Multiple Positions: Head of Operations, Senior Finance Manager & Procurement Specialist

Promoting Equality in African School Zambia Limited • Zambia • 4w ago

Role Title: Head of Operations Line Manager: Country Director (CD) Location & Travel: Based in Ndola – with approximately 30% travel to any other location which forms part of the premises of the organisation or elsewhere as may reasonably be required by the organisation Line Management Duties: This is a senior management role, line managing five (5) employees Salary: Competitive About Promoting Equality in African Schools (PEAS) PEAS is transforming education across sub-Saharan Africa. We support over 225,000 young people each year in marginalised communities across Uganda, Zambia, and Ghana, helping them succeed from their first day in school through to secondary graduation. We believe every young person should have access to quality education that equips them with the knowledge and skills to lead fulfilling, successful lives after school. PEAS operates one of the largest school networks in sub-Saharan Africa, with a strong focus on secondary education. Over 20,000 students attend our 38 schools annually. Beyond our own schools, we apply over 16 years of practical experience to support and improve education in more than 300 partner schools, extending our reach to 225,000+ learners every year. Our award-winning programmes are designed and delivered by Africans for Africans. Evidence shows that our students, many from the vulnerable households, make faster learning progress, while our girls grow in confidence and are better prepared for life after school. Role Summary This role is critical in supporting the PEAS Zambia Country Director to ensure that the organisation is financially sustainable, operationally sound, and strategically aligned to deliver on its mission to expand access to quality secondary education in underserved communities. Roles and Responsibilities

Leadership and Strategy

A key leader on the PEAS Zambia Country Strategic Team (CST), providing critical strategic and thought leadership on topics across the organisation to ensure overall delivery of the PEAS Zambia strategy.
Working in partnership with the Director of Programmes to ensure PEAS schools are operating effectively and are exemplar across Access, Quality and Sustainability.
Serve as the PEAS Zambia liaison to the Trustees’ Finance, Audit and Risk committee by effectively communicating and presenting critical operational and financial matters at select committee meetings.
Represent the organisation externally, as necessary, particularly in department specific negotiations and in legal and finance related matters.
Championing an organisation-wide ‘value for money’ approach, driving efficiencies and effectiveness both at the schools and country office levels with a strong focus on sustainability.
Actively living and role modelling PEAS’ values and providing guidance and mentorship to colleagues on how to incorporate values into their work.

2. Progressing towards operational excellence

Oversee and strengthen the Operations department to meet the needs of the school network, system strengthening work and wider organisation to meet our key strategic outcomes over time. Responsible for identifying and delivering on opportunities to strengthen the PEAS Zambia organisation, seeking technical assistance from colleagues from across PEAS where valuable.
Lead operational and financial planning across the organisation including budgeting, cash flow management, resource investment priorities, and operational policy matters, whilst maintaining continuous consultation with the CD and country leadership.
Leading and contributing to strategic projects to support PEAS in progressing towards operational excellence, such as People & Culture projects, Technology & Data projects, enhancing Financial and Grant management systems, and other initiatives as they arise.
Actively participate in system strengthening opportunities involving operational areas, and co-ordinate input from experts across the Operations department.
Build strong morale across the Operations department, the wider PEAS Country Office and schools, and role model a culture of collaboration, dedication and organisation across the team, encouraging team members to approach challenges with a growth mindset.
Co-ordinating efforts to identify organisational risks, maintain a risk register for Zambia and ensure all risks are effectively managed at the appropriate level.
Manage the relationship with PEAS’ lawyers and ensure legal compliance for PEAS and all the schools.

3. Finance and Procurement

Working closely with the Senior Finance Manager and the Grants Specialist to ensure PEAS Zambia has the right systems and processes to effectively plan, budget and spend across the organisation.
Ensuring country and grant financial reports are prepared on-time, reviewed following quality assurance guidelines and presented in an accurate and timely manner to the CD, Global Head Office and donors, to meet tight deadlines.
Co-ordinating and leading the annual country office and school audit processes by working with the Senior Finance Manager to liaise with external auditors to ensure successful management of the external audit in line with reporting deadlines. Similarly, participate in the internal audit process at country office and school-level. Ensure the implementation of both external and internal audit recommendations at both PEAS Zambia and school-level to ensure audit points do not repeat between audits.
Co-ordinating and overseeing the annual planning and budgeting process to be completed on-time, reviewing all departmental budgets to ensure they are aligned with PEAS Zambia’s strategy, and monitoring progress, variance and changes to keep Zambia and Global teams up-to-date on country spend.
Oversee and support the capacity development of school leaders on financial management to improve the timeliness and accuracy of school financial reporting, use of PEAS’ financial systems and support them in using data to make decisions effectively.
Ensuring school fees collected, per-pupil subsidy levels and income-generating activities are sufficient to cover each school’s expenditure, so all PEAS schools are able to run sustainably. Where any school is not yet sustainable, work with School Leaders to ensure they have clear steps to progress to sustainability.
Lead PEAS Zambia’s procurement and logistics to deliver value-for-money and operational excellence.
Champion transparent, efficient processes that meet donor and organisational standards, while building strong supplier partnerships and advancing localisation, safeguarding, and sustainability

4. Construction

Managing the Construction team to deliver effective and efficient school construction and project monitoring, through close liaison with the Global Head Office, ensuring projects are delivered to the expected cost, time and quality, and contractors are managed appropriately.
Working with the Construction Specialist to ensure PEAS school designs are cost-effective, appropriate in the local context and consider the climate in designs.
Active in the land selection, prioritisation of construction needs and the tendering process, to ensure construction projects are delivering maximum value to the network.
Ensure PEAS Zambia has the sufficient capacity and systems to effectively deliver construction projects on-time, to the required quality and following all internal risk management processes. Where there are challenges, ensure lessons are learned and improvements are made, to ensure challenges do not re-occur.

5 Human Resources

Oversee the development and implementation of PEAS’ HR and professional development strategy, to ensure the right people are in place and are supported to succeed in their roles.
Responsible for the oversight of the implementations of PEAS Zambia Diversity, Equity & Inclusion (DEI) approach, prioritisation and quarterly reporting against the key results.
Work with the CD and other CST members – to ensure that PEAS Zambia and it’s school network has strong internal communications systems with clear messaging on strategic direction, high performance, recognition and successes.
Support the HR team to put in place policies and procedures that enhance staff recruitment & induction, professional development, compensation and benefits, performance evaluation, and establish clear lines of accountability for individuals and departments across the organisation.
Work closely with the school support teams (e.g. School Network and School Finance) to ensure school staff training is aligned to PEAS’ wider people management processes.
Leading on initiatives to increase proportion of female leaders – both within the Country Office and within each of our schools, including reviewing the pipeline of female talent across the organisation.
Ensure People & Culture policies and procedures are available and embedded across PEAS Zambia's schools and the Country Office, and reviewed every 2 years.
Regular review of key people data, including the Pulse survey, recruitment processes and other surveys, and ensure PEAS Zambia is acting on data to improve working culture and retain high potential candidates.

6 Technology & Data

Managing the IT Officer to ensure school ICT labs and infrastructure are fully operational and fit-for-purpose, and support with effective piloting and delivery of EdTech projects.
Managing the IT Officer to ensure PEAS staff have the necessary hardware and software to fulfill their roles, relevant training is provided and that office infrastructure is fully operational, secure and managed inline with compliance standards.
Ensure IT policies and procedures are available and embedded through training across PEAS Zambia's schools and the Country Officer, and reviewed every 2 years.

Key Competencies and Skills:

Strong financial management skills, with a deep understanding of financial accounting, reporting, and auditing processes.
Strong leadership skills with the ability to inspire, guide and effectively manage others to achieve strategic and operational goals.
Experience in grant management, including budgeting, compliance, and reporting.
Proficiency in financial software and Microsoft Excel.
Ability to collaborate effectively across departments and with external stakeholders.
Excellent communication skills, both written and verbal.
Strong attention to detail and ability to manage multiple priorities.
Problem-solving mindset, with the ability to develop practical solutions for complex financial challenges.

Minimum Requirements

A Master’s degree in Finance, Accounting, Business Administration, or a closely related field.
Minimum of 8 years’ experience in financial management, with at least 5 years at a senior leadership level, preferably within an international NGO or education-focused organization.
A recognized professional accounting qualification is required (e.g., ACCA, CIMA).
Demonstrated ability to manage donor funding, prepare complex budgets, and ensure timely, accurate reporting.
Additional training or certification in project management, strategic leadership, or non-profit financial management is an advantage.

Our Commitment PEAS is committed to ensuring the safety and wellbeing of all children in our programmes and to maintaining high standards of integrity in all our operations. We promote safe recruitment practices, including thorough background checks and safeguarding training. We operate a zero-tolerance policy toward misconduct or corruption. PEAS is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Female candidates and those from underrepresented backgrounds are strongly encouraged to apply. How to Apply  To apply, please complete the following form here, uploading your CV as part of the form. The deadline for this application is Sunday, 7th September, 2025, 17:00hrs, CAT. Any questions or issues, please contact zambia.recruitment@peas.org.uk. ==== Role Title: Senior Finance Manager Location: Ndola, Zambia Travel: Based in Ndola – with approximately 30% travel to any other location which forms part of the premises of the organisation or elsewhere as may reasonably be required by the organisation Line Manager: Head of Operations, PEAS Zambia Line Management Duties: Line manages 4 employees Salary: Competitive Role Summary The Senior Finance Manager will play a key role in ensuring the effective financial management and sustainability of PEAS Zambia. This position involves overseeing financial reporting, budgeting, school financial support, and audit coordination to ensure PEAS Zambia operates in line with both internal policies and donor requirements. The Senior Finance Manager will lead and support the finance department, coordinate with key stakeholders, and ensure the timely and accurate delivery of financial information across the organization. Key Responsibilities 1. Leadership and management

Working in partnership with the Head of Operations to ensure the effective financial management and sustainability of PEAS Zambia
Championing an organisation-wide ‘value for money’ approach, driving efficiencies and effectiveness both at the schools and country office levels with a strong focus on sustainability.
Actively living and role modelling PEAS’ values and providing guidance and mentorship to colleagues on how to incorporate values into their work.

2. Financial Reporting and Statement Preparation

Monthly Management Accounts: Prepare monthly management accounts for PEAS Zambia by agreed timelines, ensuring the accuracy of financial data and providing insights into financial performance.
Variance Analysis: Conduct monthly variance analysis in collaboration with the Head of Operations, providing detailed commentary and justifications for any deviations from the budget.
Cash Flow Projections: Prepare bi-annual cash flow forecasts to assist in financial planning and decision-making.
Half-Year Financial Reports: Compile and present half-year income and expenditure reports to ensure effective financial tracking and accountability
Year-End Financial Statements: Oversee the preparation of year-end financial reports, including the income statement, balance sheet, and cash flow statement, ensuring they are in compliance with local and international accounting standards.
Audit Preparation: Ensure that all year-end journals and adjustments (e.g., depreciation, WIP capitalization for completed projects) are correctly posted in preparation for the external audit.
Use of Financial Systems: Support colleagues across PEAS Zambia to effectively use the SmartOps ERP system for financial management, ensuring data is accurate, timely and accessible. Provide training and support, where needed, to build system confidence and capability across the organisation.

3. Financial Planning and Budgeting

Finance Goal Formulation: Develop financial goals aligned with PEAS Global objectives to drive strategic financial management across Zambia.
Work Plan Development: Create an individual monthly work plan to ensure the efficient delivery of finance-related tasks.
Quarterly Performance Reviews: Lead quarterly reviews of finance goals, assessing performance and progress toward meeting objectives.
Support FOs Goal Setting: Provide guidance to the Finance Officers (FO) in formulating individual goals that support the broader goals of PEAS Zambia.
Evaluation of FOs Work Plans: Evaluate and support the work plans of Finance Officers in Kasama, Katete and Ndola, ensuring alignment with organisational goals.
Departmental Budgeting Support: Assist PEAS Zambia departments in preparing their budgets in line with organizational guidelines.
Consolidation of Budgets: Consolidate PEAS Zambia's departmental budgets into a unified organisational budget.
Budget Queries Management: Respond to any budget-related queries from the Global office before final approval.
School Budget Review: Ensure that school budgets are in alignment with PEAS Zambia’s policies and financial guidelines.

4. Grant and Fund Management

Grant Compliance: Understand and ensure compliance with the conditions and requirements of all approved grants before their implementation.
Fund Account Management: Oversee the preparation and quality assurance of fund accounts for all active projects in Zambia by agreed timelines, ensuring correct allocation of costs to funders and monitoring budget versus actuals to ensure spending is on-track for all grants.
Proposal Budgeting: Work with the Global team to prepare comprehensive budgets and cost estimates for PEAS Zambia proposals seeking potential funding.
Unbudgeted Expenditure: Obtain necessary approvals from the Global office for any unbudgeted project expenditures before inclusion in the fund account.
Project Changes Notification: Communicate any changes in project implementation, timing, or funding to the Global office in a timely manner.
Payment Plan Coordination: Work closely with the Construction Specialist to align payment schedules with approved funding and project timelines.

5. External Audit and Compliance

Audit Management: Oversee and manage the external audit process for PEAS Zambia’s central office and schools, ensuring that all audits are conducted efficiently and in compliance with relevant financial regulations. Similarly, participate in the internal audit process at country office and school-level.
Audit Recommendations: Oversee the implementation of both external and internal audit recommendations at both PEAS Zambia and school-level to ensure continual strengthening and audit points do not repeat between audits.
Grant-Specific Audits: Manage audits related to specific grants, ensuring that all required documentation is available and audit processes are smoothly executed.
Audit Support: Provide the external and internal auditors with relevant and accurate financial information needed for a successful audit, ensuring all financial statements are clear and free of misstatements.
Audit Documentation: Prepare and maintain financial documents in readiness for audits, facilitating a smooth and effective audit process.

6. School Financial Management and Support

Financial Training: Provide ongoing financial management and financial systems training and support to schools to improve financial oversight and operations at the school level.
Sustainability Models: Develop and implement various financial models to ensure the long-term financial sustainability of PEAS Zambia schools.
Fee Collection and Financial Performance: Work with the Country Strategic Team (CST) and School Network team to develop strategies aimed at improving school fee collection and overall financial performance.
Education For All Fund Management: Ensure the proper management of EFA grants, including preparation of government reports for any funds received.
Year-End Financial Reports: Assist schools in preparing year-end financial reports in preparation for external audits, ensuring compliance with all relevant standards.

Minimum Requirements Qualifications

Bachelor’s degree in Finance, Accounting, Business Administration, or a closely related field.
At least 5 years of experience in a senior finance management role, preferably in a non-profit or donor-funded organization
A recognized professional accounting qualification is required (e.g., ACCA, CIMA).
Strong knowledge of Zambian accounting standards and international financial reporting standards.
Experience in managing budgets, financial reporting, and audits.
Proven track record of successfully managing grant-funded projects and working with international donors.

Key Competencies and Skills:

Strong financial management skills, with a deep understanding of financial accounting, reporting, and auditing processes.
Experience in grant management, including budgeting, compliance, and reporting.
Proficiency in use of an ERP or other financial software, as well as Microsoft Excel.
Ability to collaborate effectively across departments and with external stakeholders.
Excellent communication skills, both written and verbal.
Strong attention to detail and ability to manage multiple priorities.
Problem-solving mindset, with the ability to develop practical solutions for complex financial challenges.

Our Commitment PEAS is committed to ensuring the safety and wellbeing of all children in our programmes and to maintaining high standards of integrity in all our operations. We promote safe recruitment practices, including thorough background checks and safeguarding training. We operate a zero-tolerance policy toward misconduct or corruption. PEAS is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Female candidates and those from underrepresented backgrounds are strongly encouraged to apply. How to Apply  To apply, please complete the following form here, uploading your CV as part of the form. The deadline for this application is Sunday, 7th September, 2025, 17:00hrs, CAT. Any questions or issues, please contact zambia.recruitment@peas.org.uk. ==== Role Title: Procurement Specialist Location: Ndola, Zambia. Line Manager: Head of Operations Salary: Competitive Role Summary The Procurement Specialist will be responsible for overseeing, managing, and continuously improving the procurement function at PEAS Zambia. This role will ensure that all procurement activities are conducted in a transparent, competitive, and cost-effective manner and aligned with both internal policies and national regulations. The role will play a key part in strengthening procurement capacity and systems across the organisation. Key Responsibilities 1. Strategic Procurement Planning

Lead the development and periodic review of the annual procurement plan in collaboration with program and operations teams, ensuring alignment with organizational priorities and budgets.
Provide strategic advice on procurement timelines, cost estimates, and market dynamics to enable proactive planning and risk mitigation.
Monitor the implementation of procurement plans and provide regular updates to management on progress, delays, and risks.
Support strategic sourcing and supplier relationship management, ensuring PEAS builds long-term, value driven partnerships with suppliers rather than focusing on transactional procurement.

2. Procurement Process Oversight and Execution

Manage the end-to-end procurement cycle for high-value or complex procurements, ensuring compliance, transparency, and value for money.
Ensure appropriate procurement methods (open tender, restricted tender, single source, etc.) are used based on thresholds and risk assessments.
Prepare and/or review tender documentation, including specifications, evaluation criteria, and bid documents in collaboration with user departments.

3. Procurement Governance and Compliance

Ensure procurement activities adhere to PEAS Zambia policies, Zambian procurement laws, and applicable donor regulations.
Maintain a procurement audit trail, with complete and accurate documentation for all stages of the procurement process.
Lead the response to procurement audit queries and implement corrective actions for any non-compliance identified in internal or external audits.
Lead monthly/quarterly procurement KPI tracking and reporting to management, supporting stronger governance and oversight.

4. Vendor and Contract Management

Oversee supplier prequalification, selection, and performance evaluation processes, ensuring a robust and reliable vendor base.
Manage procurement contracts, ensuring timely delivery, adherence to contract terms, and resolution of disputes or performance issues.
Negotiate contractual terms with vendors in consultation with legal and finance teams to protect the organization’s interests.

5. Procurement Committee Coordination

Serve as technical advisor to the Procurement Committee, ensuring its decisions are informed by best practice, evidence, and policy.
Facilitate Committee meetings, ensuring timely presentation of procurement cases, proper documentation of deliberations, and adherence to thresholds and approval protocols.
Build capacity of Committee members through periodic training on procurement principles, ethics, and compliance.

6. Tools, Systems, and Process Improvement

Lead the institutionalisation of standard procurement tools, templates, and SOPs to improve efficiency and consistency.
Continuously identify and recommend opportunities for improving procurement systems, digital tools, and record-keeping mechanisms.
Lead ERP and e-procurement integration, to drive system optimisation and adoption to improve efficiency and transparency.

7. Stakeholder Engagement and Technical Support

Serve as a key point of contact for procurement support within PEAS Zambia, advising departments on procurement planning, specifications, and compliance.
Collaborate with finance, logistics, and program teams to ensure integrated support to project implementation.
Represent the procurement function in management meetings and external engagements, as required.

8. Capacity Building and Knowledge Sharing

Conduct targeted training sessions for program and operations staff on procurement procedures, policy changes, and compliance expectations.
Foster a culture of ethical procurement, accountability, and value-for-money within the organization.

Required Qualifications and Experience

Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or a related field.
Minimum of 5 years of progressive experience in procurement and supply chain management, preferably in the NGO or public sector.
Professional certification (e.g., CIPS, ZIPS membership).
In-depth knowledge of the Zambian relevant procurement laws and related regulations.
Demonstrated experience in policy development, systems strengthening, and tools creation.
Strong understanding of procurement governance, compliance, and audit requirements.
Excellent negotiation, analytical, and communication skills.
Proficient in Microsoft Office (Excel, Word) and procurement systems.

Desirable