Summary
Date Posted:Wednesday, May 03 2023, Base Salary: Not Disclosed

JOB DETAILS:
o Employee Type:
Consultant
o Minimum Experience:
5 Years
o Required Degree:
4 Year Degree
o Travel:
5%
o Manage Others:
No

Description
About International Foundation for Electoral Systems (IFES): IFES advances democracy for a better future. We collaborate with civil society, public institutions, and the private sector to build resilient democracies that deliver for all. Our technical assistance and applied research develop trusted electoral bodies capable of conducting credible elections; effective and accountable governing institutions; civic and political processes in which all people can safely and equally participate; and innovative ways in which technology and data can positively serve elections and democracy. Since 1987, IFES has worked in more than 145 countries, from developing to mature democracies. In accordance with IFES’ approach: A society is able to reach its full potential in a world in which people of all genders are fully engaged as equal partners in their families, workplaces, and communities. Based on international human rights standards and best practices, IFES promotes political participation, justice, and equal rights around the world. IFES reflects these values in its programming and workplace culture.

The greatest assets of IFES are our team members. IFES offers competitive benefits and pay, as well as the opportunity to work in a dynamic and collaborative environment. Every member of the IFES team is responsible for carrying out the mission of IFES and integrating IFES values into their work every day: Commitment to Excellence, Effective Communication, High Quality Decision-Making, Accountability, Teamwork and Collaboration.

PRIMARY FUNCTION/PURPOSE:
The Finance and Administration Officer will provide office administrative and operational support to the IFES-Zambia field office.

JOB RESPONSIBILITIES:
The Finance and Administration Officer will support financial transactions, expense tracking and record keeping, day-to-day office administration, logistics and event planning, management of local contract and purchase orders, and other general support to program activities. S/he will be responsible for compliance with applicable Zambian laws, donor regulations, and IFES policies. This is a part-time consultancy.
Under the supervision of the Country Director and in-country Senior Electoral Specialist, the Finance and Administration Officer will:
o Ensure that the country office complies with Zambia laws, rules, and regulations as well as the IFES’ administrative, financial, and accounting policies in all transactions and processes.
o Manage and lead the reporting requirements of accounting, logistical and financial operations of the IFES Zambia office, and preparation of relevant documents, budgets, and monthly accounting reports.
o Manage, in coordination with the Country Director and in-country Senior Electoral Specialist and relevant HQ team, the preparation of local procurement packages and ensure procurements and expenditures are in accordance with USAID and IFES policies and regulations.
o Process VAT exemptions for all applicable payments
o Undertake provincial travel with training teams to support the successful delivery of IFES’ training program. As part of this travel, responsibilities will include disbursing per diem to and fuel allowance training participants, engaging with venue management to ensure proper set up of training venue and troubleshooting any problems that may arise.
o Lead the opening of IFES’ bank account in Zambia.
o Manage cash flows in petty cash and local bank accounts and ensure adequate cash levels are maintained every month for each project.
o Collect office bills and make payments for regular office expenditures via credit card, petty cash, or IFES’ payment processing system.
o Ensure that all deposits and expenses are supported by appropriate documentation as required by IFES policy and donor regulations and are allocated to the appropriate budget category/ chart of accounts.
o Prepare vouchers in QuickBooks and prepare checks for all project expenditures into QuickBooks accounting system.
o Prepare monthly financial reports with supporting documentation for all accounts, to be sent to IFES Headquarters as required.
o Prepare end of month bank reconciliation and processing of monthly payroll including withholding and payment of the necessary taxes to the authorities.
o Forecast field office monthly operational costs for cash flow management and prepare monthly wire transfer requests when necessary.
o In coordination with the Country Director and in-country Senior Electoral Specialist, lead the logistic, planning, and administrative preparation of program events.
o Responsible for the day-to-day management of all suppliers/vendors and managing all contracts/leases.
o Maintains inventory and keeps records/storage of all office supplies.
o When applicable, ensures the project’s vehicle logs are retained digitally.
o Complete administrative processes, accounting, and logistics tasks to ensure proper program start up and close-out for IFES Zambia is completed.

EDUCATION:
o Bachelor’s degree in accounting, Finance, Business Administration, or related field required; master’s degree preferred.

EXPERIENCE:
o At least five (5) years of relevant experience in administrative and financial management, including overseeing the finance and operations of projects in complex operating environments.
o Familiarity with USAID rules and regulations on financial management and procurement is.
o Demonstrated experience with developing and managing budgets.
o Knowledge of Generally Accepted Accounting Principles (GAAP), budgeting and fiscal control principles.

LANGUAGE:
o Professional level of oral and written fluency in English.

SKILLS:
o Ability to maintain and apply strong internal controls for finance and procurements.
o Relevant skills in automated accounting software systems and database spreadsheets.
o Relevant computer software skills (including, at a minimum, the standard applications in MS Office).
o Excellent interpersonal skills and experience establishing and maintaining good relationships with a wide variety of professionals and organizations; and
o Experience using QuickBooks.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:
Standard office work environment with occasional field travel. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

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