Contracts and Finance Officer

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Contracts and Finance Officer

  • Post Date:April 29, 2021
  • Views 401
0 Applications
  • Career Level Officer
    Qualification Degree
    Experience 5-10 Years
  • Industry Non Governmental
Job Description

Project: USAID Resilience ANCHORS Zimbabwe
Duty station: Harare, Zimbabwe
Starting date: June 1 2021

Duties and responsibilities

The Contracts and Finance Officer will support the Finance and Administration Manager on procurement and grants matters and provide guidance to our project partners in those areas. Under the overall management of the Finance and Administration Manager as well as the Contracts Manager at the Home Office, the Finance and Contracts Officer will:

Contracts

  • Prepare and issue Requests for Applications (RFAs), Requests for Proposals (RFPs) and Requests for Quotes (RFQs), review applications and proposals, and work with project team to select subcontractors and vendors/suppliers;
  • Conduct training sessions on subcontract management for the project team and potential applicants and awardees, including for the preparation of grant applications, financial management and reporting requirements;
  • Maintain subcontractor and supplier database, financial tracking tools, records of sub-agreements issued and ensure that all hard copy and electronic records are up-to-date and in compliance with USAID regulations and ECODIT standards; and Draft procurement and, amendments and other contractual documents in compliance with USAID regulations and ECODIT standards, in coordination with the Home Office (HO) Contracts Manager;
  • Monitor sub-contractors as to the accuracy of financial information and safeguards to eliminate fraud.
  • Routinely monitor financial reports for unusual activities, transactions, and investigate anomalies or unusual transactions;
  • Review monthly financial reports and supporting documents of beneficiaries to ensure compliance with the Donor;
  • Maintain direct contact with the organization funding partners to avoid irregularities or problems related to financial related programs;
  • Provide training to the organization’s Partners on financial procedures and the management of their sub-contract;
  • Provide additional financial support to recipients’ financial staff, such as mentoring and coaching on financial management and best practices;
  • Visit the organization’s beneficiary offices frequently to provide face to face support for financial matters and compliance, review key transactions;
  • Provide guidelines to partners during the USAID Mandatory Audits;
  • Work with the program Teams in the identification and selection of partners for Subcontracts by reviewing the Rearward Questionnaires and assessing risk from potential partners and prepare the decision memos for selected subcontractors;
  • Formulate and Distribute financial reporting templates to partners before project implementation and carry out Project Inception meetings with partners to help them understand the reporting requirements.

Compliance

  • Review file documentation for completeness and accuracy prior to any subcontract closeout and address any gaps in a timely manner;
  • Provide guidelines to partners during the USAID Mandatory Audits;
  • Carry out Visual Compliance Screening on selected Partners.

Finance

  • Acts as a back stopper to the Admin Assistant when she is on leave;
  • Assist the Finance Manager with related bank errands.

The position will be based in Harare Zimbabwe and will be expected to travel to other locations in Zimbabwe as needed, to execute the above duties and responsibilities.

Minimum requirements

  • Bachelor’s degree in Procurement, Management, administration, finance, accounting, or HND in Procurement;
  • At least 5 years of experience in Subcontracts and procurement management in an international development context, project administration, financial management, accounting, or related areas;
  • Minimum three years’ experience managing subcontracts for USAID projects is required;
  • High ethical standards;
  • Strong organizational skills and attention to detail;
  • Demonstrated professional oral and writing skills in English and Local languages.

To apply

Applications including detailed CVs should be sent to [email protected]

Deadline: 2 May 2021