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Copperbelt, Northwestern Provinces, Zambia, Africa
Career Level:
Management (Manager/Director)
Bachelor's Degree
Job type:
Full time

Finance and Administration Manager

About this job

Our Client John Snow, Inc. (JSI) seeks highly qualified and accomplished public health leaders and providers for the recently awarded United States Agency for International Development (USAID)/PEPFAR-funded Supporting an AIDS-Free Era (SAFE) Project in Zambia. The five year project which will be led by JSI in partnership with Abt Associates, mothers2mothers, and the Catholic Medical Mission Board, will work to reduce HIV mortality, morbidity and transmission, while improving nutrition outcomes and family planning integration in three provinces: Central, Copperbelt, and North-Western.

USAID/PEPFAR SAFE will work with the GRZ, private sector and civil society institutions at the national, provincial, and district level to increase access to ART for HIV positive adults and children, reduce the incidence of new infections, improve Nutritional Assessment, Counseling and Services (NACS) and family planning services, and increase the capacity of local health institutions to better serve affected populations.


ROLES: Finance and Administration Manager - Copperbelt, Northwestern


The Zambia Provincial SAFE Finance and Administration Manager will set up and maintain the JSI financial accounts and administrative systems for the contract in province. The Finance and Administration Manager will be responsible for the accounting system, budget tracking and expenditure projections, expense monitoring and financial reporting for the contract. S/he will ensure cost-effectiveness, efficiency and accountability throughout the life of the program. The Finance and Administration Manager reports to the regional Director and oversees the provincial, Accountant, Logistics Officer, Senior Admin Officer, Senior IT Officer and Lead Driver.

Primary Responsibilities and Duties:

  • In collaboration with the Finance Manager and the Deputy Director of Finance and Operations, establish and maintain a financial and administrative systems fulfilling all USAID rules and regulations and in line with JSI financial policies and procedures;
  • Responsible for supervising the day to day work of the Accountants reporting to her/him;
  • Manage all operations areas and staff in province including Accountant, Logistics Officer, Senior Admin Officer, Senior IT Officer and Lead Driver.
  • Responsible for all Provincial Office administration in coordination with Senior Administration Officer;
  • Ensure that all office inventory are tracked according to JSI/SAFE policy and that Asset Guard is up to date.
  • Ensure that Fleet is managed according to JSI/SAFE policies.
  • Manage the monthly accounting cycle, including the payment of staff (excluding payroll) and vendors and bank statement monitoring and reconciliation;
  • Collaborate with Finance Manager and Deputy Director of Finance & Operations to maintain monthly program budget tracking sheet and update at least monthly and as necessary in a timely manner and make ready for monthly financial analysis;
  • Monitor expenditures and help prepare financial reports for senior management in Province and Lusaka offices;
  • Review and monitor field operations budget with the management team, this may include the reviewing activities cost projections;
  • Prepare expenditure projections in collaboration with the Regional Director and program staff to place timely cash flow requests to Headquarters in Lusaka;
  • Review and certify the monthly field accounts documentation, including QuickBooks vouchers and reconciliation reports prepared by the Accountants;
  • Ensure that outstanding advances at the end of each month are to the minimum level;
  • Ensure Regional Office accounts are submitted on time and according to JSI accounting system and policies;
  • Be a key participant during preparation of provincial work plan and work closely with the technical team to prepare and monitor provincial costed work plans;
  • Ensure that all SAFE incurred expenses are paid on a timely manner.
  • Develop and maintain an effective professional relationship with JSI/SAFE’s local bank.
  • Ensure that all WHT taxes (if any) from vendors are paid monthly to TRA and on time;
  • Ensure that all payment are VAT exempt and issue and track LPO issued; and
  • Perform any other duties as assigned by supervisor which are in line with the general concept of this position.


  • Minimum Bachelors, Preferred Advanced degree in a finance, accounting or business-related field;
  • At least 7 years of relevant experience in financial management and/or accounting in an NGO setting;
  • Relevant experience with USAID-funded programs and knowledge of USAID rules, and regulations strongly desired;
  • Strong organizational skills;
  • Excellent verbal and written English;
  • Extensive knowledge of Microsoft Excel and Proficiency in Microsoft Word and Access;
  • Experience with QuickBooks accounting system desired;
  • Strong communication and interpersonal skills;
  • Demonstrated experience supervising, mentoring, and training staff;
  • Able to travel to project regional offices; and
  • Must be able to maintain confidentiality for all project and staff proprietary matters


  • Preference will be given to residents of the province for the position being recruited.
  • Send an application via email to jobs@lauraandpartners.com and cc to saferecruitment@jsi.com.
  • In the subject line please indicate the position you are applying for;
  • Only those applications that reference the position in the subject line will be reviewed.
  • Your application should consist of a cover letter and CV with three contactable referees (email, phone and full addresses).

CLOSING DATE: Friday, 23 February 2018

Developed by Figo Mago at www.tandolin.co.za
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We have moved!


Our new physical address is Stand Cv16 Comesa Village, Showgrounds, P.O Box 51388, LUSAKA 10101, ZAMBIA.



You can reach us on the following Phone Numbers:


+ 260955887437, +260977887437