The Seed Trade Project is a five-year project funded through USAID/Southern Africa and implemented by DAI with a primary goal of improving the availability of and access to high quality seed in the SADC countries. It is designed to support SADC and member states’ leadership and provide the necessary technical assistance for harmonizing policies and regulations governing seed trade in the region. The work facilitates seed trade across the region, integrating small and isolated national markets into one larger SADC-wide market for seeds. While the primarily focus is on Zambia, Mozambique, Malawi and Zimbabwe, many regional project activities benefits all 16 SADC Member
The Accountant is a key member of the finance team. He/She will play a pivotal role in assuring adherence to financial policies, project policies and procedures, regulations, controls, and reporting systems. The Accountant will provide accounting support to the project office, and ensure compliance of all relevant accounting and financial reporting functions and local statutory requirements. Responsible for recording costs and day to day general accounting, accounts receivable/payable, payroll, assuring all backup documentation is audit ready, and supporting the Finance Manager with all financial functions. The Accountant may perform any other related duties as assigned.
Policies & Procedures
- Ensures that accounting practices are carried out in accordance with GAAP standards; project internal controls are implemented in accordance with DAI policies, USAID rules/regulations, and the terms of the contract between USAID and DAI.
- Uses: Field Accounting System (FAS) to record daily financial transactions; electronic project filing system and structure on the project server to save all finance documentation; Maintains hard copy file management systems; DAI’s operations system (TAMIS) and Oracle to complete some finance functions as required
- Scans and uploads voucher files to DAI’s repository for the electronic archival of financial documentation
- Communicates with the Finance Manager on troubleshooting technical issues
- Conducts daily reviews of backup documentation using the finance checklists to ensure completeness, accuracy, and full compliance with DAI policies and procedures
- Performs regular spot audits on project files
- Assists in preparing information for any financial reporting requirements, or internal reports as necessary
General Accounting/Financial Support
- Prepares weekly cash-flow forecasts for approval and prepares fund replenishment wire requests
- Prepares invoices, advances and reimbursements, cheques, and wire transfer payments and VAT Local Purchase Orders for approval and processing, ensuring accuracy and timely execution
- Ensures that requests for payment have appropriate approvals
- Prepares field expense vouchers ensuring accuracy of expense coding
- Prepares payroll, ensuring leave balances and taxes are accurately recorded
- Prepares tax and other statutory remittances
- Prepares and submits field expense extracts and coordinates with the Project Associate to complete field office to home office expense bi-weekly reporting
- Ensures that foreign taxes paid, if any, are tracked, recorded, and reported to USAID, in coordination with the Finance Manager
- Performs any approved accounting corrections and reversals
- Ensures the timely deposit of cash receipts
- Acts as a bank agent securing petty cash replenishments and other cash needs as instructed
- Ensures the safeguard of bank cheques.
- Records approved costs in the Field Accounting System (FAS)
- Prepares monthly bank reconciliations
- Prepares backup documentation for all project-related transactions, and ensures completeness and appropriate review and approvals are documented
- Ensures petty cash is maintained according to maximum petty cash policy, and that all petty cash procedures are followed
- Supports periodic cash counts
- Audits travel requests and expense reports for accuracy and compliance and follows procedures to ensure accurate and timely payment and reconciliation of travel advances, reimbursements for staff and partner travel
- Prepared to travel to project activities to issue per diem and allowances to delegates according to project policies
- Escalates any delays or vendor/other issues to the Finance Manager immediately
- Performs any other duties as assigned
Place of Performance and Reporting
- The Accountant will be based in the Seed Trade Project’s main office in Lusaka, Zambia and will report to the Finance Manager.
- There may be some travel to project activities to support management of activities. Project activities generally take place in, but are not limited to, Zambia, Mozambique, Malawi, Zimbabwe and South Africa.
- Certified Accountancy Qualification (completed)
- B.A. Degree in Accounting, Finance, Business Administration or equivalent.
- Must have current Associate Membership of the Zambia Institute of Chartered Accountants (ZICA)
- At least 4 years of relevant experience in an accountancy position
- Minimum 2 years’ experience supporting USAID-funded projects in an accountancy/finance role
- Demonstrated understanding of applicable finance-related USG contracting regulations
- Accuracy in working with large amounts of data
- Ability to respond effectively to the time sensitive inquiries
- Experience with enterprise accounting software, and Microsoft office suite
- An energetic, forward-thinking and creative individual with high ethical standards and appropriate professional image
- An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
- Able to maintain good working relationships with team members whilst retaining high levels of confidentiality and discretion
- Fluency in English is required