Lucy Nyamutswa

The role: • I am responsible for financial planning, financial management, control, and analysis of the Zimbabwe Country Office; ensuring the efficient and effective use and accountability of financial resources; and the smooth operation of the Finance and administration teams and systems. I provide oversight on the Country Annual budget of CHF 1,7 Million. • I provide Contract Management oversight and assurance on Medecins du Monde’s high risk restricted contracts. I work with staff at country and global level with responsibilities for specific contract delivery. This will include direct accompaniment and support to, and working with others on, donor compliance, donor contract management systems, donor reporting, risk management, key contract performance indicator monitoring, convening of stakeholders and collaborative issue resolution. • I contribute to the reflection on the HR system of the Zimbabwe Country Office and the management of the teams; Ensure the smooth running of national staff recruitment procedures; Develop and propose possible updates to the HR policy in terms of rules, procedures and tools; Participate in updating HR reference documents; Ensure the consistency of the salary scale, conduct its review if necessary; Establish staff employment contracts, renewals and endorsements; Identify training needs and set up a training plan for all employees; maintaining for each staff a paper and electronic file. • I am responsible for sub award management which includes sub award due diligence, contracting, monitoring, performance management, and closure of sub-awards. I provide technical support, guidance, and tools to implementing partners. • I lead the reviewing, and development of agreements (grant, sub-agreements, MoUs & any contractual documents any contractual documents) in close coordination with Programs and Support teams to Grant Close-out tools to implementing partners. • I lead the grant close out process, including the coordination with different stakeholders (Finance, Funding, Programs, Logistics and HR) on various deliverables in line with donor rules and regulations. • I lead the development of budgeting and budget planning processes, including development of internal budgeting guidelines, templates and tools for annual budgeting, grant proposal development and budget modifications. • I support the monitoring of grants’ performance for all donors. Work with budget holders to ensure that key processes and systems are in place to manage grant risk assessments, donor financial compliance and reporting process. Ensuring grant budgets align with Country Master budgets and forecasts. • I prepare regular management and donor financial reports and analysis for the Whole Zimbabwe program that forecast and reflect trends on budget performance and grants financial position. • I facilitate and coordinate both internal and external audits and lead the development and implementation of action plans based on audit recommendations, monitoring progress on achievements. Developing & maintaining an Audit Tracker to address audit findings and follow-up and follow-up implementation of corrective actions to meet both internal and Donor policy guidelines and expectations. • I ensure that all donor contract administration is properly managed including SAGA information systems and records on donor contracts and income data. Ensure compliance to donor contract conditions including timely submissions and providing support for the analysis of donor contracts trends, (financial and contract information for the country programme). • I am responsible for grants administration processes ensuring that all Award information together with related data, is accurately recorded, analyzed, and reported within a results-based management model and in a timely manner for donors and internal purposes. • I support effective Institutional Fundraising and Donor Contract Management. This includes developing and embedding best practice to comply with donor rules, supporting proposal budgeting, tracking income from donors, monitoring donor contract expenditure and providing management information on key risks, contributing to the implementation of improved financial systems and processes to facilitate better donor reporting and compliance. • I contribute to the reflection on the HR system of the Zimbabwe Country Office and the management of the teams; Ensuring the smooth running of national staff recruitment procedures; Developing and propose possible updates to the HR policy in terms of rules, procedures and tools; Participating in updating HR reference documents; Ensuring the consistency of the salary scale, conduct its review if necessary; Establishing staff employment contracts, renewals and endorsements; Identifying training needs and setting up a training plan for all employees; maintaining for each staff a paper and electronic file. • I review payment requests, purchase requests, bid analysis to ensure they comply with both donor procurement guidelines and internal policies, ensuring proper coding and budget limits are adhered to. • I oversee regular update/analysis of the BVAs/Budget performance reports and pipelines. Ensuring monthly review of transactions for accuracy, errors, compliance, and eligibility under grants.

The role: I was responsible for ensuring that the financial and administration aspects of the ECHO funded Project are well managed and aligned with wider organisational processes and systems. I also ensured that grant budgets and financial reports meet high standards of transparency and accountability, as well as supporting the DanChurchAid ECHO funded Project team with other internal financial and administration processes. • I provided oversight on the ECHO Project Annual budget of Euro 4,9 Million. • I lead the due diligence processes of sub grantees, conducting capacity assessments and identifying gaps in financial managements systems and coming up with a capacity building plan for the identified sub-grantees. • I provided direct support to Program Managers on all matters of finance specifically budget preparation, monitoring, control, and reporting with a view to ensuring good financial standards were met. I supported production of the Crisis Modifier budgets during the Covid pandemic. • Risk management - I worked with relevant project staff and partners to ensure that financial risks have been taken into consideration and that mitigation plans were put in place and monitored. • I was responsible with the tracking of staff and overheads recovery from project grants, working closely with the Human Resources Officer and coordinating with all relevant staff to ensure information is kept up to date. • I ensured that all donor contract administration is properly managed in Maconomy and Admind information systems. • I was responsible for the regular update/analysis of the BVAs/Budget performance reports and pipelines. Ensuring monthly review of transactions for accuracy, errors, compliance, and eligibility under grants.

The role: • I provided direct financial oversight on a Project budget of GBP 3,3 Million. • I was responsible for implementing and maintaining Oxfam Gender Pillar Donor Financial Procedures, ensuring effective Financial Management Support to other staff and to Sub-grantees/Partners. • I provided Technical Finance Support/Training to 13 Sub Grantees/Local Partners applying Oxfam’s financial policies and procedures to ensure accountability, cost effectiveness in accordance with Oxfam’s standards and Financial Reporting. • I supported the development of budgeting and budget planning processes, including development of internal budgeting guidelines, templates and tools for annual budgeting, grant proposal development and budget modifications. • I ensured that financial transactions were accurate, accompanied by appropriate, relevant supporting documents and were approved by the Programme Manager or Budget Holder before recording in the books. • l was responsible for leading due diligence processes of sub grantees under the Gender Pillar, conducting financial reviews and monitoring sub grantees performance and capacity building in good financial management systems. • I coordinated Gender Pillar partners’ financial reporting process, including producing financial reporting templates for partners whilst ensuring financial donor compliance - I ensure that Oxfam and partners are complying with relevant donor regulations (such as procurement rules, eligible costs etc.). • I also coordinated 2019 Country internal audit, working closely with Oxfam Global Office, Country Leadership Team, Project Managers, HR and Logistics Teams and and/or other staff and partners. • I was responsible for the formulation of Gender Pillar budgets for funding proposals, working closely with the relevant Oxfam staff and partners and I monitor match funding requirements and needs where relevant. • I was responsible for Gender Pillar grants administration processes ensuring that all Award information together with related data, was accurately recorded, analyzed, and reported within a results-based management model and in a timely manner for donors and internal purposes. This included identifying significant variances against budget and their causes and recommending options for corrective actions. • I lead the Gender Pillar grant close out process through undertaking Contract Reconciliations, including the coordination with different stakeholders (Finance, Funding, Programs, Grants) on various deliverables in line with donor rules and regulations. • I was responsible for the regular update/analysis of the Country BVAs/Budget performance reports and pipelines. Ensuring monthly review of transactions for accuracy, errors, compliance, and eligibility under grants • I was responsible for processing and reviewing payment requests, purchase requests, bid analysis to ensure they comply with both donor and internal policies, proper coding and budget limits are adhered to. • I was responsible for Monthly Reconciliations: Cashbook, Payroll, Stock, Balance sheet, Staff (Aging Analysis); Advances & Fuel, Inter-office transactions and subsequent Budget uploads into Peoplesoft.

The Role: • I was responsible for the regular update/analysis of the BVAs/Budget performance reports and pipelines. Ensuring monthly review of transactions for accuracy, errors, compliance, and eligibility under the USAID Grant. • I was responsible for the preparation of external audit files, developing & maintaining an Audit Tracker to address audit findings and follow-up implementation of corrective actions to meet Donor policy guidelines and expectations. • I supported the monitoring of the USAID grant performance. Work with Team Leaders to ensure that key processes and systems are in place to manage grant risk assessments, donor financial compliance and reporting process. • I participated in the grant close out process through undertaking Contract Reconciliations, including the coordination with different stakeholders (Finance and Programs) on various deliverables in line with donor rules and regulations. • I was responsible for Monthly Reconciliations: Cashbook, Payroll, Stock, Balance sheet, Staff (Aging Analysis); Advances & Fuel, Inter-office transactions and subsequent Budget uploads into Sage Pastel Evolution ERP Package. • I contributed to the preparation of both management and donor financial reporting. I was also responsible for uploading Journals into SAGE Pastel Evolution ERP before posting by the Finance and Operations Manager on the database. • I coordinated processes and communications with all program/department Team Leaders to monitor budget utilization, worked with the Team Leaders to streamline internal processes to deliver more efficient, effective, and more useful reports and analysis. • I was responsible for processing and reviewing payment requests, purchase requests, bid analysis to ensure they comply with both donor and internal policies, proper coding and budget limits are adhered to.

The Role: • I was responsible for all aspects of financial and administration management of the Country Programs, working collaboratively with the Senior Management Team to ensure compliance with JRS internal policies and procedures as well as donor regulations. • I had direct oversight of managing a budget of USD 1,3 million. • I ensured the timely preparation and communication of monthly financial reports for the Country Director, Project Managers, and Donor specific reports, providing meaningful financial information to enable them to manage project and core budgets effectively. This included identifying significant variances against budget and their causes and recommending options for corrective actions. • I ensured an appropriate financial policy was in place to guide the organization’s financial decision making. Administered Grant Management Function; Prepared Management Accounts; Quarterly Donor and Board Reports. Overseeing, the Administrative and Human Resource Function ensuring enhanced proactive and business focused services • I was responsible for grant management, providing oversight and technical support throughout the grants system, including grants compliance support, in close collaboration with Programs, Operations and Finance Teams. • I was responsible for conducting regular field trips to operational and project sites to monitor compliance with financial procedures, review budget progress and assisting in identifying the financial implications of changes in proposed activities and revising budget lines as required. I was responsible for Reconciliations: Cashbook, Payroll, Stock, Balance sheet, Staff (Aging Analysis); Advances & Fuel, Inter-office transactions; Budget uploads into FrontEnd accounting system. • I led the preparation of budgets and budget notes in response to call for proposals, revision of existing budgets (realignment, cost extension, no costs extension) and ensuring all costs are covered. • I was responsible for processing and reviewing payment requests, purchase requests, bid analysis to ensure they comply with both donor and internal policies, proper coding and budget limits are adhered to.

The Role: • I initiated and ensured the transition to full use of the Sage Pastel Evolution ERP Package which then enabled the Integration of Stock Management; Budget Variance Reports; and Invoicing and Payroll Management Functions on a Real Time Basis. Was responsible for System Setup and Design. I ideally set up the Chart of Accounts and subsequent SOPs about the System Interface, Usage and Approvals. • I was responsible for grant management for grants, providing oversight and technical support throughout the grants system, including grants compliance support, in close collaboration with Programs, Operations and Finance Teams. • I reviewed Journal uploads on SAGE Pastel Evolution ERP before posting on the database. • I Conducted regular field trips to operational and project sites to monitor compliance with financial procedures, review budget progress and assisting in identifying the financial implications of changes in proposed activities and revising budget lines as required. I was responsible for Reconciliations: Cashbook, Payroll, Stock, Balance sheet, Staff (Aging Analysis); Advances & Fuel, Inter-office transactions; Budget uploads into SAGE Pastel Evolution ERP • I contributed to the formulation of Organizational Policies and Strategic Plan Frameworks. • I was responsible for Cashbook; Stock Management; Payroll Management and Invoicing on SAGE Pastel Evolution ERP. • Preparation of budgets and budget notes in response to call for proposals, revision of existing budgets (realignment, cost extension, no costs extension) and ensuring all costs are covered. • Timely preparation of donor financial reports and ensuring compliance with donor rules and regulations. • Reviewing of budget spending against spending plans / actual spending and advise Technical Coordinators on spending status. • Actively participating in project cycle meetings and share spending analysis with sector leads and recommendations, and follow-up on action points identified during the grant’s meetings. • Coordination of audit processes, liaising with external auditors and other departments, compiling responses to audit observations.

The Role: • Capturing transactions into Pastel Partner • Supported the preparation of financial reports as per donor requirements. • Processing monthly salaries and ensuring statutory returns were paid on time. • Petty cash management using the imprest system and ensuring that the float is properly managed in accordance with the financial policy. • Attended to the Internal and External auditors’ queries and compiling the audit responses. • Prepared Bank reconciliations, cash reconciliations and physical check of cash balance. • Ensuring compliance with other statutory regulations – (VAT, WHT compliance) • Maintenance of the asset register. • Reviewing payment packages and reconciling supplier invoices and processing payments. • Participated in donor specific budget formulations.