirements of donors and ensure that expenses are incurred consistent with grant agreements.
- Ensure adherence to m2m finance and operational policies and procedures, and lead adaptation for the country where relevant.
- Build capacity of country team on m2m policies, procedures, procurement and accounting software.
- Assist the Global Support Hub Finance department with setting up and/or maintaining in-country bank accounts and registration with relevant statutory bodies, and support the Project Lead to ensure compliance with all statutory regulations and filings.
- Provide support for organisation-wide statutory and donor audits and ensure that appropriate measures are taken to address audit findings and recommendations.
- Lead and coordinate country-specific audits, ensuring timely preparation, accurate and complete supporting documentation, effective engagement with auditors, and appropriate follow-up and resolution of audit findings and recommendations.

Financial Management and Operational Support

- Manage the monthly closing of accounts and ensure reconciliation of all balance sheet accounts.
- Provide financial management support to the Project Lead and country management team, and liaise with the Global Support Hub.
- Manage the accounting processing and related work processes relating to Country Office transactions.
- Track cash receipts and disbursements at project level and provide financial advice to project leads in terms of project spending and planning.
- Monitor cash flow through the preparation of cash budgets and funding requests to ensure that sufficient cash is always available to meet operational needs.
- Oversee and liaise with the finance and operations team on procurement, logistics, travel and programme activity preparation, organisation and management.
- Ensure the integrity of procurement procedures and full documentation.
- Provide financial management advice and assistance to the Project Lead, including assistance in the preparation and monitoring of country donor budgets.
- Manage project contracting with Global Support Hub, including procurement contracts or purchase orders for goods and services, service agreements and consultant agreements as applicable.
- Identify opportunities to improve cost efficiency and maximise the effective use of resources without compromising programme quality.
- Oversee and manage the fixed asset and inventory registers, reporting additions and disposals, responsible for completion of annual verifications in collaboration with the Global Support Hub.
- Support financial due diligence assessments of Community-Based Organisations (CBOs), local partners and sub-recipients in accordance with donor and organisational requirements.
- Review and monitor partner financial reports, supporting documentation and expenditure submissions to ensure accuracy, completeness and compliance with grant agreements and approved budgets.
- Provide financial guidance, mentoring and capacity strengthening support to CBOs and local implementing partners to strengthen financial management, budgeting, reporting and compliance practices.
- Support partner onboarding processes, including review of financial systems, controls and compliance requirements.
- Monitor partner expenditure against approved budgets and support timely identification and resolution of financial compliance issues.
- Coordinate with programme, Grants & Compliance and Global Support Hub teams to ensure partner financial management and reporting requirements are met.
- Support financial monitoring visits, partner reviews and assessments, and contribute to the development and implementation of partner capacity-strengthening plans.
- Ensure partner financial documentation and records are maintained in accordance with organisational, donor and audit requirements.

Budgets, Financial Reporting and Analysis

- Prepare and maintain country budgets, both annual and project, closely coordinating with the Project Lead and programme staff.
- Prepare monthly financial reporting to the Project Lead and other staff.
- Prepare quarterly pipeline reports and forecasts, providing analysis of projected funding, income and expenditure, funding gaps, and key financial risks and opportunities.
- Analyse financial performance against approved budgets and forecasts, identify significant under- and overspends, investigate variances and initiate appropriate corrective measures in consultation with the Project Lead and programme staff.
- Ensure timely and accurate submission of financial data, reports, financial narrative and variance analysis to the Global Support Hub where necessary.
- Prepare proposal budgets for new opportunities.
- Provide ad hoc reporting as required.

Qualifications, Experience and Competencies

Essential:

- Bachelor's degree in accounting, business or a similar field.
- At least five years' post-study experience in a financial or accounting capacity, of which at least two years should include management experience.
- Demonstrated experience in presenting financial data and analysis to non-finance staff.
- Demonstrated experience developing budgets, financial forecasts, expenditure reports and other financial reports.
- Strong accounting and financial management acumen, with excellent attention to detail.
- Analytical and problem-solving skills.
- Experience with ERP accounting systems and high proficiency in Excel.
- Excellent interpersonal skills, with the ability to work independently and within various teams.
- Strong organisational and time-management skills, with the ability to manage competing priorities and consistently deliver high-quality outputs within deadlines.
- Ability to work effectively under pressure and adapt to changing priorities in a dynamic environment.
- Fluent in English.

Desirable:

- Experience and demonstrated understanding of institutional donor requirements from European funders, US Government UN partner agencies, and Global Fund.

Reporting & Team Structure

- Reports to: Project Lead
- Collaborates with: Internally: the country team, and the Global Support Hub finance, operations and global resource mobilisation departments. Externally: country-specific vendors and donors
- Supervises: Country finance team (direct reports referenced in the source but not individually specified)

Working Conditions

- Employment Type: Full-time
- Location: Zambia
- Travel Requirements: May be required to travel locally and internationally
- Work Requirements: Regular hours with ad hoc overtime depending on required deadlines

Compensation and Benefits

- Competitive salary and performance-based incentives
- Comprehensive benefits (health, retirement, leave)
- Opportunities for growth, leadership, and professional development