CHILOMBO TRACY MUKUMA

• Managed expense tracking and personnel vouchers.
• Prepared cash flow projections, cost analysis and monthly, quarterly and annual reports.
• Oversee all day-to-day financial management of WPAZ including orientation and training on,
  compliance with and implementation of WPAZ policies and procedures organisation wide.
• Ensure compliance with budgets, WPAZ and donor rules and regulations in execution of all transactions
  and contracts.
• Provide leadership in drafting, execution and financial oversight of all contracts, budgets and procurement plans for WPAZ.
• Introducing and instituting improvements and efficiencies to financial processes by enforcing WPAZ SOPs.
• Ensure timely month-end accounting closing procedures are performed and monthly financial reports, expenditure reports and any other reports as requested by the WPAZ team and donors are prepared.
• Monitor preparation and disbursement of payroll, ensure timely remittance of statutory deductions.
• Oversee and sign off on the annual external audit process prior to submitting to EXCO for approval.
• Execute banking processes including payments on the online banking portal, correspondence and bank agency duties.
• Support in monitoring capacity building and mentoring of sub grantees.
• Maintain grant records and documentation: Keep accurate records of all grant applications, awarded grants, reports, and related correspondence.
• Ensure that the organisation complies with grant terms and conditions, as well as any applicable laws and regulations.
• Monitor and report on grant performance: Track the progress of funded projects, including objectives, deliverables, and budgetary concerns.
• Provide regular updates to management and relevant stakeholders
  on the status of grant-funded projects.
• Ensure correct allocation of expenditure to respective donor budgets and budget lines, and ensure expenses reflect the correct status of each grant.
• Support Exco and leadership in developing annual operational plans and organisational budgets.
• Assist with scenario planning and financial forecasting to inform strategic decisions.
• Identify and lead cost-saving or revenue-generating initiatives.

HR and Admin Duties

• Develop and implement HR policies in line with local labour laws and best practices
• Coordinate recruitment processes, onboarding, staff records management, and performance review
  systems.
• Act as HR point of contact for staff grievances, staff welfare, and disciplinary procedures.
• Assist in budget development for funding proposals in collaboration with program teams.
• Provide financial reporting and analysis for concept notes and donor reports.
• Coordinate financial aspects of donor due diligence and project start-up processes.

• Managing day-to-day financial operations in line with DMI practices, ensuring the effective running of the office, and supporting colleagues to ensure programmes are delivered efficiently to generate impact.
• Finance Management
• Ensuring the complete and accurate bookkeeping (in excel) of all DMI Zambia’s transactions and reporting these in a timely manner. This includes accounts payable, accounts receivable, cash accounts, and payroll, with all transactions documented appropriately and relevant accounts reconciled each month.
• Assisting with cash management processes, including setting up payments for approval on the banking portal, having responsibility for the office cash float, and reconciling staff advances for project expenditure.
• Ensuring that DMI Zambia complies with all relevant financial legislation, including ZRA, NHIMA, NAPSA, Workers Compensation, filing financial statements and annual returns.

Admin and project support

• Undertaking administrative and logistics tasks to ensure the effective running of the DMI Zambia office, including sourcing suppliers, procurement, contract drafting, preparation of travel forms, arranging workshops and meetings, maintaining office supplies and services.
• Supporting DMI project delivery, including participating in research and monitoring field trips, note taking, monitoring and analyzing broadcast reports, maintaining databases of contractors and project outputs.

Finance Management

• Manages financial budget, implements ways to improve project revenue, monitors and manages quality of work,
• oversees financial planning of project, maintains payroll records, plans and coordinates administrative procedures and systems, planning staff and resources within business budgets for minimised expenditure,
• Identifying and managing budget, timescale and scope changes, recommending actions and improvements to meet project goals.
• Implementing organisational policies for smooth service delivery, Monitoring project spending and compiled budgets to develop business use cases.

Project management

• Managing project administration, managing production of required deliverables, planning and monitoring project,
• managing project risks, including development of contingency plans, monitoring overall progress and use of resources,
• initiating corrective action where necessary, arrange for travel, meetings and workshops for projects,
• create deadlines for projects, organising travel accommodations for members with air transport and overnight bookings, ensure that project documentation followed internal quality standards,
• engaging with stakeholders to build relationships and awareness.
• Managing contract negotiations between stakeholders, seeking mutually beneficial outcomes, developing and maintaining project timescales,
• providing contingency planning to support timely completion, managing workforce planning, compiling information for informed decision-making,
• leading meetings with both stakeholders and internal teams to facilitate and drive project completion
• providing status updates, acting as single point of contact for stakeholders while building and nurturing professional relationships with wide range of stakeholders.

• Company Overview: (Swedish and Norwegian funded)
• Processing financial requests, expense monitoring and reconciliation,
• processing the monthly payroll using the inhouse payroll system, reconciliation of all expenditures by the coordinators in the regions and ensuring that funds are applied for their intended purposes,
• facilitation of requests for trainings, workshops, meetings and payment of all associated expenses in an efficient and accountable manner in accordance with budget lines,
• ensuring that all allowances and DSA payments for meeting and workshops are done, management and reconciliation of petty cash,
• preparation of all project financial reports bank reconciliations and maintaining updated cashbooks, reconciliations of all project expenditures and preparation of monthly expenditure reports, custodian of all financial documentation filled and recorded in a systematic manner,
• management of the dollar and kwacha accounts and the transfers therein, processing of all ZRA and NAPSA contributions and preparation of all overhead expenditures according to the UNZA regulations,
• preparation of Bi annual expenditure reports in line with the approved budgets for both the Swedish and Norwegian funds, preparation of financial and narrative project reports, preparation and facilitation of annual audits for the project with external auditors,
• facilitation of the procurement of company fixed assets, maintenance of an updated asset register indicating depreciating values on a monthly basis,
• ensuring that Finance Standard Operating Procedures are followed and complied with by all staff, promoted budget adherence through periodic audits.
• Defined and implemented organizational policies, rules and regulations.
• Developed annual budgets and forecasted expenses and revenue. Maintained strict confidentiality through careful and correct storage of case documents, in line with internal policies.