Finance and Operations Manager

Background

Breakthrough ACTION Zambia is part of a global cooperative agreement between the United States Agency for International Development (USAID) and the Johns Hopkins Center for Communication Programs (CCP) to lead social and behavior change (SBC) programming around the world. The project works in partnership with governments, civil society, communities, and other stakeholders to implement creative, evidence-based SBC programming.

The period of performance for the program in Zambia is projected to begin immediately and end in April 2025. Breakthrough ACTION will initially focus efforts on implementing risk communication and community engagement (RCCE) activities through the Global Health Security Agenda and One Health approach and on conducting a cross-sectional household survey of malaria-related behaviors and behavioral determinants.

Job Summary

Working closely with the Senior Country Manager, the Finance and Operations Manager will oversee all financial and operational policies and procedures for Breakthrough ACTION and be responsible for the oversight of budgeting, monitoring, and performance of all funding streams. They will ensure financial systems and reports are compatible with standard accounting practices and follow Johns Hopkins University (JHU) policies, USAID rules and regulations, and regulations outlined by the Government of Zambia. They will ensure that financial functions support the timely and effective implementation of the program’s technical scopes of work and ensure that resources are allocated and used in compliance with agreement requirements, applicable USAID regulations, and appropriate standards and procedures.

They will provide capacity building, coaching, and mentoring of finance, administrative, and operations staff in-country and with local partners as applicable by developing learning activities and materials to support capacity development.

This position is directly accountable for the financial, contractual, and administrative compliance of the award.

Responsibilities

• Ensure accurate financial, contractual, and administrative reporting of the project compliant with Johns Hopkins University, Breakthrough ACTION, and USAID rules and regulations, Zambian regulations, and terms and conditions of the award
• Oversee day-to-day coordination of financial activities ensuring cost efficiency
  Maintain and administer an on-site financial accounting and bookkeeping system required to assure the integrity and effective performance of financial operations and prepare monthly reports
• Manage all accounting, including sub-grants, and ensure compliance of all financial operations
• Develop, implement, and monitor organizational capacity building plans for local sub-partners as required
• Ensure that adequate financial management systems are in place and functioning
• Maintain transparent financial and reporting procedures and financial reports that provide an accurate overview of the financial status of the award
• Provide guidance to project team members regarding the financial requirements of the project and office operations in compliance with USAID, JHU, and Breakthrough ACTION Zambia procedures and policies
• Work closely with the senior country manager and other team members to ensure resources are effectively and efficiently budgeted and managed to achieve activity deliverables
• Conduct record-keeping, financial functions, and internal control systems
• Facilitate the work of external audits and ensure that financial records are properly maintained and readily available during audits
• Provide financial reports, including pipeline analysis, quarterly project reports, as requested by the donor
• Oversee project’s day-to-day cash needs, payments, procurement, contracts, sub-grants, reviewing/processing invoices, district office start-up, operation systems, policies and procedures, consultant payments
• Develop financial, administrative, and operational policies and procedures for Breakthrough ACTION Zambia, in concert with the senior country manager and project team
• Ensure that Breakthrough ACTION Zambia human resources and administrative procedures are in place
• Provide guidance, monitoring, and support to project team, including procurement for goods and services, logistical support for local and international travel (including expense reports) for staff and consultants, contracts development and management and maintenance of office inventory
• Oversee and manage project inventory, equipment and supplies according to USAID, JHU, and Breakthrough ACTION Zambia policies
• Ensure that USAID resources are appropriately directed to project priorities and are in line with project work plans
• Ensure that Breakthrough ACTION Zambia human resources and administrative procedures are in place for the project including time keeping, tracking of leave, sick days, absence, personnel employment records, and other human resources actions and monitor staff compliance
• Ensure effective coaching, mentoring, and supervision of all relevant staff as needed

Required Qualifications

• Certified Public Accountant is required
• At least 5 years of experience managing grants or contracts of a similar size, complexity, and setting
• At least 1 year of senior level experience managing USAID or other donor-funded projects
• Demonstrated expertise in financial, administrative, and operational management
• Demonstrated experience organizing resources and establishing priorities
• Strong financial and operational management experience with proven management skills and experience in developing and managing a donor funded grants program
• Experience with financial analysis, financial reporting, cash flow analysis, budget development, and forecasting
• Previous direct supervisory experience of professional and support staff
• Knowledge of USG cost principles, including USAID rules and regulations and GAAP accounting rules and applying these in program decision-making
• Demonstrated experience in managing sub-grants including risk assessment
• Experience developing and/or implementing finance and accounting policies, procedures, and systems
• Experience hiring and supervising personnel
• Proven ability to work with a wide range of local organizations and people.
• Oral and written fluency in English
• Excellent past performance references
• Preferred Qualifications
• Master’s degree in Business Administration, Public Administration, Finance, Accounting, or relevant field
• Zambian national

Knowledge, skills, and abilities 

• In depth knowledge of financial software applications, databases, and spreadsheets, including QuickBooks Enterprise, Microsoft Office
• Excellent verbal, written, interpersonal, and presentation skills in English
• Excellent record of accurate and on-time reporting to donor agencies
• Ability to coach, mentor and develop financial and administrative capacity of project staff
• Strong interpersonal and team-building skills

How to Apply

All candidates are encouraged to submit e-mail applications with cover letter, current CV, and three professional referees to: [email protected]

Please indicate which position you are applying for in the subject line of the email.