ICAP at Columbia University is an international, non-profit organization situated at the Columbia University in New York. ICAP is Empowering Health Around the World and works in over 30 countries, including Zambia. Together with our partners, Ministries of Health, large multilaterals, health care providers, and patients, we support comprehensive, person-centered HIV/TB services and high-performing health system strengthening initiatives that provide quality and affordable health care. And by enhancing health information systems, improving quality, and developing human resources for health, we build capacity and efficiency in the world’s most challenging, resource-limited settings.
ICAP seeks to recruit for the following positions for Lusaka and Western Province: –
1. JOB TITLE:  FINANCE MANAGER (1)
REPORTS TO: DIRECTOR OF ADMINISTRATION AND FINANCE (DAF)
LOCATION:  LUSAKA
POSITION SUMMARY:
Under the direction of the Finance and Administration Director, the Finance Manager will be responsible for maintaining sound financial systems and controls to ensure the effective implementation of ICAP in Zambia activities. He/she will produce timely reports including variance and budget monitoring reports to assist management with the assessment of the financial performance of the grants. He/she will also promote adherence to ICAP Standard Operating Procedures, donors’ rules, and regulations as well as Zambian laws. This position is grant funded and continuation is subject to availability of funds. The Finance Manager will also work closely with the ICAP Technical Team and the ICAP New York (Headquarters) Finance Team.
MAJOR ACCOUNTABILITIES:

Implementing accounting and financial policies to ensure financial integrity of the ICAP kin Zambia projects.
Taking lead in monitoring project-specific expenditures and preparing accurate and timely award-specific monthly FFR reports and financial statements.
Overseeing maintenance of the project’s filing systems.
Establishing and maintaining Payroll and payment of locally required Insurance and associated Taxes to the Revenue and Social Insurance Authorities.
Contributing to reviews, approvals, signing and verification of payment vouchers.
Implementing financial procedures in line with ICAP Standard Operating procedures (SOP), Donor’s policies and regulations as well as Zambian laws
Supporting in the development and coordination of annual budgeting processes.
Liaising with program staff to prepare monthly and quarterly cash forecasts in line with ICAP SOP.
Preparing accurate and timely variance and budget monitoring reports.
Facilitating production of financial reports required by management, headquarters, and donors
Following up with Operations Manager to track all submitted requests and ensure delivery and proper financial reporting.
Participating in the development of effective program annual work plans and budget preparations.
Assisting in facilitating internal and external audits for the country office
Assisting in facilitating internal and external audits for the country office.
Terminal benefits calculation for all staff
Ensuring that all receipts and documentation are uploaded to OnBase.
Performing Annual Performance Appraisals for junior staff in Finance Department.
Perform any other duty as may be assigned.

MINIMUM QUALIFICATIONS AND COMPETENCIES:
Education:

A full grade 12 certificate, post graduate degree in Accounting or BCom Accounting, plus five (5) years of progressive experience in finance and/or accounting ideally in managerial position within an NGO.

Experience, Skills & Minimum Required Qualifications:

Advanced knowledge and expert understanding of USG rules and regulations related to award financial management.
Demonstrated excellent knowledge of accounting software (QuickBooks, ERP).
Strong competency in Database Management, Microsoft Office package (including email management (Outlook), Excel, Power Point and Word) and Adobe.
Good supervisory skills with teamwork mentality including excellent interpersonal and communication skills.
Must be highly organized with extreme attention to detail and the ability to work independently to reach identified deadlines.
Ability to creatively solve problems often without guidance.
Fluency in English.

2. JOB TITLE:  OPERATIONS MANAGER (1)
REPORTS TO: DIRECTOR OF ADMINISTRATION AND FINANCE (DAF)
LOCATION:  LUSAKA
POSITION SUMMARY:
The Operations Manager will be responsible for day-to-day operations of the Country Office, providing operational support, helping to create and maintain good organizational procedures and policies, and developing operational budgets in collaboration with the Director of Administration and Finance and Technical Director, ensuring organizational effectiveness and efficiency by providing stewardship to the office’s operation functions and resources. Working with the senior management to implement ICAP Standard Operating Procedures and practices. This position is grant funded and continuation is subject to availability of funds.
MAJOR ACCOUNTABILITIES:
Office Management and Administration

To create, implement, manage, and maintain record keeping, confidential personnel files, and inventory control systems.
To oversee office property is adequately safeguarded and insured by general insurance and ensure health and Safety policies are upheld at the office.
To prepare, respond to and file correspondence on behalf of the office operations.
To establish and maintain an inventory of office supplies and equipment and draft the disposition plan on project close.
To design, organize and maintain specialized and custom forms, records, reports; files and logs to support both administrative and technical work processes in areas of assigned responsibility.
To monitor office supply needs and utilities consumption, ensuring the office has all the necessities in plan all time.
Taking lead with support from the Admin Officer in sourcing venues and negotiating costs wherever applicable to make sure their cost benefit to ICAP.
To ensure all full-time and short-term assistance foreign nationals have adequate support on transition to Zambia or visit on TDYs.
To supervision of the Admin Officer, ensuring that he/she provides all the necessary support to the office.
To support the Director of Administration and Finance as change manager to implement all new operational changes.

Contracts Management

To initiate and coordinate with the supervision of the Director of Administration and Finance all contractual agreements, Leases including consultants, technical services agreements, and subcontracts. Including identification and negotiations to make sure ICAP get Value for Money.
To ensure that contractual requirements are met, including timely renewals and reviews by maintaining a contract tracker.
To assess with Director of Administration and Finance that all contracts signed are compliant with both ICAP and funder requirements and ICAP standard operating procedures.
To ensure that ICAP policies, procedures, donor regulations, and requirements are always met.
To support the Director of Administration and Finance in the development of all necessary Country Office specific operation policies like Inventory Management, Utilities usage, etc.,

Fleet Management

To supervise the Procurement and Logistics Officer and ensure that project stakeholders are actively engaged.
To oversee the logistical needs and act proactively to meet needs and keep the project team informed on the status of project supplies.
To support maintenance of tracking systems for specific procurement, program inventory, action memos, approvals, and other administrative tasks.

Communication

To generate management information including partner and staff contact list and other communication monitoring systems.
To monitor, manage and improve the efficiency of operational support services and facilitating the coordination and communication between support functions.
To carry out any other duties as assigned.

QUALIFICATIONS AND EXPERIENCE

A full grade 12 certificate
A minimum of a Bachelor’s degree in Public Administration or equivalent qualification.
A minimum of 3 years’ experience in a similar position in an International Organization
Knowledge of United States Government funded projects standard provisions and rules and regulations.

REQUISITE KNOWLEDGE, ABILITIES AND SKILLS

Computer literate preferably Microsoft Word, Excel, Outlook and Power Point;
Good interpersonal and team building skills;
Excellent analytical and problem solving skills;
Effective writing, verbal and listening communication skills;
Attention to detail and high level of accuracy;
Very effective organization and time management skills;
Be flexible, honest and trustworthy and with sound work ethics;
Ability to maintain a high level of accuracy confidentiality concerning organization files;

3. JOB TITLE:  PROCUREMENT & LOGISTICS OFFICER (1)
REPORTS TO: DIRECTOR OF ADMINISTRATION AND FINANCE (DAF)
LOCATION:  LUSAKA
POSITION SUMMARY:
The Procurement & Logistics Officer (PLO) is the focal person for ICAP in-country supply chain. The PLO actively engage all project stakeholders, understand logistical needs, act proactive to meet needs and keep the project team  informed on the status of project supplies. This position is grant funded and continuation is subject to availability of funds.
MAJOR ACCOUNTABILITIES:
1. Coordination:
Participate daily in short morning meetings with program team to plan logistics.  Understand project needs & present solutions to logistical demands. Provide daily feedback to the team on supply chain timelines and track deliverables.
2. Procurement:

To analyze logistics requirements and quantify using a Purchase Requisition (PR).  Project procurement needs are pre-populated on the procurement list.
Once a PR has been approved, register the PR on the procurement tracking sheet, and commence procurement as per ICAP SOP’s.
To actively manage procurements to be delivered in the best time, cost and quality ratio.
Send Purchase Orders to local suppliers.  Ensure that all logistics transactions are appropriately documented.
Maintain healthy supplier relationships.  Communicate discrepancies with suppliers in a timely manner and see that suppliers are paid on time through solid procurement administration – PR, valid Quotes, Quote comparison / evaluation, PO / Contracts, and Goods Receive Note.
Coordinate with ICAP New York office to track timeline of international procurements.
Track supply chain via the online country procurement tracking until goods & services are delivered.
Liaise with Supply Chain Officer to re-order supplies prior to of stock depletion.  Replacement orders should be in to provide adequate time for international procurement, shipping and local customs clearing.  This often requires > 60 days.
Conduct weekly meetings with the Operations Manager Lab Advisor & Supply Chain Officer on supply chain status, needs, and action points.  Take minutes of the meeting and share with ICAP Country Office.
Be proactive and clear shipments in advance as far as possible.
Ensure ICAP receives import tax exemption.
Track customs clearance and immediately address deviations. Keep the procurement tracking updated, indicating customs clearance & import status.

3. Vehicle Management:

Ensure that vehicle SOP’s are implemented diligently.
Book a proactive vehicle maintenance schedule and follow through.
Coordinate vehicle needs with program team; ensure approved needs are met punctually.  The PLO must know at all times where all vehicles are and have the ability to communicate to drivers at any time.
Monitor fuel consumption and report any abnormal deviance the same day.
Share vehicle report on monthly basis using standard ICAP format. Reports are due 5 days after month end.
Plan, organize and manage the deployment of vehicles to ensure that the work is accomplished in a manner consistent with organizational requirements.
Support the Operations Manager in direct investigations to verify and resolve vehicle complaints and breakdowns.
Oversee proper use of fuel rations; maintain log and account for fuel and oil usage including monthly fuel reconciliations for all vehicles. Ensuring all fuel reports are accurate and timely.

4. Distribution:

Plan distribution of commodities in advance by verifying content list & quantities per location with the Provincial Lead / Lab Advisor.
Arrange distribution logistics through standard procurement process & transport contracts.
Pay special attention to cold chain commodities and inform the team on correct handling thereof.
Work closely with ICAP Supply Chain Officer to ensure correct handling of commodities and accurate documentation of movements.

5. Partners:
Provide logistical support and control to sub-recipient partners relating to ICAP purchasing processes, procedures, guidelines, and general good procurement practices.
6. Security: 
See that logistics activities meet country office security guidelines.  Report risk exposure(s) immediately.
7. Implement any other task your supervisor may reasonably request in relation to this job description.
EDUCATION:

Full grade 12 certificate
Bachelor’s degree in Procurement/Supply Chain Management/Logistics or business related field from a reputable academic institution

EXPERIENCE, SKILLS & MINIMUM REQUIRED QUALIFICATIONS

Demonstrated ability to manage timely procurement and delivery of items with tight deadlines.
Minimum of 2-3 years of experience in Procurement, Supply Chain and Logistics.
Experience with USG as well as local procurement policies, procedures and practices.
Prior experience with donor-funded projects dealing with HIV/AIDS care and treatment is desirable.
Prior experience with lab or survey related procurement also desirable.
Strong interpersonal and communication (written and spoken) skills in English as well as relevant local languages.
Proficiency in relevant computer applications: MS Word, Excel, PowerPoint, Internet, Email, etc.
Ability to meet tight deadlines and successfully manage multiple assignments concurrently.
Ability to function independently; results-oriented; detail oriented.
Strong organizational and analytical skills, good attention to detail.
Ability to problem solve and work as part of a team.

4. JOB TITLE:  PROVINCIAL ADMINISTRATIVE ASSISTANT (1)
REPORTS TO: OPERATIONS MANAGER
LOCATION:  WESTERN PROVINCE (MONGU)
POSITION SUMMARY
The Administrative Assistant shall report to the Operations Manager and will provide day-to-day general office management, fleet management, inventory and stores management, and coordination of office purchases and supplies and ensure goods and services are always readily available. This position is grant funded and continuation is subject to availability of funds.
MAJOR ACCOUNTABILITIES

Provide general office reception duties.
Carrying out administrative duties such as filing, typing, copying, binding, scanning, etc.
Maintain both electronic and hard copy filing systems for the site office and ensure compliance with ICAP file storage guidance/policy.
Maintenance of both the internal staff directory and the vendor’s database
Raising purchase requests for materials and preparation of local purchase orders.
Assist in obtaining quotations, compiling, and analyzing cost information and data to assist in the selection of vendors including preferred vendors for stationery, supplies, and outside services, and update information periodically.
Booking hotel venues, and accommodation for meetings and workshops and preparing/organizing meetings and workshop materials.
Managing, coordinating, and monitoring vehicle movement and fuel usage.
Supervise Transport and Logistics Officers and ensure that they correctly complete logbooks. Work with the fleet Officer to schedule and coordinate vehicle service.
Complete monthly vehicle usage reports and timely submission to the Procurement and Logistics Officer for fuel replenishment.
Ensure timely processing and payment of all utility bills – work closely with finance on any vendor queries that may arise.
Managing petty cash to ensure that the funds are available for day-to-day basic office requirements and reconciliations of the petty cash account.
Inventory management for all ICAP equipment and assets. Carry out quarterly physical inventory verification.
Manage the site office stock levels for office supplies and stationery, including the issuance of supplies and preparation of monthly consumption reports on stationery and other office supplies.
Work closely with the Operations Manager to ensure the supply pipeline runs smoothly and adequate inventory is available.
Develop and maintain a supply inventory tracking system for managing equipment and supply use.
Send monthly reports to the supervisor on all key result areas.
Any other duties as assigned by the supervisor.

EDUCATION

Full grade 12 Certificate
Diploma in Business Administration/Management or any related field.
Degree in Business Administration / Management will be an added advantage.

EXPERIENCE AND SKILLS REQUIRED

Minimum of two (2) years’ work experience.
Registered membership with the relevant professional body
Excellent computer skills, at minimum with Microsoft Office Package.
Ability to multitask and prioritize work.
Relevant work experience in a similar position working for an international NGO. will be an added advantage.

PREFERRED QUALIFICATIONS

Diploma in Business Administration/Management or any related field.

TRAVEL REQUIREMENTS

Quarterly travel within the province

5. JOB TITLE:  TRANSPORT AND LOGISTICS ASSISTANT (10)
REPORTS TO: ADMINISTRATIVE ASSISTANT
LOCATION:  LUSAKA (2) AND WESTERN PROVINCE (08)
POSITION SUMMARY
Working under the supervision of the Administration Assistant, the Transport and Logistics Assistant (TLA) is responsible for basic daily office administration tasks, driving ICAP Project vehicle(s) on various assignments, proper accounting of fuel receipts, and vehicle maintenance. The TLA will ensure cost-savings through proper use of the vehicle by accurately maintaining the daily vehicle log sheets, weekly reporting of vehicle mileages, reporting of vehicle faults and providing inputs to the preparation of the vehicle maintenance plans and reports. This position is grant funded and continuation is subject to availability of funds.
MAJOR ACCOUNTABILITIES

Drives the ICAP project vehicles for the transportation of ICAP Project staff, authorized personnel, and materials.
Runs errands as assigned such as: a) delivery and collection of mail, documents and other items, and b) meeting staff and ICAP visitors at the airport.
Assist the programs team to formulate weekly route plans.
Assist with administration tasks such as photocopying, scanning, and filing of documents as assigned by the supervisor.
Assist with stores management and distribution of supplies and stationery to staff.
Assist in regular physical inventory verification exercise.
Ensures that the assigned vehicle is always kept in good working condition by doing daily vehicle physical checks and inspections.
Account for fuel by keeping records of all receipts and updating the logbook on every refuel.
Ensures cost-savings through proper use of the vehicle through the timely report of vehicle faults and next service mileages, correct tyres pressure, and proper use of the 4-wheel drive.
Provides inputs to the preparation of the vehicle maintenance plans and reports.
Maintains accurate vehicle maintenance plans and keeps the project vehicles always clean and in good running condition.
Ensures availability of all the required documents/supplies including vehicle insurance, vehicle registration book, vehicle logs, office directory, map of the city/country, first aid kit, and necessary tools in the assigned vehicle.
Keeps track of insurance, road tax, and certificate of fitness.
Follows the ICAP SOPs in case a motor vehicle accident occurs.
Performs other tasks as assigned by the supervisor.

EDUCATION

Full grade 12 certificate
Certificate/Diploma in Mechanics, Valid (Manual) driver’s license, class B and above.

EXPERIENCE, SKILLS & MINIMUM REQUIRED QUALIFICATIONS

Full grade 12 certificate
Certificate/Diploma in Mechanics, valid manual driver’s license.
Certificate in Defensive Driving will be an added advantage.
Minimum of five (5) years’ work experience.
Good communication skills
Basic computer skills

PREFERRED QUALIFICATIONS

Certificate/Diploma in Mechanics, Valid driver’s license

TRAVEL REQUIREMENTS

Requires domestic travel of a minimum of 50-80% of the time

6. JOB TITLE:  FLEET CONTROLLER (1)
REPORTS TO: PROCUREMENT AND LOGISTICS OFFICER
LOCATION:  LUSAKA 
POSITION SUMMARY:
Reporting to the Procurement and Logistics Officer, the Fleet Officer is responsible for selecting and maintaining vehicles and other logistical issues of ICAP in Zambia office. This position is grant funded and continuation is subject to availability of funds.
RESPONSIBILITIES:

Oversee assigned vehicle operations and make direct reports on their performance and other operational requirements for ICAP project vehicles
Conduct analysis of vehicle status and make recommendations for timely replacement, including type of vehicles, in order to improve cost-efficiency
Researching parts availability, maintenance, repairs and costing on emergency vehicle breakdowns
Supervise and if necessary undertake the timely repair and servicing of damaged vehicles in order to minimize downtime
Ensure preventive maintenance programs are carried out as per schedule and monitor post repair performance of all vehicles
Obtain and follow up on vehicle licensing, registrations and permits for ICAP vehicles
Direct activities related to dispatching, routing, and tracking vehicles including sample and supplies vehicles
Responsible for logistical ground safety for ICAP teams by making sure all vehicles are fitted with all necessary security alarms and car tracking machines
Plan, organize and manage the deployment of vehicles to ensure that the work is accomplished in a manner consistent with organizational requirements.
Support the Procurement and Logistics Officer in direct investigations to verify and resolve vehicle complaints and breakdowns.
Do and maintain vehicle hiring inspections to make sure all vehicle meet the ICAP requirements
Maintain daily vehicle inspection reports.
Oversee proper use of fuel rations; maintain log and account for fuel and oil usage including monthly fuel reconciliations for all vehicles. Ensuring all fuel reports are accurate and timely.
Work closely with the Procurement and Logistics Officer to oversee and schedule fleet maintenance and repairs with service provider for ICAP vehicles
Develop, maintain and ensure adherence to disciplinary procedures for drivers and coordinate their orientation program.
Support the Procurement and Logistics Officer in inventory management of all office property and equipment/supplies.
Any other duties as assigned

MINIMUM QUALIFICATIONS

Full grade 12 certificate
Minimum of a college Diploma in Fleet Management, Logistics or equivalent

PREFERRED EXPERIENCE AND OTHER SKILLS

Minimum 2 years’ experience in a similar position in an International Organization or a haulage company
Ability to multi-task.
Good time management skills
Goal-oriented, detail-oriented and self-motivated
Adaptable to change and very innovative
Excellent communication and good listening skills
High ethical standards and professionalism.
Ability to make decisions
Capacity to handle a heavy workload and ability to work flexible hours as required.
Flexible, honest and trustworthy and with sound work ethics
Good knowledge of Road Traffic and Safety regulations and requirements.
Attention to detail and high level of accuracy

TRAVEL REQUIREMENTS
Occasional Travel Requirements
APPLICATION INSTRUCTIONS
For submission of applications and full details of the positions, please visit our website.
Qualified residents of Western Province are encouraged to apply for the positions that will be based there, and all suitably qualified candidates should attach their cover letters and a detailed Curriculum Vitae (CV) of not more than 4 pages. Ensure to indicate position being applied for in the subject line and do not attach certificates at this stage.
The closing date for receiving applications is 18th August 2023. Only shortlisted candidates will be contacted.
ICAP is an equal opportunity employer, values inclusion, and a diverse workforce. All qualified applicants will receive equal consideration for employment.