Project Accountant

Assignment title: Project Accountant

Contract duration: 12 months (with possibility of extension based on performance)

Duty station: Lusaka, Zambia

Travel: Within COMESA countries

Background

The COMESA Business Council is the recognized apex business organization in the region, representing private sector interests at the highest levels of decision making in the region. The CBC provides key market driven services to its membership, namely- business advocacy, business support services- linkages, partnerships and market intelligence, and lastly membership development – technical and productive capacity building. In 2013, CBC’s business work groups- namely the CBC Manufacturers’ Workgroup(19 Manufacturer Associations and corporates present in more than one country), and the SME Workgroup(19 SME Associations and enterprises present in more than one country) agreed on a mutual action plan to localize selected growth enterprises into the supply chains of Multi-National Companies present in Africa, based on the overall objective of sustainable sourcing of African goods and services which ensures continuity in a company’s  supply of safe, high-quality materials, reducing business risk and delivering sustainable business value to the said companies and their supply chain partners. The same recommendations have also been adopted by the CBC Tourism Workgroup(19 Tourism Federations, Agencies, Councils and businesses present in more than one country).  Currently,  the COMESA Business Council has been working with said sectors(Tourism Industry, Manufacturers and SMEs industry) to put in place strategic frameworks that can guide businesses to encourage increased local supplier content into the value chains of companies that are both indigenous as well as Multi Nationals based in Africa.

The project is funded by the following partners;

• The Investment Climate Facility for Africa (ICF) works to improve the climate for investment in Africa by removing barriers to doing business.A healthy investment climate is crucial for sustainable economic growth, job creation and poverty alleviation across the continent. ICF is based in Africa and is an unique and unprecedented partnership between governments, private companies and development partners, exclusively focused on providing tangible improvements to Africa’s investment climate. ICF has partnered with CBC in providing a one year fund to support the growth and sustainability of SMEs to participate effectively in regional supply chains in the COMESA region.
• USAID- IPAA, a regional Integration program under COMESA that funds private sector development, climate change and agriculture led agendas under the chapeaux of trade and investment.
• Lastly, the project is funded by the Private sector who are members of the CBC.

The COMESA Sanitary and Phyto Sanitary and food safety (SPS) Unit will also provide technical support in implementing the training and counselling program for enterprise development. This is to ensure that selected business in the food supply business, are to meet the key agricultural practices demanded by the selected corporate industries in order to encourage local penetration into their formal supply chains .

The initial requirements of the project are to build the capacity of the CBC Secretariat to implement the overall program.   The CBC-ICF funded Project , herein referred to as the Local Sourcing for Partnerships(LSP) Project- sees four regular staff positions for the CBC Secretariat. The project is under the overall management of the CBC Coordinator, herein referred to as the Project Director.

The project is now seeking a qualified Project Accountant who will have the main responsibility for the Project accounting and financial management for the LSP.

Duties and Responsibilities:

Under the overall management of the CBC Board and the direct management of the CBC Coordinator, the Project Accountant will be responsible for maintaining the LSP budget, recording and reflecting fully, accurately, clearly and in a timely manner the funds that are allocated and the disbursements made to support project implementation, in accordance with the approved documents and the liquidation of expenditures on an annual and quarterly basis as well as upon project termination. The Project Accountant will ensure the use of standard financial and accounting procedures in line with the ICF Guidelines, Rules  and Regulations.

Specific responsibilities

1. Planning and budgeting:

• Participate in preparation of annual and quarterly work plans, prepare quarterly advance requests for project disbursements  in the applicable format;
• Participate in quarterly work planning and progress reporting meetings with the Project Manager;
• Assist the Project Manager and Project Director in budget monitoring and revision;

2. Accounting:

• Establish a robust accounting system, including reporting and filing systems, in accordance with the project document and the Implementation procedures;
• Record all transactions and ensure that all payments have supporting invoices and documentation.
• Maintain petty cash transactions, including writing receipts, preparing payment request forms, and disbursement of cash and clearance of advances.
• Manage banking transactions related to the project, including preparing bank transfer requests, submitting them to the bank, monitoring transfers and preparing monthly bank reconciliation statements and reporting;

3. Control:

• Monitor and ensure expenditure of project funding is made in accordance with Implementation procedures and approved by the Project Director, as appropriate;

• Check budget lines to ensure that all transactions are correctly booked to the correct budget lines;
• Ensure documentation relating to payments are duly approved by the Project Director;
• Report any actual or potential financial issues to the Project Director;
• Monitor expenditure of petty cash and ensure records on file are up-to-date;
• Continuously improve systems & procedures to enhance internal controls to satisfy audit requirements;
• Maintain an inventory file to support purchases of all equipment/assets;

4. Reporting

• Reconcile all balance sheet accounts and maintain records on file and Submit signed Bank reconciliation statements and bank statements each quarter.
• Prepare financial reports for agreement by the Project Manager, cleared and approved by the Project Director as required
• Prepare quarterly financial report.
• Prepare Cash Book /Expenditure analysis per month.
• Maintain a system with copies of all invoices and supporting documents for the disbursements throughout the Project.

5. Asset Control:

• Maintenance of book keeping/ registry on stores and office equipment associated with the project;
• Maintenance on asset registers, inventories, and accounts to ensure compliance with ICF Regulations and Guidelines.

Undertake other duties as assigned by the CBC Coordinator.

Qualifications, Competencies and experience required:

Core Competencies

• Ability to maintain a high level of accuracy and confidentiality concerning financial and administrative files
• Ability to handle multiple tasks, plan and prioritize own work and work well under tight deadlines
• Effective written communications skills

Education;

• Undergraduate degree in accounting, finance or a related field.
• At least four years of experience in financial and accounting work, solid experience budgeting, planning and reporting on international funded projects. Working experience with development partnership project is an asset.
• Good knowledge of administrative and accounting regulation and procedures of COMESA;
• Excellent computer skills in common word processing (MS Word), spreadsheet (MS Excel), and accounting software.

Language Requirements:

• Proficiency in written and spoken English. French is an added advantage.

Location:

The work will be undertaken at the COMESA Secretariat in Lusaka and might involve regional travel.

Payment:

The consultant will be paid annually an all inclusive sum of US$21,600 (Twenty One Thousand and Six Hundred US dollars only) to be paid on monthly bases.

Duration: 

Twelve (12) months

Reporting and management

The consultant will report directly to the Project Director.  The Project Director will provide quality assurance and ensure that the documentation produced is reviewed.

Submissions: 

The Common Market for Eastern and Southern Africa (COMESA) now invites eligible consultants to submit application in providing these services. Interested consultants must provide information indicating that they are qualified to perform the services (applications, description of similar assignments, experience in similar conditions, availability of appropriate skills among staff, etc.).

Application must be delivered to the address below by 25th May 2015 at 17:00hrs

The Secretary General
COMESA Secretariat.
Ben Bella Road
P.O. Box 30051

Lusaka, Zambia.

Tel: (260) 211 229725.
Fax: (260) 211 225107

Email: Procurement@comesa.int