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Program Finance & Administration Assistant

  • Harare, Zimbabwe
  • Posted on Tuesday, February 13, 2018

For more than 50 years, the African Wildlife Foundation (AWF) has been a key player in African conservation and sustainable development. AWF is seeking a high-performing and results-oriented Program Finance & Administration Assistant (PFAA) to support the efficient implementation of AWF’s conservation programs in Zimbabwe. This entails the provision of project management support for program logistics, and efficient office administration. Further, the PFAA is the key linking point within the program team to understand, interpret, and implement financial policies and budget plans.

The PFAA will work directly with the AWF program team in implementing the three-year EU-funded project titled “Partnership for improved anti-poaching and compatible land use in communal lands of the Lower Zambezi-Mana Pools Transboundary Conservation Area”. The overall objective of this project is to reduce illegal wildlife trade and habitat conversion in the landscape by establishing models for strengthened community engagement in sustainable natural resources management, anti-poaching efforts, and integrated land use that ensures conservation and compatible land uses.

Key Duties & Responsibilities

  • Serve as a resource to the project team in Zimbabwe on the EU Lower Zambezi Project, ensuring that all personnel understand and adhere to AWF and donor financial and administrative policies and procedures.
  • Ensure that internal controls are respected to avoid issues of fraud and misappropriation of assets within the project; report all instances of known or suspected fraud and abuse promptly.
  • Working with the AWF team in Zimbabwe and the Program Controller, prepare program work plans and related budgets.
  • Assist AWF’s Budget & Grants team to ensure that work plans accurately time-phase budgets on an accrual basis.
  • Throughout the year, serve as a financial partner to the EU Lower Zambezi Project, providing monthly budget status updates that interpret monthly reports received from the Budget & Grants team.
  • Utilize financial acumen and budget knowledge to anticipate potential problems and advise the Director, Land Conservation on strategies to avoid them.
  • Where necessary, work with the Program Controller and the Budget & Grants team to adjust program work plans and/or time-phasing of budgets; assist the Budget & Grants team to ensure accurate and timely financial reports to the donor.
  • Working with Procurement team, conduct annual prequalification process for regular vendors; ensure that EU Lower Zambezi Project procurements are initiated by staff timely via the accounting web portal.
  • Transact purchases associated with local travel and small purchases.
  • At the direction of the Procurement team, assist in higher value purchases with local vendors.
  • Work with the Procurement team to ensure that local vendors contact information is up-to-date in Serenic.
  • Oversee staff travel and movements within the EU Lower Zambezi Project. Develop and maintain a travel calendar for the EU Lower Zambezi Project team to encourage efficient travel planning and ride-sharing wherever possible.
  • Ensure that staff advances are provided timely and closed by staff upon return.
  • Collect receipts/supporting documentation from staff, scan and attach to staff-generated expense reports in Serenic.
  • Review expense reports critically against travel calendar to ensure that costs are legitimate and compliant with AWF and donor travel rules.
  • Following review, mark staff expense reports as “approved” in Serenic.
  • Ensure all administrative responsibilities of staff (timesheets, credit card reconciliations, alternate approvers created, etc.) are completed in advance of travel so as not to disrupt organizational processes such as the monthly accounting close.
  • Ensure that the vehicle fleet is well-maintained and ready for use in program operations.
  • Develop and maintain a vehicle usage calendar to ensure that vehicles are available when needed and increase instances of ride-sharing.
  • Conduct daily, real-time entry of EU Lower Zambezi Project accounting data in Serenic, ensuring monthly closing deadlines are met.
  • Participate with GL team with organizational, host-country, and grant specific audits.
  • Ensure proper upkeep of EU Lower Zambezi Project office, equipment, and other facilities.
  • Provide supervision to guards, caretakers, and other administrative personnel.
  • Provide required office services and supplies, maintaining asset records in Serenic and e-assets register.
  • Ensure up-to-date insurance coverage for EU Lower Zambezi Project assets.
  • Work with the Treasury team to manage the EU Lower Zambezi Project cash position.
  • Ensure that the EU-Lower Zambezi Project does not run out of cash by maintaining up-to-date accounts payable balances and requesting cash whenever needed and well in advance of required payment dates.
  • Ensure that the Treasury team is aware of upcoming large payments.
  • Manage and reconcile all EU Lower Zambezi Project petty cash accounts.
  • Oversee program logistics and facility (travel, space, etc.).
  • Ensure the front office is well managed; guests and callers receive professional, courteous, prompt and pleasant service and messages are delivered to program staff timely.
  • In coordination with the Human Resources team, assist in the placement of long- and short-term staff.
  • Assist in coordination of performance appraisal and staff training ensuring this is budgeted and undertaken.
  • Familiarize with legal issues and liaise with relevant legal resources and AWF staff to minimize the organization's exposure.


  • Bookkeeping qualification, minimum CPA2.
  • 3-5 years' working experience in the areas of accounting, general insurance, tenancy, logistics, and procurement.
  • Proficiency in the use of computers especially, MS Excel and Word, and accounting databases. Experience with Microsoft Dynamics NAV or Serenic Navigator is ideal.
  • Familiarization with government regulations, e.g., taxes, VAT/duty frees requirements, etc.
  • Strong written and verbal communication skills.
  • Ability to effectively manage multiple tasks and to prioritize them.
  • Ability to work with minimal supervision, and as part of a team.
  • Commitment to AWF and its mission.
  • Unwavering integrity and the courage to intervene to detect and prevent fraud.

Closing date: April 16, 2018

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