Finance and Operations Manager

Job description

Title: Finance and Operations Manager
Department Name: Finance and Operations
Report to Title: National Director
Responsible for: Four Positions

Position Summary:

Under the direct supervision of the National Director, the Finance and Operations Manager will oversee sound financial and operational management of the finance and operations function. The Finance and Operations Manager will be responsible for overall fiscal management, including budgeting and monitoring of project expenditures; financial reporting and auditing; forecasting expenditures; financial analysis; and maintaining and supervising project accountants, banking, financial, and all operations work. The position holder will advise management on all financial and operational aspects of HFHZ in compliance with local laws and regulations.

Essential Duties and Responsibilities:
Financial Management and Reporting:
Prepare and submit quarterly financial reports to HFHI Area Office within 15 days after the end of each quarter and within 30 days after year-end.
Prepare and submit monthly management reports to management.
Prepare and submit quarterly financial performance reports to the Finance and Audit Committee/Board.
Report and update the donor grant dashboard monthly.
Develop and implement financial policies and procedures in the areas of budgets, cash management and forecasting, recordings of documentation, and financial reporting for HFHZ.
Ensure standard financial systems and controls are established and maintained to provide appropriate levels of security and controls over the organization’s resources and operations.
Always ensure full and appropriate control of all HFHZ cash.
Provide key support in the annual budget process including tools and resources, compilation, analysis, and support to budget owners (Departments).
Supervise the maintenance of the HFHZ accounting systems and data, and the presentation of financial data for both internal managerial purposes and external statutory requirements.
Post held transactions in Sun Systems and ensure monthly reconciliations are carried out in an accurate and timely manner.
Compile annual financial statements in accordance with the Generally Accepted Accounting Principles (“GAAP”) under the historical cost convention.
Ensure all active grants have identifiable donor budget lines and all grant reports conform to the donor reporting requirements.
Audits (External and Internal):
Coordinate the planning, preparation, and completion of HFHZ audits in line with HFHI external audit policy whilst ensuring that all timelines are met.
Review external audit management letter recommendations with various departments and monitor to ensure that outstanding audit management issues are resolved in a timely manner, updating management and the Finance and Audit Committee of progress.
Review internal audit reports of HFHZ and work with management in resolving issues identified by HFHI Internal Audit Department (IAD).
Financial Planning and Budgeting:
Lead in the development of HFHZ annual plans and budgets.
Review all budgets for consistency within existing/planned business activity, account/project/fund codes, and fund accounting practices.
Highlight significant variances and cash management issues to the Programs Department.
Coordinate completion of HFHZ monthly, quarterly, and financial forecasts.
International Transfers:
Review and submit for approval to the National Director all international transfer requests.
Ensure all transfers are tracked and reported accurately as often as possible and submit an international transfers reconciliation to the Area Office.
Monitor movement of the fund balance and reconcile with the monthly international reports.
Policies and Safeguarding:
Ensure awareness and compliance with policies & procedures during the rollout of financial transactions.
Conduct quarterly reviews of the effectiveness and efficiency of the internal controls.
Ensure safety and risk-free financial operations across HFHZ programs.
Promote the creation of a safe, inclusive, and diverse work environment.
Capacity Building, Collaboration, and Communication:
Coordinate and facilitate training sessions to enhance the skills of finance and operations staff in areas such as budgeting, financial reporting, or compliance.
Provide ongoing advice and feedback on staff performance.
Assist in the recruitment process of key positions at NO level.
Foster strong communication in the finance and operations department to ensure alignment and understanding of financial goals and constraints.
Act as a liaison to facilitate collaboration on cross-departmental initiatives that require both financial and operational expertise.
Operations, Risk Management, and Information Technology:

Evaluate existing operations processes and workflows to identify inefficiencies.

Recommend and implement process improvements to streamline operations and reduce costs.

Support the development of financial and operational policies that govern operations functions to ensure compliance and proper governance.

Facilitate training on new policies and procedures to ensure understanding across the Operations team.

Identify financial and operational risks within the Operations department and develop strategies to mitigate those risks.

Ensure compliance with relevant regulations and organizational policies.

Work closely with the IT Consultant to ensure well-coordinated IT infrastructure and assets management and usability.

Perform other functions that may be assigned from time to time.

Success Criteria:
Well-versed department staff in financial and accounting systems.
Consistent updates to management on financial and operational matters.
Operational systems in place for efficient workflow.
Annual budgets and forecasts.
Unqualified annual external audits.
Typical Training & Experience:
Required Knowledge & Expertise:

Minimum Qualifications:

BA in accounting or Management from a recognized University or any of the following professional qualifications: ACCA, CPA, CIMA.
Master’s degree will be an added advantage.

Years of Related Experience:

At least Seven years of INGO experience in financial administration, out of which three years must be at Senior Manager level.

Preferred Qualifications:

Demonstrate traceable experience in leading and managing organizational finance functions (Not a project Finance Manager).
Track record of engaging with Finance and Audit Committees and Board of Directors.
Strong interpersonal and financial management skills and the ability to cultivate relationships with and communicate effectively with all donors, volunteers, and other stakeholders.
Knowledge of procurement processes and procedures, with particular emphasis on BMZ-funded grants.
Knowledge of regulations and requirements of international non-governmental organizations is advantageous.
Strong knowledge and proficiency with Microsoft Office Suite; Sun Systems.

Active support of HFHI Values:

Humility: We are part of something bigger than ourselves.
Courage: We do what’s right, even when it is difficult or unpopular.
Accountability: We take personal responsibility for Habitat’s mission.
Safeguarding:

HFHZ requires that all employees take seriously their ethical responsibilities to safeguarding our intended beneficiaries, their communities, and all those with whom we work. Managers at all levels have responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation and abuse, safeguards the rights of beneficiaries and community members (especially children), and promotes the implementation of Habitat for Humanity’s code of conduct.

Working Conditions:
40 hours of work per week, with one-hour lunch break and 2 health breaks of 20 minutes each in a day.
Location: Lusaka
How to Apply:

Please send your letter of motivation, CV, NRC, and certified qualifications to Habitat_hr@habitatzam.org.zm. Address your application to the National Director.
Kindly only apply if you meet the minimum requirements for the position. Clearly state the name of the position you are applying for in the subject line.

Closing Date: The closing date for applications is Friday, 21st February 2025.

Only shortlisted candidates will be contacted.

Salary:
National terms and conditions, competitive and negotiable within the salary ranges depending on experience, skills, and competencies.

Habitat for Humanity Zambia is an Equal Opportunity Employer.