The National Democratic Institute (NDI) is a nonprofit, nonpartisan, nongovernmental organization that has supported democratic institutions and practices in every region of the world for more than three decades. Since its founding in 1983, NDI and its local partners have worked to establish and strengthen political and civic organizations, safeguard elections, and promote citizen participation, openness and accountability in government. NDI is seeking an experienced finance and subgrants officer to support financial management and accounting for a new EU-funded program to ensure compliance with all documentation requirements for both NDI and its subgrant partner.
This position is full-time on a one year fixed term renewable contract based on the availability of funding, based in Lusaka, Zambia, and reports to the Finance and Administration Director.
Responsibilities:
Financial and Organizational/Funding Agency Compliance Management
- Develop and maintain operational and financial management systems for the EU program, including ensuring all financial transactions comply with NDI, EU/ECES and host country regulations.
- Provide oversight and manage all aspects of finance/accounting for NDI’s EU program
- Manage communication of policies, procedures, and processes for the EU program to NDI staff in Zambia.
- Maintain Netsuite entries and financial documentation related to the EU program and prepare monthly financial reporting packages due to NDI-DC.
- Prepare monthly spending estimates and drawdown requests for NDI-DC through the Finance and Administration Director.
- Ensure accurate and current accounting and financial reports, as requested and/or required.
- Oversee compliance with internal controls and implement improvement to enhance financial accountabilities and efficiencies in the office.
- Ensure all significant financial issues are communicated to the NDI-DC Accounting Department and that all follow-up is performed as requested.
- Coordinates the NDI-DC Subgrants Accounting department responses to requests for information from NDI’s annual auditors, from donor/project specific auditors, and/or from EU/ECES staff members.
- Lead preparation for internal and external audits, providing necessary documentation and ensuring audit readiness.
- Responsible for reviewing, verifying, and ensuring the accuracy of receipts and related financial documentation in accordance with organizational policies and procedures.
- Perform other duties as assigned.
Subgrant Management
- With the assistance of the NDI Subgrants DC team, develop expertise on EU/ECES and NDI compliance and reporting regulations as they relate to subawarding.
- Review partners’ proposal packages and modification requests, including budgets, for accuracy, consistency, and allowability.
- Develop and implement an internal subgrants tracking mechanism for payments and reporting. Monitors the status of subgrant advances, reviews partner receipts, reviews financial and narrative reports, monitors budget spending for possible overspending or underspending, and effectively troubleshoots issues.
- Maintain audit-ready Google storage of partners' financial documents in accordance with NDI record retention requirements.
- Work closely with and provide guidance to subgrant partner accounting staff to ensure all financial transactions and documentation comply with NDI, EU/ECES and host country regulations.
- Provide compliance and capacity-building training for program partners.
- Ensure all subgrant significant financial issues are communicated promptly to the NDI-DC Subgrants Accounting Department and that all follow-up is performed as requested.
- Coordinates the NDI-DC Subgrants Accounting department responses to requests for information from NDI’s annual auditors, from donor/project-specific auditors, and/or from EU/ECES staff members.
- Provide on-site visits to subgrantees as needed.
- Effectively interacts with partners, staff, and stakeholders and handles problem situations with tact.
- Assist with subgrant close-out
- Perform other duties as assigned.
Qualifications
- University degree or its equivalence in accounting, banking, business administration, or financial and human resource management from a recognized and accredited institution. Professional certificate in related subjects will be an added advantage.
- At least five years of demonstrable work experience in financial management, subgrants management, and/or accounting, preferably with a non-profit, international organization.
- Experience working on EU-funded programs.
- Budget management experience and proven qualities and abilities to manage all finance and accounting-related matters.
- Excellent communication and interpersonal skills, able to work effectively with internal teams, partners, and stakeholders.
- High attention to detail with a strong ability to manage multiple tasks and meet deadlines.
- Proficiency with financial accounting systems (e.g., NetSuite, Costpoint), and advanced knowledge of Microsoft Office and Google applications.
If you do not hear from us within two weeks after the application deadline, kindly consider that your application was not shortlisted, as only shortlisted candidates will be contacted.
