Role Title Finance Manager Zambia Accountability Programme (ZAP) Role Information Role Type Pay Band Location Duration Reports to: Advisory, Policy and Expertise 8/E (Locally engaged) Lusaka, Zambia 14 Months (March 2018 to April 2019) ZAP Programme Director Role purpose To lead the development and implementation of the programme s Financial Management, ensuring high standards of financial management across all programme areas. The Finance manager will lead, manage and co-ordinate all aspects of the Programme s finance and resources functions, ensuring control and compliance in line with client, corporate and programme quality standards. S/he will ensure that value for money is enshrined across the Programme and with its partners, and above all will promote transparency and integrity in ZAPs dealings with its stakeholders, modelling and advocating best practice at all times. About us The British Council is the UK s international organisation for cultural relations and educational opportunities. We create friendly knowledge and understanding between the people of the UK and other countries. We do this by making a positive contribution to the UK and the countries we work with changing lives by creating opportunities, building connections and engendering trust. We work with over 100 countries across the world in the fields of arts and culture, English language, education and civil society. Each year we reach over 20 million people face-to-face and more than 500 million people online, via broadcasts and publications. Founded in 1934, we are a UK charity governed by Royal Charter and a UK public body. Context and environment overview: The Zambia Accountability Programme (ZAP) is a five-year 25.5m DFID-funded programme, managed by the British Council, that aims to strengthen supply and demand-led mechanisms of accountability to deliver improvements in the lives of Zambia s poor, particularly in relation to service delivery. The programme works with a wide range of delivery partners and is structured around two clear components: A national level accountability approach, working with political and democratic institutions to create an enabling environment for national citizens representation. A sub-national level accountability approach, working with civil society, communities and service providers to create demand for improved services Both components will be supported by cross-cutting interventions with the media, and through support to women s public and political participation and representation. The post-holder will be located in the Project Management Unit in Lusaka. 1 [Insert job title] [Insert date prepared] The British Council
Main opportunities and accountabilities: Accountable for the management and timely reporting of all ZAP finances in line with corporate, client and programme quality standards and delivering on value for money Accountable for delivery of accurate and realistic financial plans, forecasts and budgets to the client and British Council while ensuring the realisation of programme s expenditure and income projections. Accountable for ensuring timely and effective financial support services to the Programme Team, to facilitate efficient, effective programme delivery across Zambia. Accountable for managing the financial month-end process to ensure consistent, accurate and robust financial accounting for the British Council and client. Main Accountabilities: Financial systems and controls Financial systems and processes effectively aid operational programme delivery and are compliant with client Head Contract requirements and British Council standards. Financial policies and guidelines are regularly reviewed to ensure they continue to support operational requirements and meet both external and internal standards. Maintain an effective & efficient system of internal controls which comply with British Council s corporate standards. Ensure that all financial records & accounts are compiled timely, accurately and in line with British Council accounting standards and manuals, donor regulations and statutory standards. Contribute to the development, implementation and evaluation of existing and new financial management strategies which contribute to programmes business objectives Act as the first point of contact in relation to processes involving external financial institutions and statutory bodies (banks, tax authorities etc.) and advise programmes on existing and new statutory, or corporate obligations Ensures internal audit receives a satisfactory rating at minimum; facilitates and leads ZAP team preparation for external audits; leads ZAP management response to audit recommendations Audited accounts summary prepared in sufficient time for presentation in Annual Report and for presentation to Programme Governance bodies Financial planning & Reporting Detailed annual and quarterly programme budgets are prepared in line with Head Contract requirements; multi-annual planning budgets are revised to accommodate contractual changes Lead on delivery of financial planning and forecasts of programme s income and expenditure in line with British Council s planning and forecasting cycles. Annual financial targets for operational expenditure, management income, management expenses and staff costs are me Consolidation and review of budgets undertaken periodically. Consolidation of cash flow forecasting for the programme undertaken appropriately Preparation of twice yearly financial reports; Client reporting formats and conditions complied with and internal corporate financial processes are undertaken on time and to standards specified Ad-hoc periodic reports for budget holders, senior management and donors prepared to standards required. Value for money analysis is undertaken regularly and reported on to SMT, the British Council and to the client Grants Management Establishment of an effective Grants Financial Management process, including 2 [Insert job title] [Insert date prepared] The British Council
appropriately qualified and trained staff, consistent policies and procedures responsible for driving quality standards in grant-making, grant-management and contract management Periodically revise Standard Operating Procedures and Manuals and deliver training in its implementation; monitor effective use of system by all staff Oversight of development of integrated tools and mechanisms for due diligence assessments of proposed grantees to assess their ability to manage grants and to identify where ZAP can provide support and capacity to manage grant funds; Oversee work with grantees to revise their budgets (if required) to ensure that they are realistic, legally and contextually appropriate, and ensures value for money (VfM). Supervise all grant agreements and contracts and ensure that staff and grantee personnel understand all clauses of the contract; Establish & maintain a mechanism for monitoring grants given to sub-contractors, and ensure proper financial reporting & records of same, in line with donor guidelines and British Council accounting standards; where necessary, develop and implement control and compliance strategy. Lead on grantees financial capacity development strategy; develop recommendations for support and undertake some hands-on training of CSOs. Risk Management Lead on Financial Risk Management, Control and Compliance, including managing the annual audit process Ensure corporate Financial Control and Compliance Framework (FCCF) and Enterprise and Risk Management Framework (ERMF) are followed and meetings are held in line with the corporate standard and schedule. Ensure process owners understand the framework requirements and report risk adequately and effectively Ensure minutes of meetings meet corporate standards. Ensuring programme-wide compliance with British Council financial management, contract management, procurement and other key standards and policies. Supervise coaching and mentoring of process owners and ensure that appropriate trainings are held at the right time. Teams Management & support Support the ZAP Finance team through effective delegation, support and follow up, to ensure that key financial processes are carried out timely, effectively, and in line with ZAP, British Council and donor policies and standards Support the ZAP Grants team with effective grants management and monitoring, including negotiating, monitoring and evaluation of award budgets and expense reconciliation. Maintains motivated and effective teams through high quality line management, including through the ZAP performance management mechanisms and through encouragement of professional development of his/her team. In conjunction with the Financial Controller, lead on recruitment for grants and finance staff, including post design, and candidate selection Induction and training of new finance and grants staff conducted to Programme and British Council standards Provides key financial support, training and advice to non-finance team members Key Relationships: Internal ZAP Programme Director; ZAP programme team; Financial Controller Southern Africa Cluster Risk & Compliance Lead - Southern Africa Cluster Financial Planning and Analysis Lead Southern Africa Cluster Financial Control team - Zambia 3 [Insert job title] [Insert date prepared] The British Council
BC Country Director Zambia; BC Regional Education and Society Team, BC Regional Finance Team External Client and donors, Bank and Tax Authorities Consultants, External partner organisations, etc. Role Requirements: Threshold requirements: Assessment stage Passport requirements/ Right to work in country Direct contact or managing staff working with children? Applicants need to have the existing right to live and work in Zambia or to be able to obtain a visa to do so No Shortlisting N/a Notes Person Specification: The job involves periodic travel outside Lusaka (the programme will work across Zambia). Assessment stage Role Specific Knowledge & Experience Minimum / essential Desirable Assessment Stage A university degree in Finance, Accounting or similar discipline. A minimum of five years experience in comparable role(s) including working on donor funded development projects / programmes. Qualified accountant ACCA or CFA with at least 3 years of experience post-qualification. Experience of an ERP system. British Council Core Skills A postgraduate degree in Finance, Accounting or similar discipline. Familiarity with DFID policies and procedures Experience working with SAP Shortlisting Assessment Stage Managing Finance and Resources (Level 4) - Plans and deploys resources: Negotiates and agrees the resources for a defined area as part of forward planning, monitoring progress and adjusting resources or priorities to meet goals. Managing people (Level 4) - Leads a large and varied team: Manages a substantial group to deliver annual business objectives. The team includes different professions, cultures and/or areas of business, and may cover multiple locations. Managing risk (Level 3) - Develops the culture: Has track record of analysing potential risks, promoting risk awareness, and holding others to account for their practices. Communicating and Influencing (Level 3) - Is creative and adaptable in communications: Able to use a range of non-standard and creative approaches to inform, and persuade others, extending beyond logical argument to influence decisions and actions in a way which is inclusive and engaging. Financial Reporting and Compliance (Level 2): Ensure integrity, accuracy and completeness of financial statements and reports, and Shortlisting AND Interview 4 [Insert job title] [Insert date prepared] The British Council
identify appropriate disclosures. Business Partnering (Level 2): Partner with the business to provide sound advice based on transparent, meaningful and comprehensive management information to inform, influence and achieve positive business outcomes. British Council Behaviours Creating shared purpose (More demanding): Creating energy and clarity so that people want to work purposefully together Connecting with others (More Demanding): Actively appreciating the needs and concerns of myself and others. Working together (Most demanding): Creating the environment in which others who have different aims can work together Being accountable (More demanding): Putting the needs of the team or British Council ahead of my own Making it happen (more demanding): Challenging myself and others to deliver and measure better results Prepared by: Assessment Stage Date: Interview 5 [Insert job title] [Insert date prepared] The British Council