Finance and Administration Manager

Job description

Position

We are looking for an experienced, dynamic, committed and detail-orientated person to fill the position of Finance and Administration Manager who will assume responsibility for the financial management and administration of the Southern African Floodplains Regional Programme Office. The position will ensure that good governance and due diligence are established as needed, promoted, and adhered to in running a well organised, compliant and accountable office supporting field programme development and implementation.

Purpose of the Position

The purpose of the position is effectively manage the financial processes in the ICF Zambia Office and to provide support to the rest of the Finance team and the various projects, as necessary, to ensure the correct recording and reporting of financial matters for both internal use and for submission to donors.

KEY DUTIES AND RESPONSIBLITIES: 

FINANCIAL  MANAGEMENT

Ensure all processes in the Zambia office are comprehensively documented and are in adherence with ICF Accounting and other policies, with documents retained and filed appropriately.
Ensure that ICF Zambia staff understand and adhere to ICF accounting policies and procedures.
Ensure the accuracy and completeness of financial records, including the general ledger, creditors and debtors, payroll, and other financial systems.
Manage the month-end and year-end closing routines and running of monthly and annual management reports, including individual project reports for project managers in Zambia office.
Review management reports with the ICF Zambia Kafue Flats Restoration Partnership Manager and ICF Southern African Floodplains Regional Director.
Review monthly trial balance and reconcile all balance sheet accounts on a monthly basis.
Review, and preparation as appropriate, of regular and non-regular adjusting and allocating journals.
Manage creditors’ and liability accounting, including administration, documentation and upload of accounting data into the accounting system.
Oversee loading of payees and payments in the ICF Zambia online banking portal.
Manage debtors’ accounting, including staff advances, staff credit cards and upload of accounting data into the accounting system and, where required, preparation of invoices and follow-up.

BUDGETING, FORECASTING and REPORTING

Prepare annual budgets for ICF Zambia, with ICF Zambia Kafue Flats Restoration Partnership Manager and ICF Southern African Floodplains Regional Director and with support from the Zambia team as a whole.
Prepare budgets for donor proposals, with ICF Zambia Kafue Flats Restoration Partnership Manager and ICF Southern African Floodplains Regional Director and with support from the Zambia team as a whole.
Prepare donor financial reports in accordance with grant/contract requirements.

ASSET AND PROCUREMENT MANAGEMENT

Manage ICF Zambia vehicle fleet, and other ICF Zambia assets, in accordance with ICF policy, including but not limited to maintaining an asset register, obtaining licenses, insurance, managing fines, and installation of tracking units.
Manage ICF Zambia cash flow and finalization of the quarterly funds drawdown request from ICF US HQ.
Manage ICF Zambia procurements to ensure transparency, accountability and value for money in accordance with ICF policies and procedures.

REGULATORY and STATUTORY MATTERS

Ensure all statutory deductions and payments are made within mandated timelines e.g national tax payments, national pension payments, national health insurance payments and any other deductions/payments that may become due.
Monitor government communications around changing NGO reporting and compliance issues to keep up-to-date with requirements.
Lead the preparation and conduct of the annual financial audit of ICF Zambia.

GENERAL FINANCE and ADMINISTRATION

Manage and mentor the other members of the ICF Zambia Finance team.
Manage the ICF Zambia staff medical scheme and ensure that it is kept up to date.
Respond to financial queries from internal and external stakeholders by gathering, analyzing, summarizing, and interpreting data.
Participate in and contribute to the ICF Africa Finance Team.
Ad hoc responsibilities as assigned by the organisation from time to time.

REQUIRED QUALIFICATIONS and ATTRIBUTES:

A bachelor’s degree in Accounting, Finance or related field.
A minimum of level two of ACCA or CPA is desirable.
At least 5 years’ experience working with an international NGO in a similar position.
An in-depth understanding of, or proficiency in, a recognized accounting package.
Proficiency in the Microsoft Office suite of applications, including at least Word and Excel.
Excellent analytical, problem-solving, and decision-making skills.
Excellent attention to detail and thoroughness.
Previous experience of successfully managing junior finance staff.
Strong communication and interpersonal skills.
Good time management skills.
Good command of oral and written English.
Ability to clearly explain financial information to non-financial stakeholders.
Ability to maintain confidential information.
Subscribe to the values of the International Crane Foundation.

Please submit your CV, together with a motivation letter, demonstrating to ICF Zambia why YOU are the ideal candidate to fill this position.

DEADLINE – applications should be sent to icfjobs@savingcranes.org please put “Zambia Finance” in the subject line or before 18.00 on Friday 20 June 2025.

ICF Zambia reserves the right to not appoint this position.  References will be checked for shortlisted candidates.