MSH is seeking candidates for an anticipated 14 month bridge to the current Zambia Prevention Care and Treatment Partnership Project (ZPCT II).
In collaboration with the US-based Operations Support Team, the Finance Project Associate facilitates the completion of operational and administrative services for the MSH ZPCT II Bridge Project in Zambia. S/he ensures that project operations proceed in reference to the principles of efficiency and effectiveness, providing high-quality, responsive, timely and cost effective services for work in Zambia within the framework of local laws, MSH policies and standard operating procedures. He or she ensures that administrative and contractual operations are conducted according to MSH regulations, standard operating procedures (SOPs) and good business practice. S/he also ensures that personnel adhere to said regulations and SOPs. S/he provides support to the technical assistance team to facilitate the implementation of the activities under the MSH ZPCT II Bridge Project.
The Finance Project Associate assists with the implementation of project activities by providing administrative, financial and logistical support to specified country programs. Under the direction of the Team Leader/ MSH Project Director, s/he provides all secretarial and logistical assistance, and assists with maintaining efficient office operations – copying/filing of documents, managing reports and resources, scheduling and coordinating meeting/events and logistics, and administratively supporting programs. The Finance Project Associate safeguards the assets (financial and physical) of MSH or other donors against fraud, loss or misuse. S/he must demonstrate the ability to use sound business judgment in assuring that all costs are reasonable and necessary for the completion of the office projects and MSH’s mission.
The Finance Project Associate will be responsible for maintaining the project’s calendar and for the coordination of all activities managed by the project area leads including meeting management, coordination travel arrangements, catering, and communications.
*Position is contingent on USAID approval and funding.
Specific Responsibilities
Administrative
Under the direction of the Team Leader/MSH Project Director, assist with all aspects of general office coordination for the project.
Support technical area leads in coordinating appointments, preparing/disseminating materials, formatting letters, technical documents, reports and presentations
Meeting logistics (including booking rooms and arranging for transportation as necessary).
Schedule and, as necessary, assist with teleconferencing and videoconferencing facilities.
Attend meetings and take minutes of action points for all supported project areas; write up minutes according to a set template; track action points for follow-up.
Perform general clerical duties to include, but not limited to, copying, faxing, mailing and filing.
File and retrieve organizational documents, records and reports. This will include but not limited to ensuring trip reports, weekly updates and quarterly reports files are kept up to date.
Edit and modify documents such as, draft reports, correspondence/letters and other project reports using word processing, spreadsheet, database and/or other presentation software.
Complete activity profile and budget forms and submit as required for all trips and activities planned. Ensure all technical advisors in the unit submit required activity profiles and supporting documentation.
Send out emails and reminders to relevant team members regarding deadlines as appropriate.
Ensure relevant activities are uploaded and kept up to date on the shared calendar and contact list
Provide other administrative assistance to senior program associate and relevant country/program area leads as assigned.
Supports the Team Leader/MSH Project Director and Human Resource Partner on human resources process matters for members of staff in consistency with MSH and Government of Zambia, employment guidelines and regulations.
Manages timesheets for all members of staff and maintain updated timesheet files.
Maintain employee files in compliance with USAID requirements and prepare, compile and update HR related documentations and filing such as leave forms, vacancy announcements, staff orientation and contracting.
Assist the team in staff recruitment process such as scheduling interview, orientation and maintain employee files.
Maintain country legal status reporting requirements.
Travel And Logistics
Provide logistical support to permanent and visiting staff in the MSH Zambia office. Coordinate necessary arrangements for international visitors, including travel logistics, meeting with government staff and other organizations. Manage upcoming local travel needs. Gather pertinent information, including name of traveler, dates, destination, activity code, and determine appropriate approvals and other relevant information needed for travel.
Handle logistic issues related to the trainings or workshops ranging from securing venue, rooms booking/arrangement, flight reservation, visa application, negotiation with the selected hotel, purchasing supplies for the events and clearing the expenses with the vendor and participants. Maintains data on hotels in Burma for future reference.
Ensure safety of all MSH staff and visitors.
Procurement
Procurement within signing authority of U$3000.
Coordinating all purchasing and support services concerning goods and services, and the internal control mechanisms for storage and reporting of the same.
Ensure that MSH Policies and Procedures are adhered to
Ensure that all procurement requests are made and processed in compliance with MSH’s policy and specific funding requirements. This includes procurement of commodities and services such as furniture, office supplies, office building and equipment maintenance, messenger and cleaning services, etc.
Survey for reliable sources, locate and contact vendors, coordinate with internal and external parties for proposals/quotations.
Receive invoices from suppliers, checking they are correct and complete and passing payment requests together with all necessary supporting documents to finance, tracking to ensure payment is made on time to the supplier.
Manage vendor relationship, update vendor agreements and contacts lists and coordinates with regular contractors in renewing their agreements.
Inventory Management
Keep an updated spread sheet of all the assets of all MSH projects in the country per established policy.
Arrange for insurance cover and renewals of insurance cover for all the MSH and donors’ assets
Accounting
Preparation of payment vouchers and ensuring correct coding, description and referencing of transactions
Responsible for collecting of all invoices, bills, payment requests and ensuring that service has been provided, invoices are accurate and adequately supported
Responsible for sending out to service provider’s proof of payment
Prepare Payroll using Micro-payroll software and prepares and produces payroll of the MSH Zambia office, government taxes and the mandatory pension plan for MSH/ZPCT employees. Manage relationship with the payroll service company.
Prepare the monthly Pay As You Earn (PAYE) reports and submit Employers Return Amendment and Computer Media Returns (CMR) to National Pension Scheme Authority (NAPSA) and payment every month-end. Submit the Pay As You Earn (PAYE) Remittance Card and payment biweekly after payroll to Zambia Revenue Authority.
Prepare payment to the MLife 10% Pension contribution to Madison Insurance Company Limited every month end for all local staff.
Prepare payment to the medical aid provider every month end for all local staff.
Document all financial transactions into approved MSH Field Expense Accounting System software called Quickbooks, and submits all the reconciled accounts to Cambridge Field-expenses in a timely manner each month.
Manage local bank account relationship. Ensure local invoices and disbursements are made accurately, timely and in compliance with established policy. Ensure tax and legal commitments are met.
Track local bank/funds accounts, and work out the logistics of regular dollar and local currency cash flows with the US based home office. Maintains petty cash control system in accordance with the project financial procedures; prepares the Payroll, prepares petty cash reimbursements and prepares the Cash Requests for the MSH Zambia office.
In collaboration with the managers both in the Zambia, Arlington and Medford office, assist in documenting, collecting, overseeing, and tracking cost-share opportunities.
Qualifications
Bachelor’s degree in business management/ administration, accounting, logistics and/or equivalent relevant qualification
Experience in providing administrative or program assistance, preferably in a non-governmental organization. Experience with USAID rules and regulations preferred.
Excellent interpersonal skills; demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants
Strong organizational skills, attention to detail, and the demonstrated ability to work effectively and independently under time constraints
Computer skills in word processing, database, presentation, and spreadsheet applications; Microsoft Office preferred, along with ability to learn new software packages
Knowledge of accounting packages would be a distinct advantage, Quickbooks highly desirable
High level of confidentiality and integrity
Demonstrated ability to work as an effective team member in a complex and fast paced environment
Ability to handle multiple tasks and demanding schedules to deliver high quality results on time
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