Project Finance and Administration Manager

This position is contingent upon funding

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action - helping people triumph over adversity and build stronger communities from within. Now, and for the future.

Program / Department Summary

Mercy Corps has been present in Zimbabwe since 2002, leading innovative programming focusing on evidence-based solutions that have lasting impact and build resilience. Resilience building is an agency priority and involves using a systems-based approach that builds on proven solutions, accesses new ideas and information, and integrates multiple sectors and partnerships to strengthen food and water security, economic opportunities, and climate change adaptation. Zimbabwe continues to experience recurrent environmental and economic shocks that affect the wellbeing of its communities and undermine development investments. Mercy Corps puts resilience at the core of its strategy to contribute to the wellbeing of Zimbabweans by building communities’ capacities and strengthening systems and institutions.

General Position Summary

The Project Finance and Administration Manager is part of the Mercy Corps Finance Department, and as such is responsible for all aspects of project financial management, working collaboratively to ensure compliance with Mercy Corps internal policies and procedures as well as donor regulations. S/he works under the direction of the Country Finance Manager and is responsible for all project financial functions, including accounting, payments and banking, payroll, budgeting, financial reporting, and grant financial management, sub-award management and compliance. S/he will assess and develop plans to strengthen programmatic and financial capacities of partners to facilitate effective delivery of programmatic interventions. S/he will provide timely reports and assist the Country Finance Manager and the Program teams to ensure that financial resources are used efficiently and effectively.

Essential Job Responsibilities

Strategy & Vision

Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcomed.
Set direction by prioritizing and organizing actions & resources to achieve objectives and contribute to countrywide strategy development.

Finance & Compliance Management

Ensure effective, transparent use of financial resources in compliance with Mercy Corps and donor policies and procedures.
Maintain banking relations and plan and monitor field cash flow requirements to ensure the smooth implementation of Mercy Corps programs.
Ensure monthly standard accounting submissions from the respective field offices, including account reconciliations, financial analysis of month end transactions by award for accurate coding, as well as other financial analysis and information in a timely and accurate manner.
Provide monthly management reports to the Country Finance Manager, Program Managers and the senior management teams including expenditures by fund/project, cost analysis reports, and other financial information, in a timely and accurate manner.
Monitor and analyze grant budgets and spending, and in coordination with program managers initiate and prepare required budget realignments
Lead the proposal budget development and play key role on the proposal development team; ensure that budgets are in line with Mercy Corps’ requirements and donors’ regulations.
Develop and regularly update grant budgeting and forecasting systems with Program Managers.
Set-up and maintain the grant files, maintain, and distribute current copies of the approved coded budgets to all relevant parties.
Lead in the roll out of finance systems and procedure documentation in the field offices, ensure that all finance transactions follow Mercy Corps policies and procedures.
Manage grant closeout process ensuring that all final expenditures are captured in time, expenses and program commitments fully reconciled against the budget balance and process documented. Ensure all finance files are archived and secured as per the Mercy Corps procedures
Perform the financial review of purchase requests, purchase orders, and payment requests to ensure compliance with MC policies and procedures and donors grants and contracts requirements.
Ensure that any required donor exemptions and/or pre-approvals are secured prior to incurring the expenditure
Perform compliance reviews of field office processes including procurement, logistics, stock management, HR, Admin, and coordinate with the relevant departments to correct and improve as needed
Provide advice, training, and consultation on compliance with MC policies and procedures as well as donor compliance requirements.
Ensure timely review of sub-awardee financial related documents in coordination with the Sub-Awards Unit.
Support the creation and maintenance of systems that ensure effective and transparent use of financial resources for timely and informative reporting in line with donors’ and Mercy Corps policies and procedures
Help identify efficient and effective solutions to issues while ensuring compliance with Mercy Corps’ policies and donor regulations,
Perform follow-up and resolutions for internal and external audit recommendations to improve or enhance the internal control environment.

Program Development & reporting

Prepare and update monthly grant spending reports (Budget vs. Actuals, BvAs) including administrative/operational projections; work with the Country Finance Manager to ensure program projections are updated; together with the relevant program managers and staff members, review BvAs and projections, to ensure program implementation is on time, on scope and on budget.
Lead the consolidation of the monthly cash-flow projections for the project
Consolidate and prepare financial reports including budget projections of the project
Participate in key programmatic initiatives; provide necessary guidance and support from finance and compliance perspective with effort to remove any bottlenecks in the implementation process and support efficient programming.
Develop and maintain effective working relationships with in-country program and operations teams, and Mercy Corps stakeholders.

Influence & Representation

Consistently demonstrate flexibility, resilience, and ability to maintain positive relationships and composure, even under difficult circumstances.
Maintain high ethical standards and treat people with respect and dignity.

Security

Ensure compliance with security procedures and policies as determined by country leadership.

Organizational Learning

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient, and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants and to international standards guiding international relief and development work, while actively engaging target participants as equal partners in the design, monitoring, and evaluation of our field activities.
Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values always and in all in-country venues.

SAFEGUARDING RESPONSIBILITIES

Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.

Knowledge and Experience

A bachelor’s degree or equivalent in relevant field Accounting, Finance, Commerce or social sciences.
At least 5 years of relevant experience in donor funded grants accounting, sub award management, partnerships, program narrative, expense reporting and administration.
At least 5 years’ experience in grants management as well as an understanding of UN agencies, US Government, EU, FCDO, SIDA and other bilateral donors’ regulations
Demonstrated experience and skill with budget preparation and analysis, financial reporting preparation and presentation and the proven ability to translate technical financial data into informative reports.
Strong accounting skills and experience, including management of the general ledger, journal entries, payroll, payables, and balance sheet.
Advanced computer skills in MS Office programs, particularly Excel.
Effective verbal and written communication, multi-tasking, organizational and prioritization skills.
Ability to work effectively with an ethnically diverse team in a sensitive environment.