Fidelity Labour Consultants
Under the direction of the Director Malawi- Zambia, the Regional Project Operation Officer will be responsible for ensuring the smooth and efficient financial and technical administrative operations of assigned projects with a focus on restricted funding from government, foundations and other multilateral institutions. This position will proactively work cross-functionally to support project teams and other key stakeholders with technical and financial planning, budgeting and monitoring, organization and donor compliance, project reporting, and analysis to facilitate achievement of programmatic objectives.
This position will be based in Malawi but will service projects in Malawi, Zambia and Zimbabwe
Roles and Responsibilities
- Provides financial and administrative support to program teams with managing donor restricted grants and contracts, such as grant administration, financial and progress reporting and database management.
- Assists with the development of annual and multi-year work plans and budgets.
- Ensures that all activities and expenditures are compliant and those of project donors as stipulated in the agreement.
- Tracks project budgets with a focus on expenditures and results.
- Analyses and reconciles financial reports with a focus on burn rates and pipelines and ensures accurate quarterly and annual budget forecasts.
- Ensures timely and accurate invoice processing to ensure coding and data integrity.
- Manages financial tracking systems in accordance with organizational policies and audit standards. This includes reconciliations of project personnel expected time allocations.
- Assists with financial statement and compliance audits.
- Assists with the reviews of the reporting completed by consultants, project partners, sub-awardees on a regular basis to ensure that it meets standard, timeliness and compliance of the funder.
- Prepares paperwork and routing agreement and relevant documents for approval, securing signatures and distributing documents to appropriate parties.
- Maintains the schedule of critical financial and administrative reporting deadlines and other due dates for both internal and external stakeholders and partners.
- Ensure necessary documentation and accurate records are maintained in an organized and efficient manner, following record retention policies.
- Actively promotes effective communication, coordination and information sharing within and between Program project teams and supporting departments including: Finance, Development, HR and Communications.
- Acts as a contact point for partners
- Supports the close-out for restricted awards in accordance with agreements terms, through effective stakeholder coordination and collaboration.
- May assist with opportunities to build internal capacity, including mentorship and training in areas within the project lifecycle.
- Proactively identifies problems and formulates recommendations for corrective actions.
Qualifications and Education Requirements
Bachelor’s Degree in a relevant field (wildlife, conservation, environmental science, zoology) preferred and a minimum of 5 years of relevant experience, including experience in public administration, project and financial management with multiple funders and/or stakeholders.
- Familiarity with managing contracts or grants for government-funded projects as well as bilateral or multilateral donors is desirable.
- Strong understanding of administrative, financial management and operational processes required.
- Superior organizational, time management and analytical skills with an ability to work independently, creatively, and as a problem solver.
- Pragmatic, self-motivated, composed under pressure, with professional acumen, good judgment, and a highly developed sense of responsibility.
- Ability to communicate effectively with senior level management, both internal and external, and to collaborate professionally with co-workers as well as with colleagues from diverse social and cultural backgrounds.
- Demonstrated ability to use word processing, database, and spreadsheet software packages; Intermediate to advanced experience with Microsoft Excel in particular.
- Ability to produce effectively and accurately while managing multiple priorities and often competing deadlines, anticipate and proactively respond to work requests;
- Excellent interpersonal skills and teamwork principles.
- Flexibility required; able to work flexible work hours, as needed, to accommodate staff working outside of the US.
- English language skills required. Other languages an asset.
- Ability and willingness to travel
MODE OF APPLICATION
Those interested and are meeting the above requirements, should send their application letter including detailed CV, and copies of certificates to: salesmw@fidelitylabour.com OR,
Fidelity Labour Consultants
Room 5,1st floor Mpikisano House,
European Business Center,
Area 3 Lilongwe
P.O Box 40446,
Kanengo