MWAPE KALAMBA PHIRI
Lusaka
Summary
Experienced Accountant with more than Seventeen years in financial accounting, financial management, financial analysis, internal controls, organized, and self-motivated. Fosters an environment of teamwork and continued growth and development across all functions. Results-oriented Accountant with broad experience in NGOs, including transparency, and compliance with all external regulations, accounting standards, internal procedures, and policies.
Experienced with financial analysis, strategic planning, and risk management. Utilizes advanced financial modeling and forecasting to support key decision-making processes. Track record of leading cross-functional teams and driving organizational growth.
Overview
20
20
years of professional experience
Work History
Director of Finance and Administration
Heifer Zambia
09.2022 - Current
- Provide financial management and accounting leadership to the Country Office to ensure compliance with policies, donor requirements, and relevant government authorities
- Analyze and present financial reports in an accurate and timely manner; clearly communicate monthly and annual financial statements; collate financial reporting materials for all donor segments, and oversee all financial, project/program, and grants accounting
- Coordinate and lead the annual audit process, Liaison with external auditors and assess any changes necessary in collaboration with HQ
- Oversee and lead the annual budgeting and planning process in conjunction with HQ
- Administer and review all financial plans and budgets; monitor progress and changes and keep senior management at the Country Office abreast of the organization’s financial status
- Manage organizational cash flow and forecasting
- Establish and maintain proactive links with project 'partners' to ensure compliance with established processes and procedures with the highest level of accountability
- Make support visits, audit 'partner' organizations, assess how project funds are utilized, and give advice on how to keep books of accounts
- Supervise the financial and admin staff and provide guidance and training for their work and encourage their professional growth
- Oversee accounts payable, accounts receivable, donations and receipting
- Monitor the cash position of the organization
- Manage and oversee monthly bank reconciliations
- Manage bank transactions including wire transfers, renewal of Certificates of deposits and keeping track of signing authorities
- Implement global policies as per HQ timelines
- Provide support to the Human Resources department
- Ensure proper and accurate accounting and reporting of all grant and donor funds in accordance with the grant/donor requirements, including all project expenses that are allowable and charged correctly
- Ensure that all financial reports (budgets and narrative) at Country and project offices are compiled and forwarded to the country director, HQ, and Program Directors, as needed
- Preparation of new budgets during proposal development and budget monitoring report
- Ensure books of accounts are closed on time
- And ensure donor reports are submitted on due dates as per donor contracts
- Ensure proper cashflow management at the Country office
- Support the Country Director and Advisory Committee on the external landscape with respect to changing government legislation
- Ensure regional project offices receive update and reforecast budgets
- Ensure that donor contracts are adhered to in relation to allowability and allocability of expenses
- Efficient and effective management of all financial functions of the organization and development of risk management plans
- Organize donor records, and ensure internal controls are maintained
- Review, draft, implement and monitor internal controls and financial policies and procedures
- Develop, implement, adhere to and monitor compliance of financial controls to ensure that the organization is protected from risk
- Ensure that all statutory requirements of the organization are met
- Ensure that the organization makes all required government remittances and remits applicable taxes as needed
Finance and Administration Manager
Techno Serve Zambia
10.2014 - 08.2022
- Implement grant tracking/monitoring system, monitoring grant expenditures to identify any irregularities
- Manage payroll and expense reimbursements for local staff
- Ensure grant compliance
- Produce periodic management reports for Senior Staff
- Prepare Cash flow statements and expenditure accounts
- Monitor cashflow and work closely with TechnoServe HQ to manage shortfalls/surpluses
- Work with the Country Director to prepare a project, annual and multi-year budgets
- Analyze variances and explore potential problems with the project budget, collaborating closely with staff to forecast and address any variances
- Responsible for all financial planning, forecasting, budgeting management, and reporting for Techno Serve Zambia
- Prepare financial reports monthly for internal use and for external reports to donors
- Prepare periodic budgetary control statements to determine project financial performance and suggest corrective action, if required
- Preparation of Donor Financial Report
- Process cheques and code expenditures (travel advances, impress, and purchase requisition)
- Participate in internal and external audits by providing auditors with accounting documents as requested and provide explanations for audit queries
- Supervise administration and Finance team members
- Participate in the proposal-making process
- Lead in the audit for the donors
- Supervise in the procurement and spending in the organization
- Maintain working relationships with the donors and partner
Finance Officer
IntraHealth International
07.2013 - 09.2014
- Maintaining banking records
- Preparing timely and accurate financial reports in line with Donor rules and Regulations and Submitting statutory requirements e.g
- (NAPSA and PAYE)
- Maintain and Reconcile Advance registers
- Develop and maintain good public relations with the partners, external suppliers and all service providers to the Zambia country office and supported program in Zambia
- Preparation of payment vouchers and cheques and ensure all journals, payment vouchers, receipts are promptly keyed in/entered into the
- Maintaining the cash book and the petty cash
- Prepare and maintain partner fund transfers/financial reports database/register on regular basis
- Ensure proper filing of Finance related documentation – payment vouchers and journal
- Follow up on cheques confirmations from the regional Office
- Ensure suppliers, service providers, partners and Statutory payment are made on time
- Assist the FSSM in the preparation of the month end checklist
- Assist the FSSM in performing follow-ups of Partner Financial returns
- Undertake other general finance duties as required to facilitate the smooth running of Accounting and Programme Finance activities
- Renewal of motor vehicle insurance
- Maintenance of office plant and equipment
- Maintain and regularly update the fixed assets register
- Planning both local and international travels for staff & visitors
- Booking and Confirming flight details
- Assistant in the Procurement of supplies for UCO and partners
- Initial liaison with customs and clearing agents in respect of incoming purchases
- Coordination of renewals of business licenses, vehicles’ insurance policy, fire safety & service agreements for office equipment and coordination of lease agreement renewals for the office
- Perform any other duty as assigned by the line manager or country representative
Senior Project Accountant
Management Systems International/Local Partner
07.2011 - 05.2013
- Produce timely & accurate financial reports
- File photocopies of all vouchers and the signed hard copy of the accounts, and remit originals to MSI Washington by courier monthly
- Prepare, on the basis of each monthly account, projections for the following month and a request for additional funding
- Maintain electronic files of all vouchers submitted to MSI/Washington
- Ensure that MSI/LPCB policies and procedures are implemented and are enforced and in compliance with USAID regulations
- Contribute to the development of MSI/LPCB financial policy & procedures
- Ensure that all transactions are adequately documented and that a clear audit trail between the financial reporting system and the underlying data is maintained
- Assist the Finance and Administration Director to ensure that the MSI/LPCB program remains compliant with Zambian financial reporting requirements
- Assist the Finance and Administration Director with audit requirements
- Review for correctness all LPCB advance requests
- Manage LPCB advance register
Project Accountant
CRS (Aids Relief – Institute of Human Virology)
10.2008 - 07.2011
- Managing Two grants and maintaining banking records for two grants
- Preparing timely and accurate financial reports in line with USAID rule and regulations
- Making sure the accounting system is up to date and reconciliation of bank reconciliations (Cash book)
- To provide guidance to the country program manager and other things assigned
- To ensure that project cash flow (income, expenditure and funds transfer) are managed in a timely and accurate manner
- Managing budgets and costs
- Making day to day accounting transactions (writing cheques, going to the bank and reviewing other documents coming for payment)
- Co-ordinate with the procurement officer, Logistics Officer, and Training Co-ordinator
- Facilitate Internal and external audit process in relation to expenditure and financial risks
- Administers and maintains assigned accounts to verify accuracy of transactions and uniform application of policies, procedures, and acceptable standards
- Receives, analyzes, adjusts, and prepares various internal/external financial ledgers, schedules, exhibits and summaries along with any assigned databases utilized for financial reporting
- Monthly expenditure reports to be submitted to Baltimore, Headquarters office
- Implementation of wire transfer
- Guide the program manager in budgeting, review draft budgets and advice accordingly
- Produce timely Financial Reports
- Ensure that expense support documentations submitted are valid
- Making sure that all bank transactions are done on time
- Handling of petty cash and making sure payments are done on time
- Assist clinical team in financial management of trip requests and liquidation
Accountant Assistant
World Vision Zambia – Vision Fund (Formally Harmos Micro Enterprise Development Project)
06.2005 - 09.2008
- To draw up monthly budgets and cash flow cast to assist management in planning and decision making
- To maintain up to date daily cash book balances of all bank accounts held to aid in daily operational decision making
- To prepare monthly Bank Reconciliation Statements for Management information
- Provide Finance Officer with summary Management information on a regular basis
- To post entries in the sun system of accounting daily and to ensure safe and efficient filing of all accounting documents
- Prepare bank letters and other bank debit /credit advice
- To maintain an updated receivable / payable account, staff debtors Account and Advances
- To prepare JVs and respective adjustments on the accounting system
- Consolidation of Financial and reports with input from operations department
- Reconciliation of account listing
- Ensure Internal controls are adhered to and ensure the inventory is updated
- Prepare sub-ledger reports
- To input and verify transaction data on sun system and reconcile monthly loan disbursement report on sun system
- Verify cash disbursement vouchers and verify all documents being passed for payments
- Maintain outstanding loan disbursement and expense pending list to assist management planning and decision making
- To ensure statutory taxes are paid on time and provide a tax analysis schedule/ report to management
- Maintain an up-to-date fixed asset Register
- Prepare for the year end audit and provide necessary information and schedule
- To supervise Accounts Assistant and accounting clerks
Education
MBA - Accounting and Finance
University of Zambia
CA Advanced Diploma -
Zica Program
Licentiate Level -
Zica Program
Technician Level -
Zica Program
CA Advisory Professional -
Zica Program
02.2025
Skills
- Strong Analytical Skills
- Good communications Skills
- Good negotiation Skills
- Ability to work Independently
- Problem-solving Skill
- Attention to details
- Interpersonal Skills
Proficiency
- QuickBooks Accounting package
- Navision Accounting Package
- Sun system Accounting Package
- Agresso Accounting Package
- Dove Payroll Package
- Belina payroll Package
- Macro pay Package
Key Qualifications
- Proven leadership skills with the ability to direct the financial operations of the organization for more than 10 years.
- Ability to exercise good judgment, quick and excellent decisions in setting priorities.
- Outstanding knowledge of non-governmental accounting practices and procedures, fund accounting, and grant management.
- Ability to achieve a strong grasp of the operations of various departments within the organization in a short time.
- Outstanding communication, presentation, and interpersonal skills.
- Comprehensive knowledge and understanding of all financial processes including hands-on experience in the use of QuickBooks, Pastel, and Sun systems, Navision, Agresso, Dove payroll systems, Belina Payroll system, and Macro Payroll system.
- Maintenance of accurate financial records and ability to prepare clear and accurate reports for informational, auditing, and operational use.
- Ability to analyze and interpret complex financial data.
- Highly motivated and self-starter.
- Ability to work with minimum supervision and maintain confidentiality.
- Ability to contribute effectively during the proposal process and budget proposals.
- Ability to prepare an annual budget for the country office.
Training
- Zica- International Public Sector Accounting Standards (IPSAS)
- Inside NGO – USAID Rules and Regulations - Grants and Cooperative Agreements
Affiliations
- Institute of Director Zambia
- Zambia Institute of Chartered Accountants
Timeline
Director of Finance and Administration
Heifer Zambia
09.2022 - Current
Finance and Administration Manager
Techno Serve Zambia
10.2014 - 08.2022
Finance Officer
IntraHealth International
07.2013 - 09.2014
Senior Project Accountant
Management Systems International/Local Partner
07.2011 - 05.2013
Project Accountant
CRS (Aids Relief – Institute of Human Virology)
10.2008 - 07.2011
Accountant Assistant
World Vision Zambia – Vision Fund (Formally Harmos Micro Enterprise Development Project)
06.2005 - 09.2008
CA Advanced Diploma -
Zica Program
Licentiate Level -
Zica Program
Technician Level -
Zica Program
CA Advisory Professional -
Zica Program
MBA - Accounting and Finance
University of Zambia
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