Job Detail

Job Description

ABOUT THE POSITION

Request to Hire Ref#: RTCZ21-113
Closing date: 13th October 2021
Position: Contracts and Compliance Manager x1
Location: Lusaka
Contract type: Fixed Term
Contract duration: Two (2) Years
Reporting to: Finance and Operations Director
Job grade: TBA
Contact Email: vacancy24@righttocare.org

QUALIFICATIONS AND EXPERIENCE

Minimum Required Qualifications and Experience:

• Chartered Accountant or Bachelor’s degree in Accounting
• 5-10 accounting experience in a donor funded environment
• Knowledge of Accounting Software Packages especially SAGE Evolution and Cost Management
• 2-3 years’ experience on USAID funded projects
• Proven record of systems strengthening and internal controls
• Paid up Member of the ZICA

Desirable Qualifications and Experience:

• MBA, MSc in relevant field

TECHNICAL AND BEHAVIOURAL COMPETENCIES

• Proficiency in Microsoft Word and Excel
• Computer literate
• Knowledgeable in Microsoft Office Suite
• Good communication skills
• Good interpersonal skills

KEY PERFORMANCE AREAS

• In conjunction with program teams, develop the sub-contractor monitoring plan and ensure the plan is adhered to and results of monitoring are documented and shared with Line Manager and Programme team for further action.
• Review the sub-contractor agreement modifications, ensure they are accurately done and in line with the donor provisions and RTCZ policy.
• Maintain a sub contracts tracker for funds disbursed and liquidations received. An aging analysis of the remaining funds should be prepared monthly.
• Review the donor contract and ensure understanding of relevant donor rules and regulations by finance staff, project managers, and other key stakeholders.
• Support the Programme team in developing scope of work, project milestones and project deliverables for MECH sub-contractors.
• Support the project team on donor contract modifications and keep records of all modifications.
• Manage sub-contractor’s set-up process within the prescribed timeframe as per the donor contract.
• Develop and maintain the contract tracker to monitor project milestones and ensure deadlines on reporting are not missed.
• Prepare monthly variance reports (Portfolio Analysis report) for all awards for submission to the management team.
• Participate in Project review meetings and provide input into the contract management process
• Award Close out- Support the project managers in preparing for the award close out processes (final audit, evaluations, disposal of assets).
• Ensuring that assessments of organizational capacity and due diligence have been carried out for all potential and current partners in the country in accordance with the sub-contractor’s management policy, ensure results are documented and submitted to Finance and Operations Director for approval.
• Ensure capacity improvements plans are prepared and executed by the relevant contract compliance staff and results are documented and filed.
• Assess training and development needs of sub-contractors and conduct capacity building as necessary.
• Review project commitments and ensure accruals are done before closure of the project.
• Ensure all outstanding receivable /payable after project closure are received from the donor /paid back to the donor.
• Support the Finance Director in development of budget guidelines and coordinates the preparation of annual budgets, consolidation, including forecasts and future years budgets.
• Participation in programme planning workshops and meeting to get knowledge of the project at early stage.
• Review budgets for sub awards and ensure compliance to donor requirement and contract terms.
• Take lead in project Budget revision as requested by the donor.
• Prepare the monthly budget utilization report (Portfolio Analysis report) highlighting important information such as inception expenditures, contract balance, spending ratio on individual budget.
• Analyse the expenditure reports and provide narrative comments by budget line and provide a summary on possible risks and any proposed action.
• Liaise with programme team and provide recommendation to address any donor budget overspending /under spending. Critically examine expenditure reports with programme team and provide recommendations to address under spending, overspending or unusual expenditure in relation to project phases.
• Ensure timely and accurate preparation and submission of all donor reports as per the donor reporting template and schedule.
• Support the Senior Finance Manager in the preparation of monthly financial management reports.
• Ensure preparation of reconciliation between Project Costing and General Ledger Ensure and that any required reclassification between budget lines is executed.
• Review reconciliation of grants receivables/payable balances from the donor as well as sub-contractors and validate the outstanding balance due or receivable from donor and sub-contractors.
• Prepare quarterly sub-contractors dashboard reports for submission to management
• Lead the process of training RTCZ and partner staff to ensure all award terms and conditions are understood and implemented properly.
• Keep track of donor audit schedules and requirements, work with internal and external auditors providing all required information to support audit processes and respond to audit queries and recommendations.
• Ensure all sub award audits are conducted and finalised within agreed timeframe.

DISCLAIMER

By applying for the above-mentioned position, you consent to Right to Care to conduct qualification, ID, criminal and reference checks (internal and external) which forms part of the Company’s recruitment policy and procedure. Should you not receive a response to your application from Right to Care within one month of this advert being placed, kindly consider your application as being unsuccessful.

Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.  Right to Care reserves the right to withdraw the vacancy at any time for whatever reason.

Skills Required

• Literature
• MS Office