Job Description Finance and Human Resources Manager 1.
Context of the Role
The Finance and Human Resources Manager is responsible for managing the FSDZ Finance and Human Resources teamwork. This position reports to the Head of Operations.
The Finance and Human Resources Manager will be responsible for overseeing the financial management and human resources management of FSDZ. S/he will provide guidance to all staff on all FSDZ financial and HR matters.
Planning & Coordination
Communication Team Management
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Ability to coordinate well with technical and operational staff Ability to monitor and keep on track all financial and human resources activities Excellent financial and HR planning skills Attention to detail Superb task planning – deadline and budget oriented Thoroughness in overseeing, implementing, and revising procedures and policies as appropriate Ability to act in an advisory role on matters relating to finance and HR compliance Strong compliance approach to FSDZ policies and procedures Strong communicator with excellent written, oral and presentation skills Good emotional intelligence in engaging with staff, market players, and managers Skilled team manager and team player Demonstrated leadership skills Able to capacity build finance and HR staff Hands on management style Can lead effectively by example Understanding of the principles and practices of contracting -‐ bidding, evaluation and selection, legal frameworks, deliverables, timeframes, payment and closing out Ability to ensure effective financial tracking and closing of contracts Developing, maintaining and implementing financial and operational policies and procedures Developing, maintaining and implementing HR policies and procedures Ability to develop, monitor and manage budgets and forecasts High level knowledge of transactional finance, payroll, budgeting and forecasting Knowledge of bank checking, reconciliations, cost control Knowledge of donor financial reporting Competent management of the finance function Understanding and experience in managing HR costs Effective in allocation of resources to support technical teams Ability to ensure efficient, effective financial and HR management Ability to delegate and mentor staff on HR, finance, and related areas of operations Excellent hard copy and electronic record keeping skills Highly organised and computer literate Process driven Able to effectively manage external stakeholder relationships with vendors Ability to resolve conflict Can negotiate effectively to deliver value for money
Scope of Work
4.1. Team Management The Finance and Human Resources Manager is responsible for line managing the finance team, which comprises the Finance Manager (Deloitte) and Finance Officer. S/he is also responsible for all human resource systems management and oversight, which includes supervision of administrative staff who are working on HR matters and training, capacity building, and skills development. The Finance and Human Resources Manager works collaboratively with all Heads and the CEO on finance and HR matters under their areas, and reports to the Head of Operations. 4.2. Oversight of financial operations The financial stability of the programme is key to its effectiveness, and it is the job of the Finance and HR Manager to ensure that the finance team are performing in their duties to a high standard, that FSDZ is compliant with all financial policies and procedures, and that we are prepared for audit and financing partner reviews and reporting as scheduled. This includes the following responsibilities, but is not limited to them: • Ensure that finance policies and procedures are implemented in a timely and accurate manner for all programme and operational expenses in accordance with the finance manual • Ensure that financial files, both hard copy and soft copy, are audit-‐compliant • Ensure staff salaries and related taxes and deductions are processed according to schedule • Maintain and apply up to date knowledge on Zambian tax law and business licensing/registration • Work with the Deloitte Finance Manager to ensure all payments are processed in a timely manner and according to contractual obligations, and all other fiduciary work of Deloitte is supported • Ensure financial information is recorded accurately, including appropriate aggregations to budget lines, and that monthly and quarterly spending reports are accurate and prepared in a timely manner, including for financing partner reporting • Ensure the CEO receives all reports and financing requests as required for approval in a timely manner, ensuring accuracy of all donor deliverables • Perform regular cash counts and ensure security of petty cash balances • Review all payment approval requests for accuracy, completeness, and legitimacy 4.3. Budget Planning, Monitoring and Reporting • Ensure budgets are developed on an annual basis, and accurate and timely forecasts prepared each quarter and each month and submitted to the CEO for onward submission to financing partners and the Board • Ensure spending is within budgetary limits and is accurately recorded in a timely manner to allow management of the budget. Advise management when adjustments may be needed • Monitor administration and program budgets to ensure that spending occurs as planned and that variances are anticipated, noted and corrected. Ensure that key programme personnel are aware of their budgetary resources and are able themselves to monitor and manage their budgets • Work with technical teams to ensure timely billing of contracts and tracking of payments timing • Prepare monthly variance analysis reposts for each budget including accruals, and initiate review with individual programme managers • Support programme staff in budget development and management.
4.4. Human Resources Management In the lean FSDZ team, the Human Resources function falls directly to this role. Key areas of responsibility include, but are not limited to: • Recruitment of staff – developing Job Descriptions in coordination with supervisors, preparing vacancy announcements, longlisting and shortlisting, setting up interview panels and standard questions,
interviewing, vetting/police checks, references, and selecting candidates – in full conformity with the HR manual • Draft and finalise employment agreements • Maintain hard and soft copy personnel files and the staff database in a confidential manner • Support consistency of each position with the organisation’s compensation structure and plan, covering salary and benefits • Lead staff training initiatives and manage all staff inductions • Oversee timely and accurate staff timesheet submissions and approvals, track leave, and prepare payroll • Advise and take action where necessary on any disciplinary actions • Oversee the process of all staff performance management including scheduling appraisals and objective setting/measurement • Mentor and build capacity of all finance and operational staff • Maintain and advise on all staff benefits including medical insurance 4.5. Management of Financial and HR Special Projects The Finance and Human Resources Manager is also responsible for managing various longer term operational projects, working closely with management and the FSDZ CEO. Such projects may include: • Working with the FSDZ CEO to ensure all deliverables of the organization are met, such as annual and quarterly reporting to the financing partners, and reporting on key financial and HR issues to the CEO • Ongoing update and implementation of all relevant policies, strategies, manuals and templates • Continual staff development and training • Working on operational department projects such as development of accounting, payroll, reporting, and contracting systems and processes, and analysis of timesheet areas to see usage • Generally ensuring that FSDZ finance, HR, and operations is supported in a knowledgeable, professional, competent and efficient manner 4.7. Additional activities as required in support of FSDZ’s programme The FSDZ team needs to be able to adopt a flexible approach. No terms of reference will be able to fully cover what may be needed in the course of work with FSDZ. This Job Description therefore incudes: • Any other tasks a requested by management • Cover for colleagues on leave of absence
Conduct of the Work
FSDZ has a very flat management structure. Everyone across the FSDZ team needs to be able to take the initiative to get things done without being told precisely what to do or how to do it. The responsibility to deliver on objectives starts with the individual member of staff. This does not mean that people operate independently. It is vital to be able to judge when and where to look across the team and to leadership for support, advice, ideas or simple validation of an approach.
FSDZ CEO Operations Head Deloitte Finance Manager Procurement Officer All other FSDZ technical and operational staff Suppliers Contract partners Donor representatives
Job Holder Acknowledgement
Name of Job Holder
Date of acknowledgement