Finance and Operations officer.

Job description

FINANCE & OPERATIONS OFFICER X1

Role Title: Finance and Operations officer,

Location: Ndola, Zambia

Travel: Based in Ndola – with approximately 30% travel to any other

location which forms part of the premises of the organisation or

elsewhere as may reasonably be required by the organisation

Line Manager: Senior Finance Manager, PEAS Zambia

Salary: Competitive   

Purpose and Responsibilities of the Role

The Finance and Operations Officer is responsible for ensuring the integrity, accuracy, and timeliness of PEAS Zambia’s financial management systems. The role provides oversight of financial reporting, budgeting, payroll, procurement controls, and statutory compliance, while strengthening internal controls across the Country Office and supported schools.

The FO acts as the primary control point before final review by the Senior Finance & Grants Manager.

Key Responsibilities

A. Financial Reporting & Control

Review and validate all QuickBooks (QB) postings completed by the Finance & Admin Officer, ensuring:
Correct cost centre allocation
Accurate grant coding
Proper documentation and audit trail
Oversee month-end close process, ensuring completeness of:
Payroll journals
Bank reconciliations
Accruals and prepayments
Prepare accurate and timely Monthly Management Accounts for the Country Office, including:
Budget vs actual analysis
Variance commentary and investigation
Cash flow analysis
Submit reviewed management accounts to the Senior Finance & Grants Manager for consolidation.
Support preparation of:
Quarterly and annual financial reports
Donor financial reports
Year-end schedules

Accountability: Ensure financial records are complete, compliant, and audit-ready at all times.

B. Budgeting, Planning & Forecasting

Lead consolidation of school-level budgets, ensuring:
Standard costing applied
Correct funder codes
Efficient resource allocation
Support mid-year reforecasting and budget revisions.
Update management account templates with approved budgets for tracking.
Monitor expenditure trends and proactively flag risks or overspending.
Support cost allocation between Government Grants, Boarding Fees, and other income streams.

Accountability: Ensure budgets are realistic, well-coded, and actively monitored.

C. Procurement Oversight & Compliance

Ensure procurement processes comply with PEAS Zambia Procurement Policy.
Review procurement documentation for completeness and compliance before payment.
Support procurement planning with School Support teams.
Coordinate procurement for major school and country office assets.
Maintain supplier oversight and ensure adherence to agreed terms.

Accountability: Strengthen procurement discipline and reduce financial risk exposure.

D. Payment Processing & Controls

Review and validate all payment requests against:
Approved budgets
Supporting documentation
Proper authorization
Prepare payment schedules for review and approval.
Process approved payments via online banking platform.
Ensure segregation of duties is maintained.
Maintain accurate payment tracking and filing systems.

Accountability: Ensure payments are accurate, authorized, and compliant.

E. Payroll & Statutory Compliance

Oversee payroll processing ensuring:
Correct employee data
Accurate statutory deductions
Proper grant allocation of payroll costs
Consolidate regional payroll into Country payroll.
Ensure timely remittance of:
PAYE
NAPSA
NHIMA
Any other statutory obligations
Address statutory queries in collaboration with HR.
Ensure payroll records are audit-ready.

Accountability: Zero statutory penalties; accurate and timely payroll.

F. Audit & Risk Management

Lead preparation of audit schedules and reconciliations.
Support implementation of audit recommendations.
Identify control weaknesses and recommend improvements.
Maintain an internal control checklist and risk log.

Accountability: Clean audit with minimal management letter findings.

G. Technical Support & Capacity Building

Provide technical guidance to School Accountants on QB posting and coding.
Conduct periodic financial trainings for:
School Leaders
School Accountants
Finance & Admin Officer
Strengthen financial literacy across departments.

Accountability: Improved financial competence across schools.

KEY PERFORMANCE INDICATORS (KPIs)

Month-end close completed by 5 working days
Zero material audit adjustments
No statutory penalties
Management accounts submitted on time monthly
Budget variance within acceptable tolerance
Improved compliance rate in school financial reviews

QUALIFICATIONS & EXPERIENCE

ACCA / CA Zambia / CIMA ( fully qualified preferred)
Degree in Accounting or Finance
Minimum 8 years progressive finance experience
Experience managing grant-funded projects
Strong QuickBooks or similar accounting system experience
Knowledge of Zambian statutory compliance

CORE COMPETENCIES

Strong analytical and reconciliation skills
High integrity and attention to detail
Ability to challenge and enforce compliance
Strong coordination and communication skills
Planning and organisational ability

Our Commitment

PEAS is committed to ensuring the safety and wellbeing of all children in our programmes and to maintaining high standards of integrity in all our operations. We promote safe recruitment practices, including thorough background checks and safeguarding training. We operate a zero-tolerance policy toward misconduct or corruption.

PEAS is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Female candidates and those from underrepresented backgrounds are strongly encouraged to apply.

How to Apply  

To apply, please complete the following form

–      Finance and Operations officer

uploading your CV as part of the form. The deadline for this application is Tuesday, 10th April 2026, 17:00hrs, CAT. Any questions or issues, please contact zambia.recruitment@peas.org.uk.