Finance and Administration Officer

Job description

ARCHIE HINCHCLIFFE DISABILITY INTERVENTION

AHDI is a registered non- governmental organization empowering children with cerebral palsy and other allied conditions. ADHI focuses on empowering these children through inclusive education, healthcare and support services by offering physiotherapy. home based education, training for parents and caregivers and advocating for disability rights.

JOB DESCRIPTIONS

Job Title:                  Finance and Administration Officer

Programme:             Archie Hinchcliffe Disability Intervention

Base:                          Lusaka

Reports:                    Finance and Administration Manager

Responsible for: Logistics Officer and Office Assistant

Key contacts: Internal Archie Hinchcliffe Disability Intervention Team Communities, NGOs and other agencies and Government

Purpose of the Job

To ensure the smooth provision of centralized and bookkeeping services to Archie Hinchcliffe Disability Intervention (AHDI).

Overall Objectives

1.    To record every financial transaction and preserve an ‘audit trail’.

2.    To ensure that all financial documents are properly filed, and all procedures properly followed.

3.    To maintain consistency with international accounting standards.

4.    To ensure that all books are updated weekly and filed in all the proper books as the transactions happen.

5.    To facilitate the establishment and maintenance of good internal and external working relations for efficiency communication and smooth flow of information among AHDI staff and with its partners and member of the public.

6.    To comply with regulatory requirements such as NAPSA, ZRA, Workers Compensation Board.

7.    To assist in preparation of periodic monthly, quarterly, six months and Annual Administrative reports

8.    Ensure staff appraisal are conducted when due by the Executive Director.

Structure

The Finance and Administrative Officer reports to the Finance and Administration Manager. Will line manage the Logistics Officer and Office Assistant, conducting their annual appraisals, assessing their training and development needs.

KEY RESULT AREAS

Make payments and receive funds in accordance with the finance procedure:

1.    Collect and examine supporting documents

2.    Ensure that documents and signatures are valid

3.    Prepare payment vouchers and receipt vouchers

4.    Maintain float, loan and salary advance registers

5.    Prepare monthly payroll

6.    Prepare payment orders and ensure that they are properly delivered

7.    Record all transactions, on manual / computer systems as appropriate

Manage the petty cash

8.    Ensure that periodic reports are compiled on time and kept well

9.    Ensure that supporting documents / signatures are valid

10. Prepare petty cash vouchers

11. Be responsible for petty cash held in the office

12. Prepare petty cash form and request additional cash as necessary

Accounting records

13. Ensure that all accounts records are filed in an orderly manner.

Other

14. To monitor staff, use of vehicles, photocopier and phone

15. To monitor the usage of stationery and consumables

16. To assist in the production of financial reports (Variance Reports, Quarterly Financial Reports).

17. Undertake any other duties that may be requested by the Finance and Administrative Manager.

18. To safeguard organization assets, through ensuring adherence to internal controls

19. Ensure that AHDI health and Safety standards are monitored and maintained (first aid boxes, fire extinguishers in the office and vehicles).

20. Computation of staff leave days

21. Facilitate the contracts with service providers of the computers and office equipment.

22. Facilitate the renewal of the insurance premium for assets and staff when they fall due with the insurance firm.

PERSON SPECIFICATION

Training and Education

·      CA Application Advanced Diploma in Accountancy

Experience

Four years proven background in financial management of Development Programmes / reputable entity, with ability to manage multi donor budgets.

Skills and Abilities

·      Proven ability to collaborate well and to deliver work in a timely manner.

·      In depth knowledge of accounts and comprehensive understanding of financial management 

·      Possession of report writing and situational analysis skills with demonstrated experience in preparation of books of accounts, financial reports and budget variance analysis.

·      Ability to work with minimum supervision and be confident in dealing with various stakeholders and staff of AHDI. The person must be flexible and be prepared to work the necessary number of hours in order to get the job done. Other skills and abilities include the following: –

Desirable

In depth understanding or personal experience of disability (appropriately qualified persons with disabilities especially women are encouraged to apply).

Communication

Communication skills to include the effective management of training programmes, documentation on a regular basis and written monitoring and progress report as required.

Computing

Computer literacy is an important feature of all AHDI staff, and it is incumbent on all senior staff to become familiar with software used by AHDI. Software packages in operations are: –

·      Windows 10

·      Word processing – Microsoft word 

·      Spread sheets – Excel is a must to know

·      Accounting software package – Xero

NOTE: Send your Cover letter and CV only to ahdizambia@gmail.com by 2nd December 2025.