Finance and Administration Officer

Hivos Southern Africa Hub aims towards an open and green society, inspired by humanist values such as freedom, dignity, responsibility and curiosity. Our objective is that every person can live in freedom and dignity on a planet that is sustainable. We pride ourselves as upholding the principles of Social innovation of generating new ideas and approaches that resolve existing social, cultural, economic and environmental challenges for the benefit of people and planet.

Hivos Southern Africa in partnership with SIDA Regional SRHR team and Ford Foundation is implementing a four-year regional programme that seeks to strengthen interventions on Adolescent and Youth Sexual and Reproductive Health and Rights (SRHR) and to amplify its existing work on broader SRHR issues across East and Southern Africa (ESA) sub-regions. In facilitating voice, agency and collaboration amongst youth-led and youth-focused SRHR organisations in the region through the existing Regional SRHR Fund key activities include: sub-granting, coordination of key actors, convening of strategic meetings, building capacity and gathering and sharing information on advocacy and related SRHR issues to strengthen the efforts of civil society organisations (CSOs) working on SRHR in the ESA region

To support our office generate new initiatives and mobilise resources we are looking for a:

Role Description:

The Finance and Administration Officer (FAO) will provide an efficient and responsive finance, administration, operations and logistics service. The FAO will support the Programme Manager and other relevant staff with administrative coordination within the SRHR program and assist in resolving day to day operational problems. Under the supervision of the Programme Manager, the Finance and Administration officer will facilitate regular overviews for monitoring contracting, spending, fundraising and reporting and act as the lead resource person for Hivos quality management, ISO policies and the Hivos information management system (All Solutions, project management systems).

Main Tasks and Responsibilities:

Operations and Administration (25% of time):

  • Coordinate and manage the Team and Programme’s calendar of activities.
  • Maintain confidential records for the Programme
  • Act as main contact person for contractors, vendors and other service providers
  • Acknowledge receipt of correspondence and documentation in the absence of Program Manager or Program staff, and drafts preliminary versions of correspondence to be signed by the Program Manager or relevant Program staff
  • Develop and maintain an efficient filing system for the team, including assistance in processing calls for proposals as required
  • Maintain a tracking system of responses to proposals
  • Maintain and update team’s databases and mailing lists using the Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook Exchanger
  • Organize regular team meetings and conference calls/video-conferences, including the preparation and distribution of documents and providing the necessary technical devices
  • Take minutes of regular team meetings and other meetings as required
  • Liaise with Regional and Global Office staff as required, and provide assistance to Regional and Global Office staff when visiting local office
  • Assist in the orientation of new staff, interns, volunteers and consultants by providing them with the necessary documents and materials for orientation

Management of Information Systems (MIS) (25 % of time):

  • All Solutions Key user (Project side) responsible for training and support of users
  • Exercises a line control function by checking all projects data and information ensuring:
  • Compliance with ISO procedures
  • Consistency of data and information between Osiris and contracts
  • MIS overviews are counter-checked for consistence and accuracy
  • Ensuring all reporting and/or submission deadlines are met

Maintains programme administration database such that:

  • Programme and project records are complete and correct
  • Reminders and pre-reminders are sent out to partners
  • The budget estimates accompanying programme and project proposals are checked and assessed (ensures that)
  • Ensuring timely registration of own project costs through the settlement process
  • Generate or extract relevant reports from the MIS to inform management decisions
  • Initiate project closures after ensuring that all obligations are met

Financial Management (20% of time):

  • Manage the programme petty cash with support from the GFO
  • Bookkeeping and ensure all required cash flow reports are finalised and submitted in a timely manner
  • Maintaining an overview of finances of the office
  • Procure office and programme needs as per organisation manual

Records the Regional Office financial commitments (contractual & planned) to partner organisations such that:

  • Payments are made and recorded correctly and in good time
  • Budget control can be performed on the basis of periodic information
  • Initiation and control of programme administration audit can be made

Portfolio Management Support (15% of time):

Supports portfolio management such that:

  • Contracts conform to Project management (ISO) requirements
  • All relevant contract steps are fulfilled (including assessments)
  • The payment process is prepared and administered in compliance with contractual conditions
  • Regular MIS overviews are made available for planning, review and reporting purposes (Complan, contracting, spending, Fundraising and report submission and assessment overviews

Coordination of events and logistics (10 % of time):

  • Assist with training, workshop and meeting logistics and other preparations
  • Liaises with relevant regional office staff and other outside agencies regarding venue, travel, hotels, and with Catering Services staff for provision, room organization and logistics
  • Coordinates and disseminates all internal and external material, including publicity and background documents for programme events
  • Prepares workshop kits or information packages and sends material to participants in a timely manner; and

Resource Mobilisation and Fundraising (5% of time):

  • Manage and update the donor data base
  • Contribute to design and development of project proposals
  • Support the preparation and compilation of all funding application documents

Qualifications:

  • Minimum of 5 years’ experience in a Finance and Administrative role
  • Completed Diploma in finance or any other related tertiary qualification in finance from a recognised professional institution
  • Completed Diploma in Office Administration or other related qualification.
  • High level computer literacy in Microsoft Office and accounting software
  • Must be fluent in English and be able to communicate effectively
  • Experience working in a Non-Governmental Organization environment

Experience and Skills:

  • Must be fluent in English and be able to communicate effectively
  • Experience working in a Non-Governmental Organization environment
  • High energy, self-motivated, independent worker who is highly organized, results oriented and deadline driven
  • Friendly, professional mannerism in dealing with the public both face to face and telephonically
  • Accuracy and confidentiality
  • Creative and flexible approach to work, and ability to work well independently and within a team
  • Ability to work under pressure in a multi-cultural environment.

Hivos offers a challenging position in an international and diverse work environment:

  • The Regional office is based in Harare, Zimbabwe. This position will be based in the local office in Lusaka, Zambia and Hivos can only offer employment on local terms and conditions. However, Hivos welcomes Regional and International applicants in possession of a valid work permit for Zambia.
  • For more information on Hivos visit http://www.hivos.org

Method of Application

If you meet the above mentioned qualifications send a letter explaining your motivation and your CV to:

Hivos e-mail:

Please note that only short listed candidates will be contacted.

Application deadline
27 Jan 10:55
Apply online
Email applications to
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