Climate change poses a major threat to the achievement of the Eastern and Southern African (AFE) region’s long-term development objective. There is huge potential for a regional approach to effectively address this shared challenge at scale via collective action, and to contribute to build AFE’s resilience to climate-related impacts. The Regional Climate Resilience Program for Eastern and Southern Africa Project (“RCRP”) proposes a platform for coordinated action on the regional climate change challenge, for testing and expanding the use of standardized and replicable approaches on emerging good practices across countries and sectors and for mobilizing co-financing for this agenda.
The objective of the RCRP is to improve the management of water-related climate impacts in Eastern and Southern Africa. It will be implemented through the following components:
Risk Management and Climate Financing;
Infrastructure Investments and Sustainable Asset Management for Climate Resilience;
Adaptive Climate Services for Resilience Communities;
Project Management;
The project is the first in a Series of Projects (SOP), and involves Madagascar, Mozambique, South Sudan, Comoros, and two regional organizations: SADC, and the Eastern Nile Technical Regional Office (ENTRO). The overarching development objective of the RCRP is to strengthen the resilience to water-related climate impacts in Eastern and Southern African countries. The SOP is structured as a programmatic framework that will allow scalability (countries can join at different times) and economies of scale. It supports catalytic medium- to large-scale investments to reduce people’s exposure to climate shocks, with a focus on protective, multi-benefit water infrastructure and storage; risk mitigation via improved early warning systems and planning; and scaling up adaptive safety net.
The SADC Secretariat managed share of the RCRP is being implemented over a period of five years, with an expected closing date of December 29, 2028. The Project is financed through a grant of US$ 5M. It is being implemented through a Project Implementation Manual and coordinated by Project Implementation Unit PMU.
These Terms of Reference aim to facilitate the recruitment of the Project Coordinator, to be housed at the SADC Secretariat in Gaborone, Botswana.
1. Assistant Finance Officer
Primary Purpose of the Job
Support the Finance Officer in the financial administration accounting and reporting of project funds managed by the Secretariat
Duties and Responsibilities
Budgeting and Control
Under the supervision of the Finance Officer, collaborate with the Project Coordinator in the assessment of requests for funding from the Regional Climate Resilience Project (RCRP) funds.
Collaborate with the Finance Officer in the annual budget setting exercise by providing support and guidance to project officers and consolidating the budget figures
KPIs
Budget & Expenditure Control and Reporting
Support the Finance Officer in undertaking budget and expenditure control of the Regional Climate Resilience Project (RCRP).
Review all new project commitments and ensure that they are only made against budgeted appropriations and report any exceptions to the Finance Officer
Review procurement procedures followed for award of contracts and ensure compliance with donor contractual requirements. Report exceptions to management
Perform regular monitoring of project actual expenditure against budget and report potential overruns to the Finance Officer and Financial Controller
Investigate variances and discuss with project owners of potential overspent above approved budget and seek justifications
Support preparation of project financial management reports for internal and external stakeholders and any other financial reports aligned to SADC reporting framework that may be required for the project;
KPIs
Accounting
Perform data-entry, recording, printing and filing of all project transactions
Ensure timely processing of project financial transactions in support of project execution
Compile project financial reports and any other financial reports that may be required for the project and perform relevant analysis and reconciliations to ensure completeness and accuracy
Develop and maintain document control processes for the efficient project management; user-friendly filing and document control system for recording and tracking of all accountable documents for the project team;
Retention (filing) of all accountable documentation to secure unqualified audit reports
Liaise with external auditors and provide relevant information for audit
KPIs
Accurate and timely submission of reports with reconciliation and analysis
No major audit findings on management of donor funds and non -compliance with donor rules and procedures
Uploaded documents in the shared Folder
Cash Management & Control
Review for project expenditures, ensure payment requests and supporting documents comply with the relevant conditions and rules of the donor/s agreement to be eligible for disbursements. Report any exception to the Finance Officer
Prepare monthly cash flow reconciliations and forecasts and submit to the Finance Officer
Prepare the Withdrawal Application for review by the Finance Officer for replenishment of funds to the Project.
KPIs
No ineligible expenditure reported for the project
Accurate and timely submission of cash flow reconciliations and forecast
Project support
Support to Project Steering Committee (PSC) meetings and Technical Committee (TC) meetings and attend project meetings
Support Evaluations, Audits, and contribute to Programme Management Unit (PMU) reports, Quarterly reporting, annual reports, Workplans, Strategic planning
Provide inputs in the Close Out activities, and any other duty as may be required by the Project Coordinator and Finance Officer.
Ensure that the financial management procedures outlined in the Contribution/grant agreement and other key documents such as SADC Financial regulations and the Financial manual are adhered to in the project financial management
Carry out any other duties as may be delegated by the Project Coordinator, and or your supervisor
Specific Dimensions of the Job
Job dimensions refer to the context in which the duties listed above are executed in the organisation.
People Management Responsibility
Specific Work Pressure, Working Conditions and Efforts
Incumbent is rarely or never expected to work overtime
Incumbent is not expected to perform physically strenuous activities within the office
Incumbent is expected to work in a sitting position on the computer for reasonable periods of time
Work conditions will be mainly indoor and within a comfortable office environment
Operates within generally regulated practices and procedures, with clear precedents, and has little room for exercising judgment
Working Relations, Communication and Influence
Requires intermediate writing, editing and verbal communication skills
Must interact and communicate quite often with auditors and donors
Qualifications and Experience
Education:
-A minimum of a Bachelor’s Degree in Accounting, Finance, or business management.
-Studying a professional accountancy certification such as ACCA, CIMA, ICAEW, ICAS, ACPA or equivalent
Professional Certification:
Exposure to professional financial management, accounting and audit training e.g. ACCA, CA, CIMA, CPA or equivalent.
Specialised knowledge:
Member of an internationally recognised accounting body such as ACCA, CIMA, ICAEW, ICAS, ACPA or equivalent;
Knowledge of SADC development issues
Proficient in the use of computers and computer software relevant to financial management.
Experience:
Skills Requirements
Communication skills
Interpersonal skills
Networking and relationship building skills
Organisational skills (planning, time management, work prioritisation)
Research, analytical and problem-solving skills
Competency Requirements
Capable of maintaining quality whilst working under pressure and adhering to deadlines
Compliance with rules, regulations, processes and procedures
Conceptual and practical thinking
Customer focused
Demonstrate ability to work independently and without too much close supervision
Flexible and adaptable to change
Maintain confidentiality and respectful of sensitive situations
Methodical and organised, with a high level of attention to details
Professionalism and adherence to good work ethics (integrity, dependability, punctuality, etc.)
Willingness to learn and improve on a continual basis
Resilience and personal drive, self-motivation
Results and performance driven
Team player
Contract Terms of Positions
The initial contractual period for the positions of this project shall be 2 years with the possibility of extension subject to funding and satisfactory performance in line with the SADC principles of Performance Management, and to its annual performance review and appraisal. The position will be based at the SADC Secretariat in Gaborone, Botswana. The successful candidate will be provided with an office and office equipment including a computer, with access to printing facilitates to facilitate his/her work.
Expected Start of Duty
It is expected that the recruited staff will report for duties as soon as the recruitment process is finalised.
Payment Terms
The Individual Consultancy will be paid on a monthly base upon submitting the invoice
