Finance and Administration Assistant

Job description

SAfAIDS Zambia Finance and Administration Assistant (FAA) Advert

Position: Finance and Administration Assistant (FAA)

Placement: SAfAIDS Zambia Country Office, Lusaka, Zambia

Background:

SAfAIDS is a regional non-partisan and non-profit civil society organization; whose Strategy Towards
Agenda 2030 (2021-2025) commits to a Vision of an Africa where all people enjoy universal sexual
and reproductive health and rights (SRHR), inclusion and viable livelihoods; free from disease or
poverty, and contributing to their human and social development. We are looking for a quality
conscious, agile, results focused, systematic planner, problem solver, risk mitigator, efficient and
multiple assignments skilled Finance and Administration Assistant (FAA) for our Zambia Country
Office based in Lusaka. The Finance and Administration Assistant is responsible for supporting
Finance, Administration, Human Resources and Procurement activities in the SAfAIDS Zambia
Country Office, and works directly with the Finance and Administration Officer. In liaison with the
Finance and Administration Officer (FAO), she/he/they will ensure all financial data is captured into
Pastel accurately and that all financial documents are properly filed. She/He/They enable payments
and disbursements whilst ensuring that expenditure is done in line with approved budgets and that all
supporting documents are attached. In addition, the FAA supports the management of the Country
Office’s debtors and creditors, petty cash maintenance, payment of per diems, contingencies and
checking liquidations for both staff and partners. Furthermore, she/he/they oversee administrative
functions of the Country Office (CO), which include managing smooth and efficient office running,
transport, events and meetings; and support to human resources functions. They ensure compliance
to human resources, procurement and administration policies by staff and partners; and effect grant
management practices.

In liaison with the FAO, she/he/they ensure timely and correct reporting against grant agreements,
and provide Finance and Support Services (FSS) related mentoring and compliance guidance to staff
and partners at inception meetings, during programme implementation and conduct quarterly
compliance checks. They also support the Finance and Administration Officer in the preparation of
management accounts on a monthly basis for internal and external reporting including availing and
verification of all liquidations documents to ensure that accurate and timely management accounting
information is presented to Senior Management for effective monitoring, decision making and
controls. She/He/They create and maintains copies of all financial records, scan all payment records
for e-filing.

Requirements:

The ideal candidate should have the following qualifications and experience:

Minimum qualification is a relevant University degree in Finance, Accounting/ Business
Administration. ACCA/CMA/ZIHRM accreditation is an added advantage.
Minimum of 2-4 years relevant experience in civil society organisations including NGOs, development partners and UN agencies specializing in cash and bank reconciliations, finance and grant management, budget and asset monitoring, management accounts, administration support, procurement, human resources and financial audits.
Advanced computer literacy skills including Ms Excel, Pastel and data analytics.
Multi-tasking, crisis management and risk reduction.
Strong written and verbal communications skills.

SAfAIDS is committed to equality in all our work. Gender Equality, Social Inclusion and Diversity is
core to our internal and external work. Internally, this enriches the ideas, perspectives and competencies, for fulfilling our commitment to serving diverse populations across the SADC region. Our Fit-For-urpose employee recruitment and consultant engagement approach; welcomes applicants who identify as PLHIV, persons with disability, non-binary persons, and all sexual orientations and gender identities.

Application Requirements and Deadline:

Application packages must be submitted via email; including (i) One-page motivational letter, (ii)
Curriculum vitae, which includes contact details for at least 3 referees, (iii) information on current
salary and benefits. Applications must be in English, and emailed with subject: Application – SAfAIDS
Zambia Finance and Administration Assistant; to recruitments@safaids.net and
safaidszambia@safaids.net by 23rd March 2025.

Only short-listed candidates will be contacted.