Summary
Overview
Work History
Education
Skills
Websites
Accomplishments
Languages
Geographical Experience
Systems
Associations
References
Certification
Work Availability
Affiliations
Work Preference
Quote
Software
Timeline
Generic

Winfred Kaoma Chifunda

Lusaka

Summary

I am a Global Chartered Financial Accountant and Grant Management Specialist with over a decade's worth of experience in Financial Management, Analysis and Reporting for developmental, quasi government and private business in a broad range of sectors such Public Health, Consulting and information technology. My success has been in the provision of oversight for donor, institutions and business funds impacting effectiveness in business analysis, grant management, financial review, policy advisory and development, capacity building, and stakeholder partnerships management with sound accountability and reporting systems. I am a self-starter and a visionary leader who constantly seeks ways to improve operations and increase efficiencies. I adept at creating robust financial management and governance capabilities to protect organisation cash flows and Investment.

Overview

13
13
years of professional experience
1
1
Certification
2
2
Languages

Work History

Finance and Administration Manager

Prospero Limited
09.2023 - Current
  • Currently managing the finance department and reporting to the Chief Operation Officer
  • This is a senior management role that involves management of £85m grant portfolio
  • The mandate is spread across three sections, Finance representation at board, Oversee all finance and operations of the organisation and Grant management of USAID,EU and FCDO projects manage all budgets and prepare budget to actual reports and cash requests manage administrative procurement
  • Preparation of financial statements for audits and key focal point person for external, internal and donor related audits Participate in the strategic meetings with Senior Management team
  • Supervision of staff within the Finance and Administration Department
  • Liaise with all sector leads to prepare monthly, quarterly, and annual forecasts for submission to FCDO
  • Prepare annual and quarterly interventions and local operations expenses budget
  • Manage the overall accounting and recording of all project transactions
  • Treasury management of the organization
  • Ensure payments are done in accordance with local tax requirements
  • Implementation of efficient Document management of invoices, stakeholder and organisation files Review weekly bank and petty cash reconciliations reports
  • Lead on both external and Internal Audits Ensure compliance with FCDO policies and regulations as outlined in the Finance Manual
  • Financial Reporting Board management and reporting on key financial matters
  • Provide weekly and financial reporting to senior Management
  • Assist in preparation of monthly management reporting to present to Senior Management Team Management of Risk Portfolio in line with donor requirements and regulations Timely reporting to meet FCDO period reporting requirements as provided in the Accountable Grant Agreement
  • Review of payroll prepared by HR officer using sage people and ensure payments to staff are timely
  • Review and approval of timely submission and payment of PAYE, WHT, skills levy and NAPSA payments
  • Administer benefits plans for staff that are compliant with Zambian Labour law
  • Supervise fleet,admin and ICT staff Supervise management office premises (electricity, water, and telephone bills) Supervise maintenance of the office, security, and transport
  • Ensure local contracts for vehicle and equipment’s maintenance are in place
  • Overseeing the management of fuel usage and Trip Logbooks for the client's vehicles Oversee fixed asset management in accordance with the client's policies and regulations
  • Supervise of both finance, human resource and administration staff consisting of eight (8) staff members
  • Finance Management representation on the board and liaise with board on strategic matters of Prospero
  • Oversaw accounts payable and receivable, ensuring timely processing and accurate recordkeeping.
  • Drove operational efficiency within the administration team through continuous process improvement initiatives.
  • Collaborated closely with external auditors during annual reviews, facilitating a smooth audit process each year.
  • Played an integral role in long-term strategic planning efforts, using financial modeling techniques to project future performance accurately.
  • Streamlined administrative processes by implementing new software solutions, improving overall productivity.
  • Ensured timely completion of month-end close activities while maintaining strict adherence to accounting standards.
  • Spearheaded process improvements in the finance department by developing standardized procedures and documentation templates.
  • Managed payroll operations, ensuring accurate calculations and timely disbursements for all employees.
  • Implemented a new expense tracking system to improve transparency and accountability in spending practices.
  • Coordinated with various departments to develop annual budgets, monitoring expenditures throughout the year.
  • Managed financial reporting for accurate decision-making and strategic planning.
  • Optimized cash management strategies to maximize available funds for investment opportunities.
  • Enhanced organizational revenue growth by identifying new business opportunities and providing insightful analysis on potential investments.
  • Prepared comprehensive financial statements for executive review, highlighting key performance indicators.
  • Provided exceptional leadership to the finance team, fostering professional development and individual growth among staff members.
  • Boosted internal controls by conducting risk assessments and implementing appropriate mitigation strategies.
  • Monitored and compiled data and reports to present to leadership.
  • Utilized financial software to prepare consolidated financial statements.

Management Accountant

11.2022 - 10.2023
  • The Management accountant role included
  • Donor reporting and Grant Management Post all Sub grant partner transactions such as disbursements, expenditure, and contract amount in dimensions accounting software
  • Recommend financial reporting and procedure improvement plans to ensure minimal subsequent findings, answer internal Compliance queries relating to donor
  • Prepare Financial reports such as budgets, Variance reports, creditors and debtors aged analysis
  • Supervision and review of cashbooks, and bank reconciliations prepared by cashier
  • Conduct Financial Reporting and Adherence to sub granting to ensure adherence
  • Budget preparation during proposal submission and management of budget during implementation
  • Policy formulation and recommendation Formulate, review and sensitization of finance policies including travel, asset management and vehicle maintenance and manuals such as Sub grant management manual to accommodate donor requirements and the laws of Zambia
  • Formulation business strategy and financing strategy to ensuring business expansion and healthy liquidity
  • Asset Management Update Prospero asset register ensuring accurate number of assets, proper tagging, and cost of assets
  • Physical verification of the location of assets both within Prospero and sub grant organizations Prepare donation documents at the close out of projects for assets handed over to sub grant organization
  • Review stores documentation of delivery of assets at different locations Statutory and regulatory reporting Review statutory returns to the Zambia Revenue Authority (ZRA), Workers Compensation Fund Control Board (WCFCB) and the National Pension Scheme Authority (NAPSA)
  • Focal point between the organization and statutory bodies to address any queries
  • Tax planning by analyzing donor and financial rules ensuring all projects with or without tax exemption approvals are aligned to the BBC MA overall tax strategies
  • Capacity Building Conducting Central Finance training and partner specific mentoring for all for finance staff at sub grant organization on Generally Accepted Accounting Practice (GAAP), British Council and Global Fund grant guidelines and Zambian statutory reporting requirements
  • Providing input into user documentation and training materials and performs trainings for end users and guide other team members on the project to ensure the content is accurate
  • Assisting sub grant organization in development and implementation of finance manuals, policies, and procedures

Project Accountant

Centre For Infectious Disease Research In Zambia
12.2019 - 11.2022
  • The role at CIDRZ was a dual role and involved coordinating the budgeting process, review of business performance and preparing monthly management accounts for the Central Laboratory (US$2.5Mil annual budget)
  • The role required supervise the lab finance team of six
  • The role collaborated with the business unit, by price calculation, financial performance review of laboratory tests and debtors’ management as key deliverable on Treasury
  • Additionally, the role required close working relations with the Chief of party (COP) under LIFE Project to manage a $50million CDC grant
  • The following are my main responsibilities
  • Financial, Management and Donor reporting Preparation and presentation of financial analysis to guide Senior Management and business planning for the laboratory
  • Preparation of Budget redirection and no-cost extensions requests for assigned projects
  • Preparation of the Centre for Disease Control (CDC) cash expenditure analysis report
  • Preparation of the United States Agency for International Development (USAID) Financial reports under the US Agency funded grants and ensured that expenditure is tracked accordingly
  • Improvements and special projects as well as providing technical financial expertise to the projects Supporting and guiding project managers and project administrators in providing accurate and timely financial data to CIDRZ donors according to their various requirements
  • Evaluating and accounting for transactions and events using applicable accounting principles and international Financial Reporting Standards (IFRSs) or other relevant standards Evaluating the appropriateness of the accounting framework based on the CIDRZ laboratory’s financial reporting needs
  • Ensuring the adherence to tax related requirements and compliance with local tax regulations including PAYE income tax, WHT, property transfer tax where applicable Ensuring proper registration, documentation and archiving of relevant financial documents Provides advice and guidance, including training, to Laboratory finance and non-finance staff on budgetary and financial policies and procedures and programme planning
  • Participates in inter-departmental meetings on matters related to resource requirements, programming, business development and budgetary issues
  • Reconcile all general ledger accounts on the laboratory balance sheet
  • Financial Planning and Budget management Leading the development, consolidation, forecasting and periodical review of the organizational and project budgets and funds Coordinates the preparation of the project budgets and budget to actual reports of the laboratory grant portfolio
  • Supporting budget holders in and ensuring compliance with internal and external procedures and regulations; including CIDRZ and donor guidelines regarding the financial administration of donor funded projects
  • Manages and monitors budget implementation and recommends reallocation of funds as necessary
  • Ensuring control, monitoring and execution of all financial related activities in the laboratory Undertakes research and analysis of budgetary policies and procedures, makes recommendations for changes and/or modifications
  • Internal Control and Compliance Conducting internal compliance and control assessments, identifying, and addressing risk areas, implementing measures to minimize the risk of irregularities
  • Coordinating audits and audit procedures and in consultation with the Head Financial System
  • Reviewing and approving all staff advances which are used in the project implementation for accuracy to validate accountability
  • Ensuring compliance with contractual obligations and deliverables in line with all donor regulations, policies, and procedures (USAID, FLEMING FUND, CDC, GAVI) Business and Stock Management Review all laboratory business invoices and ensure billing clerks use correct test prices and distribute the monthly bills on time accompanied by updated statements
  • Prepare weekly debtors’ reports and follow up debt with external clients
  • Conduct due diligence on potential credit clients and determine credit worthiness of the client with cup of the debt allowed
  • Prepare Laboratory management accounts with comments on performance and advise on business strategies to improve or sustain performance
  • Human Resource Management Ensuring that all staff working on the Laboratory operations and grants have valid contracts and effective payroll management charging correct projects
  • Supervise, Mentor, appraise and provide tools to the for Lab finance team
  • Formulate work schedules to ensure all Laboratory cash offices are manned 7 days a week during working hours while ensuring staff are rested
  • Leave planning and training needs assessments, bonus, and promotion recommendations.

Accountant Payables

Centre For Infectious Disease Research In Zambia
05.2016 - 11.2019
  • My first role at CIDRZ included principal bank reconciliation for four months
  • Later elevated to Payables Accountant which involved reconciling and managing the organizations USD 50K multi-currency payables portfolio using the knowledge gained during my bank reconciliation time
  • The role involved, signing off procurement requests and approved procurement prepayment in line with procurement policy
  • As the finance point of contact for Stores and procurement I was tasked with managing risk by following up delivery of prepaid goods and services with stores
  • The payables portfolio included CIDRZ subgrant organizations, I worked closely with grants and contracts department to ensure subs understood donor financial guidelines, submitted financial reports, funds disbursed and expensed accurately and timely
  • This role provided an in depth knowledge of the operations of the organisations and enriched my financial background .The following were my detailed responsibilities: Enforcement of policies, procedures, and internal control systems Reviewing procedure manuals developed by implementing partners, providing recommendations to ensure compliance with practices described in the donors such as CDC, PEPFER, EU, UN, USAid, Bill and Melinda Gates foundation
  • Implementation of handbook and general industry best practices ensuring procedures for payables management, accounting and reporting are in place, adequate and adhered to in implementation of grant activities
  • Ensuring implementing partners have sound, transparent and competitive recruitment processes and that are adhered to in recruitment of staff
  • Financial Management Supporting Head of financial systems in identifying appropriate Accounting Systems/ERP systems for payables and grant management Supporting the project managers in budgeting and forecasting; including execution and monitoring of expenses in comparison to project implementation Ensuring that procurement, stores, and programs are compliant with CIDRZ and donor guidelines on all transactions undertaken, including proper recording and coding of the transactions and maintenance of a secure storing and issuance system
  • Ensuring adherence to grant agreements, internal and external approvals and Authorizations for all activities undertaken
  • Ensuring that the financial reports to the donor are submitted as per reporting timelines indicated in the grant agreements
  • This includes ensuring their accuracy, completeness and compliance with internal control systems and donor requirements
  • Conducting spot checks and daily cash counts on cash office ensuring cash at hand is correct with supporting documentation for disbursements and receipts
  • Ensure all transactions are duly supported by original documentation
  • Perform transaction verification on payments by performing bank reconciliations
  • Collect statements and investigate variances on payables reconciliations
  • Pass necessary adjustments to ledgers Maintain a verifiable document management system for all the invoices , quotations and reconciliations
  • Procurement Management Reviewing key procurement controls, identifying weakness, and making recommendations for corrective action Design of Sub-Recipients procedures for acquisition of goods and services and reinforce controls
  • Sign off all procurement requests in ERP system ensuring correct documentation has been provided both at project requisition and procurement ordering stages
  • Ensure the requisition is in line with the specific activity under the approved budget and work-plan and represents value for money
  • Review and approve advance payments to vendors for compliance with the thresholds and applicable procurement guidelines/policies
  • Checking and verifying payments for goods and services to ascertain that the payments are accompanied by authorized supporting documentation
  • Audit management and quality assurance Liaison between project and non-finance staff in understanding the audit scope and planning Focal point person for all project specific, yellow book and Statutory audits undertaken under LIFE project
  • Supporting the work of external auditors and assurance providers by providing relevant /necessary documentation and information Maintaining a matrix of key audit findings and ensuring closure agreed timelines and no repeat finding in future audits.

Auditor

Acuitas Associates
06.2013 - 05.2016
  • Audit Senior on Galaunia Farms and its subsidiaries which provided experience in Agriculture, food processing and safety sectors
  • Overseeing audit planning, field work and close liaison with senior management throughout the audit
  • Review of working papers for payroll, general ledger balances audited by trainees
  • Liase with the Audit Manager and Partner on the findings and input in the management letter Carry out yearend Inventory counts
  • Review of statutory obligation submission Review of accounting estimates
  • Review of draft financial statements prepared by management
  • Liase with Internal audit manager to assist with the progression of the audit.

Assistant Accountant

Spar Limited Zambia
12.2012 - 03.2013
  • Evaluating and accounting for transactions and events using applicable accounting principles and international Financial Reporting Standards (IFRSs) or other relevant standards Evaluating the appropriateness of the accounting framework based on the Palladium’s financial reporting needs
  • Ensuring the adherence to tax relate requirements and compliance with local tax regulations including PAYE income tax, WHT, property transfer tax where applicable
  • Carrying out reconciliations and managing cash and liquidity levels Ensuring proper registration, documentation and archiving of relevant financial documents Provide advice and guidance, including training, to staff on budgetary and financial policies and procedures and program planning
  • Treasury Management Processing of payments ensured that all payments were in line with the budgets, and fully approved as per financial requirement
  • Preparation of the monthly disbursement requests from Crossroads Store
  • Petty cash review and retirement VAT submission

Audit Trainee

KPMG
07.2011 - 06.2012
  • Audit of payroll information, ledger balances and posted entries Audit bank and cash balances Audit of assets Carry out yearend Inventory counts
  • Review of statutory obligation submission Carry out any other responsibilities and tasks assigned by Audit senior and manager

Education

Zambia Institute of Chartered Accountants (ZICA)

Dominican Convent High School (Zambia)

MBA Finance - Finance

The University Lusaka (Zambia)
04.2022

Bachelor of Business (Honors) in Applied Accounting - Accounting

Technological University of the Shannon (United Kingdom)
11.2017

Skills

  • Team Leader
  • Analytical Thinker
  • Drives Accountability
  • Collaborator/ Team Player
  • Client Oriented
  • Agility
  • Organisation Commitment
  • Integrity

Accomplishments

  • Led the investment appraisal of the expansion plan of CIDRZ laboratory which successfully opened three addition laboratory outlets at UTH-Lusaka, Ndola, and Kitwe
  • Coordinating both project specific under donors such CDC, EU, Gavi, USAid, Bill and Melinda Gates, PEPFER, and statutory audits at CIDRZ for 20016-2022 achieving unqualified audits throughout
  • Successfully mentor, motivate, supervise, and appraise a team of six (6) staff at CIDRZ laboratory consisting Assistant Accountants, Finance Assistants, Cashiers, and Billing Clerk

Languages

English

Geographical Experience

  • Southern Africa
  • Remote (Europe, North America, and Japan)

Systems

  • Sage X3
  • Sage 200
  • SAGE 300
  • Sage people
  • LIS Technidata
  • Xleems
  • Norming
  • Microsoft office (Word, Excel, Power Point and Outlook)
  • Quick books accounting system
  • Pastel Accounting system
  • Sage 300
  • Experienced with other ERP, planning, and forecasting related systems.

Associations

  • Licentiate member – Zambia Institute of Chartered Accountants (ZICA)
  • Advanced Diploma Business and Accounting- Association of Chartered Certified Accountants (ACCA)
  • Certified Accounting Technician(CAT) Association of Chartered Certified Accountants (ACCA)

References

  • Mpande Mwenechanya, +260966953010, Mpande.Mwenechanya@zammsa.co.zm, Director- Operations, Zambia Medicines and Medical Supplies Agency, Plot 6446 Mukwa Road, Industial Area, Lusaka, 10101
  • Kakungu H Mvula, +260964626258, kakungu@gmail.com, Finance Consultant, South Eagle Consulting Limited, Lusaka, 10101
  • Kudakwashe Mucheka, +260977392821, kudakwashe.mucheka@cidrz.org, Head of Financial Systems (Supervisor), Centre for Infectious Disease Research in Zambia (CIDRZ), Kalingalinga clinic ground, Corner Alick Nkhata and Conor Roads, Lusaka, 10101
  • Mr. Joseph Ngulube, 0977457060, acuitas@iconnect.com, Senior Partner, Acuitas Associates, Lusaka

Certification

Certified Accounting Technician(CAT)

Advanced Diploma in Accounting and Business (ACCA)

Work Availability

monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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Affiliations

  • Zambia Institute of Chartered Accountants

Work Preference

Work Type

Full TimePart TimeContract Work

Work Location

RemoteOn-SiteHybrid

Important To Me

Healthcare benefitsPaid sick leaveFlexible work hoursPersonal development programsTeam Building / Company RetreatsWork-life balanceCompany CultureWork from home optionCareer advancement4-day work week

Quote

Every Challenge , is an opportunity to showcase ones self in different strengths.
Winfred Kaoma Chifunda

Software

SAGE 300

SAGE 200

X3

Microsoft EXCEL

Microsoft Powerpoint

Microsoft word

Timeline

Finance and Administration Manager

Prospero Limited
09.2023 - Current

Management Accountant

11.2022 - 10.2023

Project Accountant

Centre For Infectious Disease Research In Zambia
12.2019 - 11.2022

Accountant Payables

Centre For Infectious Disease Research In Zambia
05.2016 - 11.2019

Auditor

Acuitas Associates
06.2013 - 05.2016

Assistant Accountant

Spar Limited Zambia
12.2012 - 03.2013

Audit Trainee

KPMG
07.2011 - 06.2012

Zambia Institute of Chartered Accountants (ZICA)

Dominican Convent High School (Zambia)

MBA Finance - Finance

The University Lusaka (Zambia)

Bachelor of Business (Honors) in Applied Accounting - Accounting

Technological University of the Shannon (United Kingdom)

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Winfred Kaoma Chifunda