1. Finance and Administration Manager. - All staff under FAM (Accountant, Assistant Accountants, Admin Assistant, Office Assistant and Gardener).

Transcription

1 JOB OPPORTUNITIES Transparency International Zambia (TI-Z) is seeking highly qualified individuals to fill the following outlined positions: 1. Finance and Administration Manager (FAM) 2. Head of Communications 3. Accountant 4. Advocacy and Legal Advice for Citizens (ALAC)-Programme Officer 5. Project Officer-Mining for Sustainable Development (M4SD) project 6. Project Officer-Enhanced Transparency and Accountability in Public Resource Management (ETAP) project 7. Project Officer-Open Contracting for Health (OC4H) project 8. Administrative Assistant 1. Finance and Administration Manager RESPONSIBLE FOR - All staff under FAM (Accountant, Assistant Accountants, Admin Assistant, Office Assistant and Gardener). - All Management staff LIAISON WITH JOB PURPOSE - To ensure effective and efficient operations of TIZ through prudent financial management. PRINCIPLE ACCOUNTABILITY MANAGEMENT AND LEADERSHIP KEY RESULT AREAS - Provide leadership for all staff in the Unit by continuously and regularly articulating the vision and strategic direction of TIZ - Manage all the human, financial and material resources of the Unit effectively and efficiently - Provide the Executive Director with timely, relevant, adequate and quality information on finances and administration at all times - Delegate relevant responsibilities to Accountant, Accounts clerk, Administrative Assistant and other members of the unit. - Effectively supervise all staff in the department. - Develop and implement prudent financial management systems that meet statutory requirements based on best practices.

2 FINACIAL MANAGEMENT - Ensure effective and efficient operations of the organisation - Effective management of all the financial resources and ensure financial control measures are implemented for the organization - Timely preparation of the consolidated annual budgets and coordinating the budgetary process. - Coordinating the procurement process for the organization FINACIAL REPORTING - Timely preparation of the consolidated financial statements for external Audits and ensuring that audits are done on schedule - Ensure timely preparation of grant reports in line with partners agreements HUAMAN RESOURCE MANAGEMENT HUMAN RESOURCE DEVELOPMENT MONITRING AND EVALUATION - Liaison with funding agencies - Ensure implementation of all HR policies and strategies - Undertake recruitment and placement of staff in the Unit - Ensures preparation of an Annual Training Plan based on work related training needs identified through the annual performance appraisals - Ensures staff in the Unit is appropriately trained. - Monitor the effective utilization of financial resources in the implementation of organization programmes. - Facilitate Financial review meetings - Ensure the timely and effective procurement, storage, ADMINISTRATION allocation and use of office equipment, inventory and other logistics - Maintenance of the Fixed Asset Register NETWORKING - Effectively promote and attend relevant networking meetings/conferences with ZICA,ACCA,CIMA,ZCAS and EAZ COMMUNICATION - Effectively and timely communicate relevant information to all Unit staff PEFORMANCE MANAGEMENT - Set performance indicators for all agreed outputs in the unit annually - Evaluate and review performance of staff in the Unit - Recommend appropriate action for all staff appraisal results in the department. Education and professional Background ACADEMIC QUALIFICATIONS - University degree in Accountancy or related field or the equivalent.

3 PROFESSIONAL QUALIFICATIONS REQUIRED COMPETENCIES - ACCA, CIMA, CPA or equivalent or Level 2 - Member of ACCA, ZICA or CPA - Leadership and Management skills, Strategic Planning, Communication skills, Team building and Management. Proficiency in accounting and payroll software EXPERIENCE PERSON SPECIFICATION - At least 3 years relevant experience in a Management Position and in busy organization - Self-driven, results oriented and innovative. - Committed to live the values of the Organization on and off work 2. Head of Communications Job Title HEAD OF COMMUNICATIONS Job Purpose Job Description The overall responsibility for the Head of Communication is the management, coordination, and promotion of TI-Z Information and will be responsible for: - Responsible for the development, management, administration and coordination of TI- Z Information - Responsible for coordinating internal and external communication for TI-Z - Responsible for the development and management of an efficient filing system and other information management systems - Responsible for liaising with other stakeholders on issues of common interest - Responsible for documentation of all TI-Z activities and programmes - Responsible for publications of TI-Z Information - Responsible for optimum visibility and publicity of TI-Z - Responsible for the development and implementation of a media strategy for TI-Z - Supervise the Maintenance and Update of a TI-Z Database and Website - Publication of organizational reports, newsletters and brochures in consultation with the Executive Director - Dealing with any other tasks as allocated.

4 Main Duties - Facilitation and co-ordination of the building of a coalition against corruption. - Production of TI-Z awareness materials - Implementation of communication and coalition building activities - Maintaining and updating TI-Z database, network and website - Preparation of reports and documentation - Marketing and building the image and profile of TI-Z Reporting - Executive Director on matters relating to Press statements and releases Relationships - Director of Programs on matters relating to the implementation of the TI-Z Programs Condition of Work - Office and Field Education and Professional - Master-level degree or equivalent experience, ideally Mass communication, Journalism, Social Sciences, or its equivalent would be preferable background - Competence in strategic Communication - Must have a full grade 12 certificate - 5 years experience in similar position, preferably in a governance CSO setup - Good web management and Social Media skills - Training skills - Computer literate, - Writing and Communication skills, - Competence in PowerPoint, publisher and other packages 3. Accountant JOB PURPOSE Assist FAM in ensuring prudent financial management at TI- Zambia PRINCIPLE ACCOUNTABILITY KEY RESULT AREAS

5 REPORTING DELEGATION PLANNING - Provide the Unit Head with timely, relevant, adequate and quality information as and when required - Delegate relevant responsibilities to Assistant Accountants and Accounts Clerk - Develop/review annual, quarterly and other appropriate plans relating to finance and administration for the organisation in line with the strategic plan. FINANCIAL MANAGEMENT - Ensure timely payment of funds to staff going in the field/attending workshops - Preparation of short and medium term budgets - Ensure accurate maintenance of Inventory Records - Ensure effective and efficient Cash and Petty Cash Management - Assist the unit head in the preparation of Cash flow projections - Assist the unit head in monitoring the financial situation and process payments according to the cash flow situation - Assist the Unit head in maintenance of the Asset Register FINANCIAL REPORTING COMMUNICATION AND INFORMATION MANAGEMENT PERFORMANCE MANAGEMENT MINIMUM ACAEMIC QUALIFICATIONS PROFESSIONAL QUALIFICATIONS - Timely preparation of grant Financial reports in line with partners agreements - Liaison with funding agencies and partners - Quarterly preparation of the grant variance reports - Timely preparation of bank reconciliations - Payroll management & preparation of and ensuring timely salary payments to all staff - Effectively and timely communicate relevant information to staff - Ensure the timely and accurate documentation of all unit activities undertaken - Set performance indicators for all agreed outputs for the subordinates - Evaluate performance of Assistant Accountants - University degree in accountancy - - ACCA, CIMA, CPA or equivalent or level 2 - Member of ACCA or ZICA - Proficiency in accounting and payroll software sytems - Writing, analytical and Communication skills,

6 REQUIRED COMPETENCIES o EXPERIENCE PERSON SPECIFICATION - At least 3 years relevant experience in a busy organization - - Self-driven, results oriented and innovative - Committed to upholding Christian values. - Committed to live the values of the Organization on and off work. 4. Advocacy and Legal Advice for Citizens-Programme Officer Job Title ADVOCACY AND LEGAL ADVICE FOR CITIZENS-PROGRAMME OFFICER Job Purpose Job Description Manage and coordinate all ALAC cases and provide advice to citizens on legal matters - Attending to and managing cases brought to the Advocacy and Legal Advice Centre - Answering ALAC related phone calls that will be coming through the TI- Z Landline and attending to all ALAC clients that either come through as walk-ins, s, letters or any other form of communication. - Entering and updating Initial Contacts on the data base or prescribed case template for onward legal analysis - Making referrals of ALAC cases to and engaging relevant institutions - Following-up on complaints reported by complainants to build up on possible cases with consultation of the immediate supervisor being the Director of Programs of TI-Zambia - Consultation with Clients on Corruption issues to find out the details of their submitted complaints for ease of legal analysis in consultation with the immediate supervisor and/or the Director of Programs or the Executive Director at TI-Zambia - Advising Clients on issues of corruption and general complaints in consultation with the immediate supervisor and/or the Director of Programs of TI-Zambia - Preparing cases on behalf of Clients with details of their complaints according to the available documentation and information - Doing legal analysis of the cases, recommending on what action must be taken and presenting them to the ALAC Team at TI Z on a weekly basis or as need arises.

7 - Preparing complete Referral Folders with all relevant documents on cases on behalf of Clients with instructions of the immediate supervisor and/or the Director of Programs or Executive Director at TI-Zambia - Referring cases to relevant Institutions and making follow-ups as directed by the immediate supervisor and/or the Director of Programs of TI- Zambia - Participate in any other tasks pertinent to the exercise assigned to him/her by the Programme Officer and/or the Director of Programs - Manage the ALAC Information Communication Technology (ICT) platform for TI-Z. - Perform any other duties as may be delegated by TI-Zambia Management and/or any relevant authority at TI- Z. Reporting - Reporting to Director of Programs Relationships Condition of Work - Office and Field Education and - Bachelor degree in Law (LLB) Professional - Must have a full grade 12 certificate background - 2 years experience in similar position, preferably CSO setup - Computer literate, - Writing and Communication skills, - Competence in excel and other packages 5. Project Officer-Mining for Sustainable Development Job Title Job Purpose Job Description PROJECT OFFICER-MINING FOR SUSTAINABLE DEVELOPMENT The Project Officer will be responsible for the daily management, coordination, planning and implementation of the project as well delivery of the project results in Zambia. - Ensure the smooth day to day delivery, running and project management of the project - Work closely with Head CEDA to ensure the efficient implementation of the project

8 - Responsible for ensuring financial and narrative reports are submitted to Head CEDA according to the agreed deadlines and to donor requirements - Liaise with other TI chapters implementing the M4SD project, to exchange lessons learned and implement regional advocacy strategy as required - Supporting organizational transparency though adherence to the EITI standards - Coordinate meetings with government, civil society and private sector stakeholders and other related parties - Monitor progress of project deliverables and plan according to M&E requirements for the project and participating to internal/external mid-term reviews and evaluations - Manage diverse and sometimes competing stakeholder interests - Represent the M4SD programme and TI-Z at some external meetings and conferences - Willingness to travel within the country and overseas (if required) - Perform any other duties as may be delegated by TI-Zambia Management and/or any relevant authority at TI- Z. Reporting - Head Citizens Engagement in Domestic Accountability (CEDA) Relationships - Director Programs Condition of Work - Office and Field Education and Professional - Bachelor or Master-level degree or equivalent experience, ideally in Social Sciences, international development, would be preferable background - Good knowledge of the extractives sector - Must have a full grade 12 certificate - 2 years experience in similar position, preferably CSO setup - Computer literate, - Writing and Communication skills, - Competence in excel and other packages

9 6. Project Officer-Enhanced Transparency and Accountability in Public Resource Management (ETAP) Job Title Job Purpose Job Description PROJECT OFFICER-ENHANCED TRANSPARENCY AND ACCOUNTABILITY IN PUBLIC RESOURCE MANAGEMENT (ETAP) The Project Officer will be responsible for the daily management, delivery and coordination of the ETAP project in Zambia. - Ensure the smooth day to day delivery, running and project management of the project. - Planning and Implementation of project activities. - Work closely with Head Good Governance Programme (GGP) to ensure the efficient implementation of the project - Responsible for ensuring financial and narrative reports are submitted to Head GGP according to the agreed deadlines and to donor requirements - Supporting organizational transparency though adherence to the TI-Z standards - Coordinate meetings with government, civil society and private sector stakeholders and other related parties - Monitor progress of project deliverables and plan according to M&E requirements for the project and participating to internal/external mid-term reviews and evaluations - Manage diverse and sometimes competing stakeholder interests - Represent the ETAP programme and TI-Z at some external meetings and conferences - Willingness to travel within the country and overseas (if required) - Perform any other duties as may be delegated by TI-Zambia Management and/or any relevant authority at TI- Z. Reporting - Head Good Governance Programme (GGP) Relationships - Director Programs Condition of Work - Office and Field

10 Education and Professional background - Bachelor or Master-level degree or equivalent experience, ideally in Social Sciences, international development, would be preferable - Demonstrated knowledge of Public Resource Management - Must have a full grade 12 certificate - 2 years experience in similar position, preferably CSO setup - Computer literate, - Writing and Communication skills, - Competence in excel and other packages 7. Project Officer-Open Contracting for Health (OC4H) Job Title PROJECT OFFICER-ENHANCED TRANSPARENCY AND ACCOUNTABILITY IN PUBLIC RESOURCE MANAGEMENT (ETAP) Job Purpose Job Description The Project Officer will be responsible for the daily management, delivery and coordination of the OC4H project in Zambia. - Ensure the smooth day to day delivery, running and project management of the OC4H initiative in Zambia - Work closely with the Project Manager in London to ensure the efficient implementation of the OC4H - Responsible for ensuring financial and narrative reports are submitted to TI- UK according to the agreed deadlines and to donor requirements - Liaise with other TI chapters implementing the OC4H project, to exchange lessons learned and implement regional advocacy strategy as required - Supporting organizational transparency though adherence to the IATI standards - Coordinate meetings with government, civil society and private sector stakeholders and other related parties - Monitor progress of project deliverables and plan according to M&E requirements for the project and participating to internal/external mid-term reviews and evaluations - Manage diverse and sometimes competing stakeholder interests

11 - Represent the OC4H programme and TI-UK at some external meetings and conferences - Support the research and advocacy officer at TI-UK in the development of a toolkit and national advocacy strategies relating to the OC4H programme. - Willingness to travel within the country and overseas (if required) Reporting - Reporting to Director of Programs Relationships Condition of Work - Office and Field Education and Professional background - Bachelor or Master-level degree or equivalent experience, ideally in public health, Social sciences, political science, international development, business ethics would be preferable - Must have a full grade 12 certificate - 2 years experience in similar position, preferably CSO setup - Computer literate, - Writing and Communication skills, - Competence in excel and other packages 8. Administrative Assistant Job Title Job Purpose ADMINISTRATIVE ASSISTANT The administrative Assistant (AA) will function as first point of contact with TI- Zambia. The AA will maintain an administratively effective office environment: a presentable and well-organized office. Support the finance staff members with various administrative tasks related to finance documentation and archiving. The AA will provide support to the Executive Director and Finance and Administration Manager on practical issues.

12 Job Description General office administration - Perform reception services acting as first point of contact, answering incoming calls and making outgoing calls, transferring to appropriate staff, taking/distributing messages, greeting visitors, handling requests for information and directing visitors to appropriate. Sign for and distribute all mails and packages received. - Ensure that all workshop/conference amenities and materials are available at TI- Zambia premises. - Make preparations for and service all TIZ meetings; workshops and seminars (other than those that are Programme specific). - Take minutes at office and other meetings as requested by ED (excluded: programme department minutes) - Hotel/flight bookings for visitors from outside Zambia and staff travelling out of Zambia. - Update internal directories (e.g. staff names, phone numbers) - Ensure that office equipment and supplies are available for use. Process requests for office supplies, telephone, scanner, copier, internet maintenance. Use stock cards, which should be reconciled monthly. Initiate replacement of stationery and office supplies. - Coordinate work by service staff, including providing weekly printouts from the Outlook Calendar showing bookings of the meeting room. Support to finance - Phones: follow up on bills and prepare for payment processing. - Control and monitor telephone usage at front desk; ensure personal calls are logged in the book and confirmation received from user so that finance can invoice staff for payment Support to logistics function Personnel management - Receive and take in Transport Request Forms - Coordinate allocation of vehicles. Keep keys to vehicles securely stored. - Allocate vehicles to maximize needs of TIZ as a whole, and draw attention of FAM immediately in case of insufficient vehicle or driver coverage - Reconcile and review fuel consumption (log books, fuel vouchers). - Perform key tasks of the Logistics and Procurement Officer, pertaining to procurement. - Ensure all staff members record their times of arrival and departure (at office) - Keep spreadsheet of leave days updated - Check application forms for leave before further processing by submitting to FAM and ED for approval - Ensure staff members travelling out of the country are adequately insured - Be focal point and main contact person for medical scheme. - Ensure the staff birthday list is updated and announce a day before to other staff.

13 IT Management - Coordinate contact with IT consultants for TIZ. Provide basic technical support to staff that have IT problems. Like re- booting or resetting the router. Ensure TIZ staff members contribute to an effective and - Supervise staff reporting to Admin and Finance Manager (i.e. Service Staff, providing coaching and training as necessary. Staff Performance and Development Reviews should be conducted at least once a year. efficient organisation Support to management REQUIRED COMPETENCIES - Contribute to efficient programme management by performing other administrative duties that may be assigned to you by the Finance and Administration Manager or Program Director or ED. - Manage Executive Director s diary - Computer literate, - Writing and Communication skills, - Competence in excel and other packages Education Background - Diploma in Business Administration or equivalent Secretarial Qualification - a degree in business administration, economics, Social Sciences or its Equivalent will be an added advantage - Must have a full grade 12 certificate - 2 years experience in similar position, preferably CSO setup Closing date for applications is 10 th August Note: All application should be typed and ed to kanchepaphales@gmail.com copied or you can simply bring it by hand to plot number 8 Raphael Kombe road Lusaka. For those who wish to post you can write to the address given below. All applications should be sent to the suggested channels by the 10 th August, Time 12:00 hours. Write to The Executive Director Transparency International Zambia House No. 8 Raphael Kombe Road Civic Centre Area P.O. Box Lusaka Zambia.