Financial Reporting Management

CURRICULUM VITAE

Ms. Mazvitai Mateura

**** ******* ***** *.*. Mabelreign, Harare, Zimbabwe

Gender: Female

D.O.B 04 May 1973

Mobile: +263-***-***-***

********.*******@****.***

**************@*****.***

Career Highlights:

12 years effective coordinating of collaborative interagency Common Services (CS), including signing of interagency MOUs for Common Premises, MOUs for Common Services and SLAs, including amendments.

Effective coordinating budgeting and financial reporting of 23 UN agencies, managing cost recovery with 3 successive satisfactory audits.

Chairing CASP WG, coordinating OMT Working Groups in BOS, CBO and Common Premises, writing position papers for UNCT, OMT Secretariat

Managing CS daily operations and preparation and implementation of CS workplans

Managing 56 Common Services contracts, supporting performance of Coordinating all Common Services Satisfaction surveys for 5 OMT working groups, receiving feedback on common services and engaging service providers

.

PROFILE

I have 25 years of experience working in international development agencies including, the UNDP, the UNFPA, Action Aid International Zimbabwe, as well as Catholic Relief Services. I am currently working for UNDP Zimbabwe on the Common Services Unit, as Common Services Associate, heading the departments of Admin and Finance. I provide effective support to management of the CO programme, administrating budgets, and functioning of the optimal cost-recovery system. I am a finance, administrative and logistics specialist with significant experience of grants management, administration, and financial management strategies. I have extensive experience in conducting spot checks as well as maintaining awareness of Implementing Partner’s financial management practices and internal controls. I also do financial verifications to determine if project funds are used for intended purposes. I check accuracy of IP’s reporting on use of funds, to ensure that the presented expenditures were true and fair.I am a highly qualified proactive achiever, results driven and have strong interpersonal, organisational and communication skills, with exceptional financial management skills that include budget preparation and financial reporting, staff supervision, capacity building, technical service provision and organisational development. I have extensive knowledge of United Nations auditing, financial, administrative, and human resources rules and procedures. I am an energetic self-starter, with a talent for analysing problems, developing and simplifying procedures, and finding innovative solutions; with a proven ability to motivate and work effectively with teams, staff, management and organization boards.

PROFESSIONAL DETAILS

1. Master of Business Administration

2. Post-graduate Diploma in Management for Executives

3. Higher National Diploma in Accountancy

4. National Diploma in Accountancy

COMPUTER APPLICATION PACKAGES

Windows 7; Office 2013: Excel, Word, PowerPoint, Access; Internet, E-mail

SPPS

ATLAS

QUANTUM

Sun Systems

Summary of Achievements

As Head of Finance and Admin in the Common Services Unit, I supervise all Common Services staff and am responsible for administering Unit's HR as well as the strategic planning and budget preparation and implementation. I work closely with auditors, following up on compliance issues. I am a good team player with very good communication and organizational skills as my work requires multitasking. I currently manage 56 Common Services contracts. I support performance of management of all Common Services contracts, coordinating Satisfaction surveys for 5 OMT working groups, receiving feedback on common services and engaging service providers. I sit on all evaluations for Common Services contracts and ensure the inclusion of Gender Profile requirements in Technical Evaluation criteria as part of Gender Responsive and Disability Inclusion Procurement requirement. I review the Country Office Finance Manual regularly, and draft and review the implementing partner organizations’ finance and accounting manual. I have extensive experience in institutional strengthening and staff capacity building in the provision of training in Finance and Admin advisory services. I have experience in handling audits and managing risks of grant-funded programmes. In the recently completed 2023 CO Audit the CS Unit was commended in 2 areas of financial reporting and MOUs that I manage. I work with Programme staff and Implementing Partners in grants management, from pre-award, award and post award stages. I am responsible for cost recoveries and billing system of the CLINIC, UNDSS and Common Services Section. As chairperson of the OMT CASP WG, I perform data analysis, advising OMT, coordinating and collaborating with the 23 UN Agencies in Zimbabwe. My work has resulted in huge cost savings for UNCT in Zimbabwe. I provide technical guidance and support to 23 UN Agencies in Zimbabwe in the efficient management of their financial resources, as well as strengthening administrative management services, internal control and risk management systems. I prepare office SOPs enhancing effectiveness and efficiency for the UNCT. I oversee processes to monitor and analyse cost-sharing contributions, doing budget revisions for the 23 agencies that I manage.

As Head of Finance and Admin of the Common Services Unit since 2012, I have put in place cost saving mechanisms that have resulted in huge cost savings for the Common Services and Premises agencies including the entire UN agencies in Zimbabwe. I recommended to the UNDSS that the security guards monitoring the Common Premises be reduced and increase CCTV surveillance. This was taken and resulted in cost savings of $150,000.00 for the contract. I have facilitated and took the lead in importing duty free fuel for all the UN agencies in Zimbabwe. This has resulted in over $500,000.00 US dollar savings yearly. I have negotiated for discounts for contracts as well as ensuring that quality is monitored and maintained. I have managed to monitor the quality of all the Common Services contracts that I manage through carrying out mid- term and end of term performance evaluations of all the contracts that I manage. Over the past 10 years, Common Services unit has been audited with no issues in the area of contract management. I have timely submitted annual returns to different bodies. I take a lead in the preparation of budgets and over the past 10 years I have timely presented monthly and biannual financial reports to the 23 UN agencies. I have also timely submitted certification of Common Services reports to HQ annually. I am an effective team leader as I have managed to coordinate my staff members in my unit to be motivated. I introduced the idea of celebrating birthdays and sharing bereavement in the unit.

I have ensured that contracts are in place in accordance with the UN policies and procedures for all the services that we are using. When the unit was put up in January 2012 there were no valid contracts in place and it was an audit issue with auditors. I coordinated the competitive processes to be carried out for the services that needed contracts and now 56 Common Services contracts are valid and in place.

I successfully coordinated with the HQ to fill up space that had fallen vacant in the Common Premises when 2 agencies pulled out. Working with the HQ and local UNDSS I managed to engage 2 international NGOs to fill up the vacant space. This resulted in cost savings and avoidance to existing agencies.

I recently coordinated the training of all OMT members in Protocol and Diplomacy. I did this with the Ministry of Foreign Affairs. The training was successful and OMT members rated the organizing of the training to be very high.

I have recently also taken the lead in training OMT members in Strategic Operations Framework after receiving training in Business Operations Strategy in Thailand. As an individual I have received an outstanding performance rating from my supervisors.

When I worked as Administrative Assistant at UNFPA, as the HR focal point of the office I demonstrated that I can work well under pressure, achieving quality results as the office was audited in 2011. Two of the issues that the auditors commended the office on were direct outputs from my desk. These areas were on MORSS compliance and coordinating mandatory trainings for 45 staff members in the office.

I also successfully coordinated recruitment of 16 staff members in UNFPA, drafting and placing adverts as well as coordinating with the HQ up to final placement of identified candidates. All the recruitments were approved and the candidates stayed put in employment.

As the Finance and Amin Officer at Action-Aid international Zimbabwe, I successfully managed the EU Livelihoods grant, carrying out micro assessments on the EU partners operating in 12 Districts. Action AID was audited on the EU Livelihoods project and was commissioned as compliant to the EU grants management.

EXPERIENCE AND ACHIEVEMENTS

United Nations Development Programme (Common Services Associate)

January 2012-Current

Duties and Responsibilities

FINANCE

I provide effective support to management of the CO programme, administration of budgets, and functioning of the optimal cost-recovery system. I also ensure effective budgeting of the UN Common Services Activities. I lead the preparation of the yearly Common Services Budget in close collaboration with other units/offices involved in common services activities such as UNDSS, the UN Clinic, and the CS IT to ensure that all costs are reflected in the yearly budget. I work in close collaboration with the UN Working Group on Common Premises for approval of the budget by OMT and UNCT. I ensure effective management of CPA financial resources, focusing on monitoring the Common Premises expenditure, requests, issuance of Purchase Orders, certify and approve payments, supervision of the Common Services procurement, follow-up on Common Premises Contributions, and convening inter-agency committee meetings. I track and report on monthly expenditure status to Common Services Agencies. I head the Common Services Unit-Finance and Admin Unit, supervising a 7-member unit staff complement, overseeing unit staff performance, managing staff leave, salaries and other staff benefits.

ADMIN and LOGISTICS

I manage the Common Premises with 23 UN agencies and coordinate the Common Services for all the UN agencies in Zimbabwe. I am responsible for implementation of UN Common Premises Activities. I ensure that contracts are established for maintenance and services, and I manage the contracts to ensure that that the terms and conditions of the contracts are being adhered to. I ensure outsourced works and contractors meet the safety and environmental standards in accordance with applicable national or international regulations. I am responsible for managing renovations and alterations of the UN Common premises office building. Currently I am managing 28 of these contracts. Among these contracts are the Security, Fuel, Travel, Lease, Courier Customs and Clearance. I am responsible for establishing Service Level Agreements for all contracts as well as the SOPs. I manage budget allotments for renovation and infrastructure works, overseeing planning, designing and preparation of specifications for UN Common Premises projects and services. I also coordinate activities for CS Unit staff and contractor’s staff. I am responsible for monitoring performance of all contracts biannually and yearly. I also supervise 16 cleaners under the cleaning contract and 6 gardeners under the maintenance contract. I ensure all agencies have signed Common Premises MOUs as well as Common Services MOUs and interagency Service Level Agreements. I also prepare the Common Services annual workplan, and oversee the implementation of the Procurement plan, monitoring and reporting on these plans. I supervise the recording of Common Services assets, overseeing their acquisition, maintenance and disposal. As a member of the OMT, I actively participate in all the monthly OMT meetings, contributing the administrative and financial expertise to the UN Zimbabwe. I coordinate DSA rates for the country team liaising with ICSC on this.

United Nations Population Fund (Administrative Assistant)

May 2006-December 2011

Key Achievements

I demonstrated that I can work well under pressure, achieving quality results as the office was audited in 2011. Two of the issues that the auditors commended the office on were direct outputs from my desk.

Duties and Responsibilities

As Finance, HR, Logistics and Administrative focal point for the office, I undertook the following multitasked duties:

Finance: Provided technical assistance in financial and grants management. I assisted the Operations Manager in reviewing quarterly and annual FACE forms of implementing partners and provided feedback and inputs, as needed. I undertook field missions, working on compliance and audit implementation issues.

I provide support in UNFPA country office budget reviews and did budget revisions for the office. I prepared yearly office procurement plans based on the approved work plan and submitted them for review. I was responsible for ensuring that Procurement was in accordance with the Procurement work plan. I supported the office in carrying micro assessments as well as monitoring visits for grants, carrying spot checks and audits. I assisted in preparation of office SOPs as well as reviewing partners financial manuals.

Admin, Logistics and HR: I ensured procurement of goods and services for the office: Preparation and maintenance of Institutional contracts, Service Contracts, Consultancy contracts) and submission to CAP committees. I Coordinated with the Ministry of Foreign Affairs, Protocol Department to ensure compliance with imports, registration and de-registration of vehicles and office equipment, ensure processing of visas and accreditation of international staff Asset Management and Inventory maintenance I coordinated trainings for staff as well as implementing partners to capacitate them in areas needing capacity. I coordinated with the UNDSS to ensure MORSS and MOSS compliance, arranging security briefings and security trainings for staff maintenance of office vendor database and undertaking payments processing. I put in place a very good Finance, administrative and HR system and had exceptional recommendations audit in audited areas

My responsibilities as the Admin focal point for UNFPA were multi-tasked. I carried out procurement for the office-(I ensured procurement of goods and services: Preparation and maintenance of Institutional contracts, Service Contracts, Consultancy contracts) and submission to CAP committees. I coordinated with the Ministry of Foreign Affairs, Protocol Department to ensure compliance with imports, registration and de-registration of vehicles and office equipment. I facilitated processing of visas and accreditation of international staff. I undertook asset management and inventory maintenance: tagging of all assets, record keeping of transfers and disposal of assets documentation, carrying out physical inventory of assets and reconciling to asset register.

One of the tasks that I carried out was of fuel management: I liaised with all Implementing Partners in the 72 districts to ensure proper reconciliation of fuel records on a monthly basis. I also managed the office petty cash imprest system. As the Human Resources focal person for the office, I facilitated recruitment, extension and termination of contracts, managed absences, attendance, annual leaves, processed overtime, and advised management on HR procedures in the office. I prepared reports and documents that comply with established UN standards. I also coordinated office trainings for staff. I was also responsible for transport management- thus scheduling of office trips and supervision of office transport management, Supervision of the Cleaner, all Transport Assistants and the Registry Clerk.

I coordinated with the UNDSS to ensure MORSS and MOSS Compliance, arranging security briefings and security trainings for staff.

Management of meeting logistics: I undertook secretarial duties to the Operations department, preparing minutes for meetings. Filing: I managed a records filing system and managed document archiving. As ATLAS Support Buyer: I processed requests for new vendors, reviewing vendor profiles periodically, maintenance of office vendor database; payments processing.

Action Aid International Zimbabwe (Finance and Admin Officer)

2005-2006

Action Aid is an International Non-Governmental Organization aims at eradicating poverty especially among women and children through promotional activities and disaster reactive programs.I managed the EU grant of USD$54million

Duties and Responsibilities

I managed the Finance and logistics of the EU Livelihoods project at ActionAid International. I formulated the programme work plans, budgets, and proposals on implementation arrangements and execution modalities. After carrying out Micro Assessments-appraisal of Implementing Partner’s systems and recommending controls and assisting in setting up systems. I implemented control mechanisms for development projects by monitoring budget preparation and modifications, and budgetary status versus ASL. I worked closely with the Implementing Partners through the life of the project. My responsibilities as I worked with NATPHARM, ZNFPC and the 12 EU partners were to manage the distribution of the EU supplies. I therefore managed warehouse storage as well as distribution of the kits in the 12 districts that we were operating in. As the Officer supervising the Logistics Assistant, I worked with the IT focal point and used IT systems to manage stock levels, delivery times as well as to coordinate and control the order cycle. My other responsibilities included liquidation of employee travel advances, payment of employee travel advances, monitoring of fuel and mileage for staff, assisting the Finance and Admin Manager in formulating financial policies, budgeting, and evaluation of expenditure. I undertook office payments and monthly closure procedures, cash management and controls, bank reconciliations, supervision of petty cash, asset register maintenance, exchange rates reporting to Senior Management, training project staff on administration of grants, payment of project advances to implementing partners and liquidating the advances, reporting to donors on grants on a monthly basis. I provided recommendations/advice on the strengthening of the implementing partner organizations’ financial management, internal control system and risk management. I prepared the closeout EU project report.

Catholic Relief Services (Financial Accountant)

2001-2004

Catholic Relief Services is an International Non-Governmental organization with its headquarters in the United States of America. As Accountant, I managed an annual budget of USD$45million committed to Zimbabwe.

Key Achievements:

This was one area that I recorded notable key achievements in my career. Having been promoted from the post of Assistant Accountant to Accountant in less than 2 years, reporting to the Finance Manager, I worked diligently reporting to HQ on a monthly basis. When I left the organization I had been offered the post of Head of the Treasury Unit but I turned it down for family reasons.

Primary responsibilities

Prepared and analyzed financial year end reports, including balance sheets, income and loss statements, and tax returns.

Ensured accurate and appropriate recording and analysis of revenues and expenses.

Resolved accounting discrepancies and irregularities.

Established and monitored the implementation and maintenance of accounting control procedures.

Compiled and analyzed financial information to prepare entries to accounts, such as general ledger accounts, and documented business transactions.

Analyzed financial information to recommend or develop efficient use of resources and procedures, provided strategic recommendations and maintained solutions to business and financial problems.

Cash flow forecasting, cash management and controls

Preparation and management of budgets

Liquidation of employee travel documents

Maintenance of an effective accounts receivable and payable system

Supervising 6 Accounts Assistants I prepared asset liability and capital account entries by compiling and analyzing account information. I recommended financial actions by analyzing accounting options. I summarized the current financial status for the HQ in New York by collecting information; preparing balance sheet, profit and loss statement, and other reports. As the Accountant at the Head Office in Zimbabwe, I worked with the provincial Accountants, collating data for monthly consolidations. I substantiated financial transactions by auditing documents. I maintained accounting controls by preparing and recommending policies and procedures. I guided 6 accounting clerical staff by coordinating activities. I secured financial information by completing data base backups. I prepared payments by verifying documentation and requesting disbursements. I responded to accounting procedure questions by researching and interpreting accounting policy and regulations. I performed monthly procedures and prepared month-end and yearly financial reports for Headquarters.

Catholic Relief Services (Accounting Assistant) 2000-2001

Key achievement: Promoted to Financial Accountant position in 2 years

Duties and responsibilities

Key achievement: Promoted to Financial Accountant position in 2 years.

I performed accounting and clerical functions to support supervisors, undertaking the following duties:

Preparation and analysis of financial year end reports, including balance sheets, income and loss statements, and tax returns.

Ensured accurate recording and analysis of revenues and expenses.

Resolved accounting discrepancies and irregularities.

Established and monitored the implementation and maintenance of accounting control procedures.

Compiled and analyzed financial information to prepare entries to accounts, such as general ledger accounts, and documented business transactions.

Analyzed financial information to recommend or develop efficient use of resources and procedures, provided strategic recommendations, and maintained solutions to business and financial problems.

Cash flow forecasting, cash management and controls

Preparation and management of budgets

Liquidation of employee travel documents

Maintenance of an effective accounts receivable and payable system

Research, track, and resolve accounting problems.

Record business transactions and key daily worksheets to the general ledger system.

Record charges and refunds.

Support accounting personnel-clerks

Input type vouchers, invoices, cheques, account statements, reports, and other records.

Provide front desk customer service.

File and tally deposits.

Work with adding machines, calculators, databases, and bank accounts.

Match invoices to work orders.

Process bills for payment.

Open mail and match payments to invoices.

Arrange for money to be delivered to bank.

Utilize computer systems to run databases, pay bills and order supplies.

Contact individuals with delinquent accounts.

Ensure customers accept payments or refunds. Payments processing, Petty cash maintenance, Preparation of year-end financial schedules for reports, Preparation of bank reconciliations, Asset register maintenance,

Cash flow forecasting, Creditors reconciliation, Debtors reconciliation

Chitungwiza Municipality (Accounts Clerk) 1997-1999

Duties and responsibilities

General accounts receivable functions

Prepare and submit customer invoices

Code, post and receipt payments

Prepare and coordinate deposit activities

Perform all necessary account, bank and other reconciliations

Monitor customer accounts for non payment and delayed payment

General accounts payable functions

Check, verify and process invoices

Prepare payments for signature

Sort, code and enter accounts payable data

Analyze discrepancies and unpaid invoices

Maintain vendor files

General Payroll functions

Collect, confirm and process timesheets and overtime

Verify taxes and other deductions

Prepare and distribute payroll checks

Track employee vacation and sick time

General support functions

Update, verify and maintain accounting journals and ledgers and other financial records

Assist in month end reporting procedures

Find and use accounting data to resolve accounting problems and discrepancies

Track and audit petty cash

Assist with employee expense reports

Perform filing and general administrative tasks

Liaise with other departments/customers/vendors

Hobbies:

Reading

Travelling

Gardening

REFERENCES:

1.Mr Elliman Jagne

Former UNDP Deputy Resident Representative-Operations Zimbabwe

Arundel Office Park

e-mail: *******.*****@****.***

2.Ms. Rose Noella Baguma

Former UNDP Deputy Resident Representative-Operations Zimbabwe

Arundel Office Park

e-mail: ****.******@****.***

3. Ms. Christine Mendes

Deputy Country Director- WFP Zimbabwe (Current 2022 to 2023 OMT Chairperson)

Arundel Office Park

e-mail: *********.******@***.***

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