Support Services Manager

Position:                                         Support Services Manager

Report to:                                       Country Director

Technical Reporting line: Regional Finance Specialist

Location:                                         Action Against Hunger USA, Lusaka, Zambia

Length of Contract:                       2 Years, with high probability of extension

Action Against Hunger-USA is part of the Action Against Hunger International network, which provides development and humanitarian response in over 50 countries worldwide in the sectors of nutrition, health, water/sanitation, food security & Livelihood and protection. Action Against Hunger-USA, an independent NGO, currently manages operations in 8 countries: Ethiopia, Somalia, South Sudan, Kenya, Zambia, Uganda, Zambia & Haiti. Action Against Hunger-USA has over $110 million in programs, and approximately 2500 staff based in the various country offices, headquarters in Washington DC and Operational Centre in Nairobi.

About the Country Program in Zambia

Action Against Hunger has been operational in Zambia since 2021 implementing both development and humanitarian programmes through a multi-sectoral strategy where Nutrition, Health, Food Security and Livelihoods, WASH and Protection, Gender and psychosocial support are integrated to have a meaningful impact on people’s resilience.

I.  Summary of Position

The overall objective of the position is to ensure sound and transparent administration of funds by providing accounting and financial management consistent with the Action Against Hunger financial management framework and local legislation. The Finance and Administration Manager will oversee and ensure the smooth operation of the finance and admin department. He/she will provide technical support in finance and support the program departments. The incumbent will develop clear action plans for the department, with the support of the Country Director.

Purpose

The Support Services Manager is key to the efficient and effective running of operations in the area to which they are assigned.  More specifically, this will involve coordinating and managing the main support functions including general administration, base management, finance, human resources, logistics and security under the direction and support of the Country Director and Technical guidance from the Regional Finance Specialist. With line management responsibility for staff involved in support roles. As a member of the Senior Management Team (SMT), the incumbent will provide oversight to the finance and admin department.

Key Activity Areas

Country Office Support Management

• Ensure the smooth running of the Capital and base including staff supervision, maintenance and liaison with landlords, contractors and suppliers
• Supervise all financial activities to ensure all cash management needs, reporting deadlines and internal and external audit requirements are met
• Ensure all internal financial controls are in place and that ACF and donor guidelines are followed, oversee preparation of weekly closing and monthly financial reports, review reconciliations done by financial officer in Sylogist
• Manage country and project budget(s), ensure expenditure is within set guidelines, ensuring all funds are well and timely spent in accordance with donor requirements and time frames.  Production of monthly Budget Follow-Up is a pre-requisite deliverable
• Oversee all human resource activities, supporting line managers as required in areas such as recruitment, induction, training, appraisals, disciplinary action, etc.
• Ensure all national and international legal requirements relating to employment are adhered to, including contracts, statutory deductions, record keeping, etc.
• Provide logistical support to program staff and field bases, including managing the supply chain, vehicles, assets, IT and communication equipment and the training of logistics staff.
• Ensure accurate and efficient procedures are maintained in logistics, particularly in the areas of procurement, storage and transportation. ACF-US uses LINKMYSUPPLY for its Supply chain.
• Monitor that regular computer back-ups, virus updates and routine maintenance are carried out and provide IT trouble-shooting if required
• In collaboration with the CD work with field managers and HEARO/HQ staff in the preparation and development of budgets for support and shared costs, ensuring they meet all relevant ACF-US and donor requirements
• Manage and track expenditure of country and project budgets through our ERP Sylogist, including supporting Project Managers to do quarterly pipeline analyses, ensuring that spending is in accordance with donor requirements and time frames and notifying the relevant field managers of any necessary adjustments

Security Management

• In the absence of the CD, attend all external coordination and security meetings and feedback information to the appropriate managers and staff
• Follow the instruction of the CD, to ensure the availability of emergency equipment and monitoring of the security envelope
• Provide support in managing security incidents as required, including the writing and submitting of incident reports

Administration

• Draw up, manage and periodically review contracts as LogKit between ACF-US and external suppliers, ensuring they remain valid and relevant and that the terms and conditions are followed
• Submit accurate and timely internal reports as required by field management and HQ and contribute on request to external reports
• Ensure a clear and transparent paper trail is in place for all transactions, that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with ACF-US and donor requirements

Staff Management

• Manage and oversee the assigned programme support staff including recruitment, day-to-day management, performance monitoring, disciplinary, development and training, appraisal, etc.
• Hold regular team meetings with the assigned programme support staff, reviewing team and individual objectives and ensuring team members are kept informed of issues relevant to their work

Communication

• Develop and maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of support related activities and requirements
• Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing ACF-US and ensuring good co-operation and partnerships
• Work to strengthen internal communication, support, and mutual understanding between support functions and programs as appropriate to your work level and area of influences.  

Quality Management

• Promote and use the ACF-US e-library and other operating procedures, ensuring that all standardised formats are used and are the most up to date versions and guidelines are followed  
• In conjunction with relevant managers review, develop and implement (as applicable) systems to improve transparency and to detect and ultimately prevent loss or fraud. Carry-out regular inspections and spot-checks, both on systems and on-going work, to ensure the best use of ACF-US assets and

 Gender Equality Commitments  

· Foster an environment that supports values of women and men, and equal access to information.

·  Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.

·  Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status. 

·  Value and respect all cultures. 

Fiscal Responsibility

· Budget tracking - Bank accounts and cash balances -Donor financial reports -Expenditure approvals - Financial statements

· Ensuring expenditures as per approved and correct budget line

· Managing funds as per Action Against Hunger policies and procedures

Physical Demands

· While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.

· The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Required Qualifications and Professional Experience

 · Minimum Bachelor’s degree in Finance, Accounting, Business Administration/Management, Economics, Commerce or related studies

· At least 5 years of professional experience in the NGO/ humanitarian sector

· Master's degree in finance or business administration will be an added advantage

· Strong financial experience (accounting and financial management)

· Experience in Administration will be an added advantage

· Must be a Certified Public Accountant (CPA) with at least three years of experience post-qualification

· Registered member of professional bodies i.e. National Board of Accountants and Auditors (NBAA), Association of Chartered Certified Accountants (ACCA)

· Advanced knowledge of MS Office Suite with high proficiency in MS Excel

· Good knowledge of accounting software’s such as Sylogist ERP will be added an advantage

Required Skills & Competencies

· Knowledge of major institutional donors including GAC, USAID (FFP, OFDA), EU, ECHO, SDC, SIDA, FCDO, OCHA, WFP.

· Excellent experience in proposal and report writing, donor rules and regulations, validation procedures, process coordination.

· Proven management, advocacy and coordination skills (people and process management).

· Excellent writing and analytical skills (ability to analyze budgets and make financial forecasts).

· Proven ability to work independently with minimal supervision, under pressure and under tight deadlines

· Capacity building and facilitation skills

· Bi-lingual with excellent knowledge of English and any of the local language

· Able to build effective working relationships at all levels.

· Initiative and ability to work independently and propose solutions to diverse problems.

· Experience working in a team environment and building a team.

· Active listener with good interpersonal skills

· Demonstrated flexibility and or adaptability.

· Excellent organizational and planning skills

· Ability to work in a high-pressured environment and to multi-task

· Proven ability to model core HR values of confidentiality, fairness and discretion

· Action Against Hunger working experience will be an added advantage

Benefits

Application Process.

Interested? Then apply by clicking on the apply button. All applicants must upload a cover letter and an updated resume and both must be in the same language as this vacancy note. Closing date for applications: November 6, 2024.

We provide equal employment opportunities (EEO) to all employees & qualified applicants for employment without regard to race, color, religion, gender, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Action Against Hunger-USA complies with all applicable laws governing non discrimination in employment.