Peace Corps/Zambia wishes to invite applications from suitably qualified persons to fill the position of Finance Assistant (FA)
The incumbent serves as the Financial Assistant (FA) to the entire administrative unit, performing the selected range of related duties. Tasks are focused primarily on establishing obligations, updating inventory data, vendor maintenance, processing collections, and ensuring VAT exemption. The FA assists in procurement activities as assigned. The FA also works closely with the Budget Analyst and GSM to process quarterly and annual reports. The FA may be called to assist with other administrative tasks as required.
DUTIES AND RESPONSIBILITIES
Prepares or oversees the preparation of all obligating documents, including commitments, obligations for purchase, purchase orders, contracts, leases, purchase card requests, provincial quarterly requests, and other requirements and present said documents to the DMO and CD for approval ensuring compliance with U.S. Government law and internal Peace Corps procedures.
Enter all obligating information in Peace Corps accounting system, FORPost, ensuring correct fiscal coding and monitoring all allotments in the system in accordance with the approved operating budgets. Recommend obligation increases/decreases on an on-going basis and at the time of monthly reconciliation.
Liaise with Vendors regarding payment mechanisms, timely receipt of invoices, and mitigation of problems that may arise. Enter vendor data in ForPost as required.
In collaboration with Voucher Examiner, maintain complete and accurate voucher records so that they are readily accessible for inquiries by vendors or auditors; all voucher packages (obligation and liquidation documents) must be filed on a weekly basis.
Complete required FA roles in the Sunflower inventory system including the entry of Bill of Materials data and other inventory related duties as assigned.
Prepare VAT reimbursement packages and monitor reimbursements. Assist the DMO in reviewing Peace Corps regulation changes and general financial and administrative operations to ensure that proper controls are in place to prevent unauthorized use of US Government funds and property. Assist with the preparation of financial reports.
BILLING AND COLLECTIONS:
Serve as Billing and Collections manager: bill staff, Volunteers, and vendors in a timely manner for amounts they owe to Peace Corps. Ensure that billing procedures and records are compliant with regulations and policies; Coordinates with the Cashier and Volunteer Liaison Officer regarding payments of BOCs.Regularly monitors FOR Post Outstanding Collections report and ensures timely clearing of BOCs.
Assists the Director of Management and Operations (DMO) and Contracting Officers (COs) to draft procurement documents including solicitation documents, bid analyses, selection memos, vendor contracts and leases, and follow-up correspondence.
Manage procurement file documentation per record-keeping requirements, both electronically and in hard-copy. Analyze systems and procedures of payments and advise on improvement of systems to increase efficiencies.
SAFETY AND SECURITY:
Immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and/or CD. Must also be knowledgeable and supportive of PC/Zambia safety and security policies and procedures, to include timely reporting of suspicious incidents, persons or articles.
Serve as back-up to the Voucher Examiner and Budget Analyst.
Act as an Occasional Money Handler, as assigned, to perform work within the scope of duties. The PSC may be required to courier cash and/or purchase orders to various vendors who furnish supplies and/or services to PST/IST training sites, or other locations as directed by the Contracting Officer. The PSC may also be required to courier cash to PC trainees or volunteers. The PSC will not be functioning as a procurement or disbursing official but will only be acting as an intermediary between the Contracting or Disbursing Officer and the recipient. In the case of dealing with vendors, the PSC will not exercise any procurement discretion concerning the supplies or services to be purchased or the cost limits of these purchases; these will be determined by the Contracting Officer.
Perform other duties as assigned.
To the extent Contractor is allowed to operate a US government owned, leased, or rented vehicle (GOV) to perform their job duties, the Contractor must operate that vehicle safely at all times and only operate it for official business purposes as defined in 31 USC 1334.
Contractor is required to refrain from texting or from engaging in any behavior that distracts attention from driving safely at any time. Except in an emergency situation, Contractor shall not text message (i) when driving a GOV; (ii) when driving a privately-owned vehicle (POV) while on official government business; or (iii) while using electronic equipment supplied by the government while driving any vehicle (even during off-duty hours).
Note: The Contractor is subject to worldwide availability and may be requested by the Peace Corps to be reassigned or transferred permanently to another Peace Corps Post/Headquarters or perform temporary duties (TDY) as required and to travel to other assignments within Peace Corps’ as assigned. Any such reassignment or transfer shall be subject to agreement of the Contractor. The Statement of Work as defined will remain the same; however the duties may be subject to change as determined by the Contracting Officer
In order to be selected for this position, the applicant must be a Zambian Citizen, must not have been employed in
Intelligence -related activities, and must submit a typed cover letter and CV that clearly documents how they meet each of
the following mandatory requirements;
EDUCATION: Diploma in accounting, finance or a related field is required.
EXPERIENCE: Minimum 3 years of professional experience in accounting, cashiering or financial management.
LANGUAGE: Level IV (fluent) English is required.
JOB KNOWLEDGE: Thorough knowledge and understanding of generally accepted accounting principles is required.
In- depth knowledge and understanding of laws, regulations and procedures associated with GRZ and USG will be an added
SKILLS AND ABILITIES: Highly computer literate with a working knowledge of MS Office – particularly MS Excel and
ability to generate complex financial spreadsheets. Strong communication and organizational skills. Ability to interpret the
complex regulations applicable to the several administrative areas for which s/he is responsible..
Applications and supporting documentation including a typed cover letter and CV (with at least three traceable references) that clearly documents how you meet each of the above requirements must be submitted by close of business October 31, 2017.
Only short-listed candidates will be notified and no telephone inquiries will be entertained. Address applications to:
The Human Resources Specialist,
Peace Corps Zambia,
Plot 71A Kabulonga Rd.
P.O. Box 50707, Lusaka, Zambia
Email: firstname.lastname@example.org clearly stating name and position applied for in the subject line