Finance Assistant

Job Description

Description

Location: Lusaka, Zambia

Position Status: Full-time

Risk Level: ☐ Level 3 ☐ Level 2 ☐x Level 1

(Level 3: Frequent contact with participants, direct contact with children, access to sensitive data, and/or high level of accountability.

Level 2: Some contact with participants; unplanned non-direct contact with children.

Level 1: Likely to have no contact with participants or sensitive data)

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within now, and for the future.

Mercy Corps is a recognized global leader in Market Systems Development (MSD) where we apply a systemic, inclusive approach to catalyze sustainable improvements in markets that benefit vulnerable groups—particularly women and youth. Resilience building is an agency priority and involves using a systems-based approach that builds on proven solutions, accesses new ideas and information, and integrates multiple sectors and partnerships to strengthen food and water security, economic opportunities, and climate change adaptation. Southern Africa continues to experience recurrent environmental, economic and social shocks affecting the wellbeing of its communities and undermining development investments. Mercy Corps will continue to contribute to the well-being of rural and urban communities by building household capacities and strengthening systems and institutions.

The Program / Department / Team

The Swedish International Development Cooperation Agency (SIDA)-funded Building Enterprise Development and Employment Creation program (BEDEC) aims to increase the productivity and competitiveness of small and medium-sized enterprises (SMEs) in the agricultural sector, thereby driving income growth and productive employment in the Zambian economy. BEDEC will target over 100,000 SMEs, with a particular focus on women and youth. Specifically, BEDEC supports SMEs in becoming more productive and competitive by improving their access to key services for smallholder farmers, youth, and women. The program promotes SME growth to enhance employment opportunities and strengthens enabling environments and institutional capacity for SMEs within Zambia’s economy. BEDEC employs a strong and rigorous market systems development approach, playing a key facilitation role to drive scale, sustainability, and impact.

The Position

The Finance Assistant position will support the BEDEC program delivery by ensuring smooth finance & admin deliverables in Zambia (Country & Field Offices), as well as coordination with other office staff on various aspects of project finances. S/he will work closely with the finance, operations and program teams. This position requires frequent travel to different field locations and is expected to support program activities.

Essential Responsibilities

FINANCIAL MANAGEMENT

Primary responsibility for maintaining the project files for the BEDEC program, including agreement, amendments, reports, etc.
Make payments based on fully approved documents and present them to approvers for review and signature.
Prepare cash and bank payment vouchers and ensure that all transactions are properly and fully documented.
Entering transactions into Navigator daily
Work with Finance & Subawards Officer on the month-end accounting close processes.
Assists in the maintenance of all accounting records, ensuring that records are complete, accurate and safeguarded.
Monitor cash and bank balances and coordinate monthly cash flow requests; prepare consolidated cash flow requests for review by the Finance & Subawards Officer and submission to HQ.
Conduct due diligence of potential subgrantees, assessing their capacity and suitability for partnership.
Review partnership budgets to ensure compliance with funding guidelines.
Draft subawards agreements
Monitor grants and conduct mini audits of subgrantees to ensure adherence to MC and Donor regulations.
Assist the Finance & Subawards Officer in responding to audit inquiries for both project and institutional audits.
Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and not to jeopardize its humanitarian mission

SAFEGUARDING RESPONSIBILITIES

Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.

Supervisory Responsibility

NONE.

Accountability

Reports Directly To:  Finance & Subawards Coordinator

Works Directly With: Program Team, HR Department, Operations Department, MCG/MCE HQ Compliance, and others

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring, and evaluation of our field projects.

Minimum Qualification & Transferable Skills

A Bachelor’s degree in Accounting, Finance or any related field.
At least 2 years’ experience supporting finance and administration, preferably in the non-governmental sector, and familiarity with donor regulations and administrative procedures in the implementation of major donor funded projects.
Demonstrated competency with computerized general ledger software, preferably Navigator.
Advanced computer skills in MS Office programs, particularly Excel.
Prior management experience and strong organizational skills.
Excellent oral and written English skills.

Success Factors

The ability to conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission. The ability to interact effectively with international and national personnel is required. A demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary. A high professional standard of finance and procurement ethics as well as the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential. The Finance Assistant must be willing to travel to Mercy Corps field offices and project sites.

Living Conditions / Environmental Conditions

The position is based in LUSAKA-ZAMBIA and it requires up to 40% travel to support country programs.

Mercy Corps team members represent the agency both during and outside of work hours and as such staff are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps policies, procedures, and values at all times and in all in-country venues.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Team Efficiency and Effectiveness

Achieving our mission starts with how we build our team and collaborate. By bringing together individuals with a variety of experiences, backgrounds, and perspectives, we strengthen our ability to solve complex challenges and drive innovation. We foster a culture of trust and respect, where every team member is valued for their contributions, empowered to reach their full potential, and motivated to do their best work.

We recognize that building a strong and effective team is an ongoing process, and we remain committed to learning, improving, and growing together.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out different backgrounds, perspectives, and skills so that we can collectively be stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics