USAID Scaling Up Nutrition Technical Assistance (SUN TA) District Administration And Finance Officer

Project Background

The Scaling Up Nutrition Program is a cross-ministry and multi-donor program to reduce stunting in Zambia through the implementation of the Government of the Republic of Zambia (GRZ) 1,000 Most Critical Days Program. SUN TA provides support and direct technical assistance to sub-national local government departments in target districts to plan, implement, coordinate, and monitor integrated nutrition-sensitive and nutrition-specific activities to reduce the rate of stunting among Zambian children under two and improve the nutritional status of pregnant and lactating mothers. USAID has identified two main objectives that address stunting, including (1) Adequate Quantity and Quality of Dietary Intake among Target Groups; and (2) Adequate Health Conditions for Biological Utilization of Nutrients. SUN TA interventions increase access and availability of safe, diverse, nutritious food; adoption of better child feeding and household hygiene practices; and access to improved health, water, and sanitation services. The project prioritizes sustainability by improving intra-household joint decision-making and building the capacity of local government and their stakeholders to ensure coordination, accountability, and learning, following the Scaling-Up-Nutrition model.

Purpose

The District Administration and Finance Officer (DAFO) is responsible for the administrative and financial tasks in the District office. They will maintain the District Work Plans, ensuring all expenditure requests are within the work plans; review staff advances and expense claims; and handle petty cash disbursements. They will also aid the District Project team in maintaining smooth day-to-day office functions and coordinating the logistics of office vehicle use, as well as managing the District Warehouse (Stores). 

Place of Performance and Reporting

The District Administration and Finance Officer directly reports to the District Manager and indirectly reports to the Finance Manager. The DAFO will also coordinate closely with the Lusaka Administration and Finance Team.

 

SUN TA requires DAFOs for a twelve-month period in two district offices in Central Province.

 

Responsibilities and Tasks:

Office Administration

  • Coordinate district administrative needs such as securing venues, facilitating meals, etc.
  • Coordinate logistical support and assist with project staff travel, such as vehicle availability and utilization and arrangement. Manage the District vehicle fuel requirements and utilization, ensuring that receipts are maintained and weekly fuel utilization reports are prepared.
  • Ensure the offices and warehouses are clean and secure.
  • Support office in the distribution of invitations, letters, meeting minutes, and other printed material as needed.
  • Support office with printing, copying, and binding materials.
  • Ensure that project staff's needs for office equipment, supplies, and furniture are met.
  • Ensure project staff administrative needs are met
  • Maintain District inventory trackers and coordinate equipment maintenance with the relevant departments.
  • Other duties as assigned.

Financial

  • Review travel requests and expense reports for accuracy and compliance and follow procedures to ensure accurate and timely payment and reconciliation of travel advances, reimbursements for staff and partner travel
  • Handle petty cash disbursements and reporting, ensuring petty cash is maintained per maximum petty cash policy and that all petty cash procedures are followed
  • Review Ensure the accuracy of expense coding against the designated expense codes
  • Ensure the timely submission/ clearance of travel advances
  • Act as a bank agent securing petty cash replenishments and other cash needs as instructed
  • Prepare backup documentation for all project-related transactions, and ensure completeness and appropriate review and approvals are documented
  • Maintain hard copy file management system and use DAI’s operations system (TAMIS) to complete some finance functions as required
  • Perform regular spot audits of project files
  • Assist the Lusaka-based Finance Manager with reviews of backup documentation using the finance checklists to ensure completeness, accuracy, and full compliance with DAI policies and procedures
  • Assist in the preparation of information inputs for any financial reporting requirements or internal reports as necessary.

Supervisory Responsibilities

The District Administration and Finance Officer will supervise the District Driver(s).

Education and Experience

  • Bachelor’s Degree in Accounting, Finance, Business Administration, or equivalent, CIMA, ACCA or CA Zambia
  • Associate or Licentiate Member of the Zambia Institute of Chartered Accountants (ZICA) required.
  • Minimum 6 years experience supporting USAID-funded projects in an accountancy/finance role preferred
  • Demonstrated understanding of applicable finance-related USG or other international donors' contracting regulations
  • Accuracy in working with large amounts of data
  • Ability to respond effectively to time-sensitive inquiries
  • An energetic, forward-thinking, and creative individual with high ethical standards and professional presentation
  • A well-organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
  • Ensures project controls are implemented in accordance with DAI policies, USAID rules/regulations, and the terms of the contract between USAID and DAI.
  • Fluency in English is required.

Key Result Areas

  • Generate payments, review travel advance requests, ARF, and Expense reports.
  • Prepare backup documentation for all project-related transactions, and ensure completeness and appropriate review and approvals are documented
  • Handling petty cash maintenance, disbursements, and reporting is in line with petty cash policy and procedures.
  • Prepare inputs for the cash-flow forecasts for approval at the district level.
  • Manage the vehicles in the District and ensure there is adequate fuel for technical activities.
  • Keep track of office and technical inventory, and all the assets for SUNTA must have the USAID label.

Key Competencies for the Role

INTELLECTUAL

INTERPERSONAL

COMMUNICATION

TECHNICAL

LEADERSHIP

Analytical

Team oriented

Written and verbal communication

Compliance

Ability to work in a team

Accounting

 

 

Detail and organizational oriented

 

Risk Management

 

 

Time Management

 
 
I agree to DAI retaining my data, in the event that my application is unsuccessful, to allow consideration for similar opportunities in the future. I understand that due to the international nature of DAI's work this data will be shared outside my country location and the EEA. *
How many years of experience do you have in a similar role? *
What is the highest level of education you have? *
Do you have experience working on a USAID or other donor funded project? *
Have you managed the finances in a District Office of a program project? *
Have you managed transportation, i.e. drivers, fuel administration? *
Do you have experience in stores inventory management? *
Have you ever worked for or been recruited by DAI before? *

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About DAI

DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world.

DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work.  DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner.

DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches. All of our positions are therefore subject to stringent vetting and reference checks.

Acerca de DAI

DAI es una empresa de desarrollo global con oficinas corporativas en los Estados Unidos, el Reino Unido, la UE, Nigeria, Pakistán y Palestina y operaciones de proyectos en todo el mundo. Abordamos problemas fundamentales de desarrollo social y económico causados ​​por mercados ineficientes, gobernanza ineficaz e inestabilidad. DAI trabaja en la primera línea del desarrollo global. Transformando ideas en acción, acción en impacto. Estamos comprometidos a dar forma a un mundo más habitable.  

DAI y sus empleados están comprometidos a enfrentar el racismo y a hacerse responsables del cambio positivo dentro de la empresa y en las comunidades, culturas y países en los que vivimos y trabajamos. DAI se compromete a atraer y retener a los mejores empleados de todas las razas y orígenes en nuestro esfuerzo continuo por convertirnos en un mejor socio de desarrollo.  

DAI mantiene los más altos estándares éticos. Estamos comprometidos con la prevención de la explotación, el abuso y el acoso sexuales, así como con otras infracciones éticas. Por lo tanto, todas nuestras posiciones están sujetas a estrictas investigaciones y controles de referencia.