Financial Administrative Officer – Zambia
Over the past 40 years, Medical Care Development International (MCDI), the international health division of Medical Care Development, Inc. (MCD), has worked to strengthen health systems through practical, evidence-based and high-impact interventions across several public health sectors in over 40 countries. MCDI collaborates with donors, national governments, the private sector, health agencies, communities and local stakeholder to improve the health outcomes of vulnerable populations. MCDI collaborates with donors, national governments, the private sector, health agencies, communities and local stakeholders to improve health and save lives in the following areas: malaria control; maternal, neonatal and child health; water, sanitation and hygiene; tuberculosis; HIV/AIDS; and other communicable diseases communicable diseases By joining MCDI, employees join a diverse network of highly capable individuals, many of whom are experts in their field.
The MCDI Financial and Administrative Officer (FAO) is responsible for the overall financial/administrative management of project activities to include the budgeting/ forecasting/accounting and implementation of all services required to financially and administratively support field office operations.
Financial Management Duties
- Prepare and submit monthly electronic financial reports using spreadsheets / budget tracking in Excel format provided by MCDI;
- Send the electronic reports to MCDI within 5 days of the following month, and receipts and supporting documents within 10 days of the following month;
- Keep ALL records including receipts / supporting documents with order and monthly update (before the 5th of each month). Scan and send these receipts / supporting documents to MCDI home office according to the standards described in the General Requirements for Supporting Documentation of Expenses.
- Monitor bank withdrawals from the project account to confirm the accuracy of the statements and account balances. Manage bank accounts and invoices;
- Monitor and manage bank accounts and ensure that payments are made without delay;
- Monitor the project’s financial transactions;
- Track the electronic fund transfers from the MCDI Home Office to the project account(s);
- Manage (monitor, control, and put in order) the project’s petty cash;
- Prepare monthly funding requests to the MCDI Home Office in accordance with the project work plan and budget;
- Participate in the preparation and monitoring of the project budget;
- Monitor project expenditures to ensure compliance with relevant regulatory guidelines, especially with the Foreign Corrupt Practices Act;
- Make disbursements of funds for local and staff costs, including:
- payroll management;
- Ensure and verify that all personnel present a signed monthly attendance sheet (time sheet), with arrival and departure times;
- Prepare staff payrolls;
- Ensure that consultants complete the forms required by MCDI, including their time sheets, and submit their receipts and expense reports (if required);
- Make the legally required deductions (income tax and social security for employees, and tax deductions for consultants);
- Prepare regular payments to the required tax and social security authorities (both for employees and for the employer’s contribution);
- Maintain accurate financial information to ensure control / compliance with annual budgets to achieve program objectives;
- If necessary, participate in annual project audits;
- Recruit, train and supervise local administrative staff.
- Maintain inventory records based on MCDI and USAID inventory management systems.
- Make sure that all project assets are branded/tagged as per the Impact Malaria project branding guidelines.
- Assist with and help coordinate project logistics and procurement of local goods and services.
- Facilitate procurement by assisting the Home Office procurement officer in preparing specifications, delivery schedules, etc.
- Transport management including organizing vehicle hires for field operations.
- Fleet management to include adherence to control systems and maintenance schedules.
- Support short term consultants as required.
- Maintain and support the IT infrastructure/programs of the field office to include providing technical support to the Case Management Advisor in support of the MISM in collaboration with the MIS Officer.
- Facilitate securing of official documentation for transportation, visa, and registration requirements.
The FAO is responsible for the following reports:
Roles and Responsibilities:
- Monthly Financial Report
- Weekly financial Progress Report
- Monthly and quarterly asset/inventory reports
- Weekly operations report
- Other reports as needed by the project
The FAO will reports directly to the Senior Technical Advisor and to the Home Office Director for Operations and Senior Finance Officer. S/he works closely with the Home Office Senior Program Manager.
- BS in Business Management (or equivalent) with extensive financial management, administration, procurement and logistics experience
- Good interpersonal skills, team player, able to work under stress. Sensitivity to the concerns of the developing world and able to work with community-based providers from different cultural backgrounds.
- Good oral and written communication skills, with an excellent command of English.
- Highly computer literate, familiar with Windows programs for word-processing, spreadsheets, database management, presentations, and electronic communication.
- Project management experience in a developing country context.
- Prior experience managing similar scope.
Two year (renewable)
Job by Medical Care Development International