Job Description
Job Description
Nutrition Action Zimbabwe is a local registered PVO operating in Zimbabwe since 2014. The organization’s primary focus is combating malnutrition in all its forms, through effective implementation of quality programming for both nutrition-specific and nutrition-sensitive programming. NAZ’s community-based approach focuses on implementing programs that empower communities through capacity building, knowledge sharing, and promoting sustainable practices. To foster sustainable and effective interventions, NAZ works closely with national, regional, and international organizations to design and implement evidence-based nutrition programs across Zimbabwe.
Job Description
The Finance Officer serves as the technical focal point for financial management and controls, reporting directly to the Finance and Operations Manager. This role is responsible for the overall financial operations, with a focus on budget tracking, expenditure monitoring, accurate reporting and cash flow management.
The Finance Officer will ensure the integrity of the financial system, support compliance with donor and statutory requirements, and provide essential financial analysis for both ongoing projects and new proposals. The Officer will also be responsible for implementing and monitoring the financial aspects of assigned projects, identifying and managing financial risks and opportunities, and providing timely financial information to support sound financial management and decision-making.
This position is crucial for maintaining robust financial accountability, effective internal controls and compliance, while supporting the efficient implementation of NAZ’s programmes and projects.
Duties and Responsibilities
DUTIES AND RESPONSIBILITIES
Duties and responsibilities include but are not limited to:
1. Financial Management Systems and Operations
System Integrity: Manage and maintain NAZ’s tailored SAGA Financial System, ensuring that all information is accurate, complete and up-to-date.
Process Improvement: Monitor and review the organization’s financial systems and procedures, implementing improvements in agreement with the Finance and Operations Manager to ensure robust financial management, internal control and audit systems.
Cash Flow & Payments: Manage project funds at the sub and national office levels, including processing payments via petty cash and submitting approved payment requests to the Finance and Operations Manager for review.
Financial Records: Ensure that financial transactions are accurately recorded, appropriately coded and supported by the required documentation.
Reconciliations: Prepare and/or review relevant bank, cash, advance, supplier and other financial reconciliations, ensuring that outstanding items are followed up and resolved in a timely manner.
Interdepartmental Coordination: Interface with H.R, Logistics and Program Managers on various elements of financial systems and processes related to project and departmental activities.
Payroll Support: In close liaison with the HR Department, ensure the maintenance of systems for effective and efficient payroll administration, including payroll variance analysis, tracking of payroll budget lines, and verification of payroll accuracy and correctness.
Month-End and Year-End Processes: Support the timely completion of monthly and annual financial closing processes, ensuring that financial records are complete and accurate.
Financial Controls: Maintain appropriate financial controls and ensure adherence to established financial procedures and approval levels.
2. Budgeting, Reporting, and Financial Analysis
Financial Reporting: Prepare monthly, quarterly and annual financial reports and submit them to the Finance and Operations Manager or Executive Director, as required.
Budget Management: Be responsible for sustainable budget management in line with cash flow projections and in compliance with finance, procurement and donor guidelines.
Budget Monitoring: Monitor expenditure against approved organisational and project budgets, identify significant variances and provide timely financial analysis and recommendations.
Monitoring & Forecasting: Monitor expenditure, analyse variances, forecast expenditure and report timeously on financial performance, risks and emerging issues.
Project Accounting: Work with funding managers to ensure the terms and conditions of funding awards are understood and complied with. Assist with the development and delivery of accurate monthly management and project accounts and budgets.
Financial Information: Collate, analyse and prepare information required for the production of accurate and timely internal financial information.
Cash Flow Management: Support the preparation and monitoring of cash flow projections and provide timely information on anticipated funding and expenditure requirements.
Financial Analysis: Provide financial analysis to support management decision-making, project monitoring, budget management and financial planning.
Proposal Support: Provide financial input and analysis for project proposals, budgets and related donor submissions.
Governance Support: Support the preparation of financial information and reports for the Finance Committee.
3. Financial Compliance and Audit Support
Expenditure Verification: Keenly verify expenditures and payments to vendors based on approved procurement plans, processes, purchase requisitions, purchase orders and applicable approval levels.
Receivables: Keenly analyse advances to staff, offices and other receivables by month of origin, and make timely adjustments in the Advance Registers based on the finance system-generated listings and the advance register in place.
Compliance Focal Point: Ensure donor and Government compliance aspects are met in financial recording and reporting. Enforce compliance with different grants/donor financial accountability and reporting requirements.
Donor Compliance: Ensure that donor-funded expenditure is properly authorised, adequately supported, correctly recorded and compliant with applicable donor requirements and approved budgets.
Internal Controls: Ensure that NAZ financial management and controls in relation to projects are in place and are being followed by the team. Ensure staff comply with financial guidelines, procedures and approval levels.
Financial Risk Management: Identify and escalate financial risks, control weaknesses, potential non-compliance and significant budget variances to the Finance and Operations Manager and recommend appropriate corrective action.
Documentation: Be responsible for the proper archiving and secure maintenance of all financial documents and supporting documentation.
Audit Support: Support internal and external audits by ensuring that financial records, schedules and supporting documentation are complete, accurate and readily available.
Follow-up: Support the timely implementation and follow-up of agreed audit findings, financial control recommendations and corrective actions.
Governance Support: Support the preparation of financial information and reports required for governance, audit and accountability purposes.
POLICY COMPLIANCE – MANDATORY REPORTING POLICY (MRP)
Comply with all NAZ policies.
Assist where necessary in undertaking activities that aim to prevent the occurrence of sexual abuse and exploitation of beneficiaries by NAZ and other humanitarian workers.
Confidentiality
Ensure the non-disclosure of any information whatsoever relating to the practices and business of NAZ acquired in the course of duty to any other person or organization without authority, except in the normal execution of duty.
Other responsibilities
The role of Finance Officer cannot be limited to the specific duties and tasks detailed herein and may be adjusted in accordance with the needs and operational circumstances of the organization. The success of NAZ’s mission is the highest priority and all issues which arise must be addressed accordingly.
Therefore, the Finance Officer will be required to manage unforeseen issues and circumstances and remain flexible to perform other duties, as and when required, in support of the organization’s objectives.
Qualifications and Experience
QUALIFICATIONS AND REQUIREMENTS
Education
BAcc / BCom / BTech degree in Accounting, Finance, Business Administration or its recognized equivalent.
Professional Qualification
A Graduate of ACCA, CIMA, ICSA, SAA, IAC or any other relevant professional qualification, with 1–3 years post-qualification experience, will be highly relevant.
Experience
Minimum of 3 years of previous experience in an NGO in a similar finance position.
Experience in budgeting, expenditure monitoring, financial reporting, cash flow management and financial analysis will be an advantage.
Experience in financial controls, reconciliations and audit support.
Donor Knowledge
Familiarity with grant management and donor-funded programs.
Knowledge or experience of specific donor guidelines is indispensable is an added advantage.
Technical Skills
Proficient in using accounting software; familiarity with the ODOO ERP and SAGA Financial System is an asset.
Proficient in Microsoft Office Suite, particularly Microsoft Excel.
Good analytical and numerical skills, with strong attention to detail and accuracy.
Competencies
A proactive, flexible and collaborative attitude.
Strong focus on detail and accuracy.
Ability to work under pressure and meet financial reporting deadlines.
Ability to maintain confidentiality and exercise sound professional judgement.
Ability to work effectively with Finance, Programmes, HR, Logistics and other departmental teams.
High level of integrity and commitment to financial accountability and compliance.