Finance & Administration Associate

Job description

Finance & Administration Associate (Lusaka)

About Fresh Life

Fresh Life is an award-winning social venture based in Nairobi, Kenya. We undertake two exciting lines of work:

We provide safe, sustainable sanitation services to residents living in urban informal settlements of Nairobi, Kisumu, Eldoret and Lusaka using end-to-end non-sewered sanitation solutions. Watch here!
We partner with cities to develop and deliver safe sanitation and waste management for urban residents. Using a systematic methodology, we match cities’ sanitation and waste management needs with technology and service delivery models, and then offer clear guidance on the steps that governments, funders, service providers and technology developers can take to develop and implement integrated service delivery systems.

About the role

We are seeking a dynamic and detail-oriented Finance & Administration Officer to join our Zambia team. In this role, you will play a key part in driving financial integrity and operational efficiency across our Zambia operations.

Working closely with our Kenya Finance team, you will be responsible for supporting budget preparation and monitoring, ensuring compliance with internal financial policies and donor regulations. Your role will span cash and asset management, data entry in Odoo, procurement and inventory management, statutory compliance, and logistical coordination.

You will also provide financial insights to support effective project implementation, while overseeing record-keeping, IT support coordination, and other operational functions as needed.

If you are passionate about finance, thrive in a fast-paced environment, and are eager to contribute to meaningful work, we would love to hear from you!

Duties and Responsibilities

Authorization & Documentation:
Ensure all petty cash and float disbursements are properly authorized and fully supported by documentation. Work closely with operational teams to confirm all expenses comply with accounting policies. Follow up with procurement teams on prepaid accounts for bill creation.
Payments & Billing:
Prepare payment files for bank uploads and process vendor bills with proper invoices, ETRs, and contracts. Record daily cash transactions, ensuring receipts are matched for accurate accounts receivable (AR) records. Issue customer invoices in coordination with Customer Support/Sales teams and generate ETRs per tax policy.
Reconciliation & Reporting:
Review petty cash accounts weekly, follow up on missing receipts, and support reconciliations. Reconcile revenue-related trial balances and prepare reports, including revenue analysis and toilet register updates. Align Odoo records with Airtel Money sales and support audits with reconciliations and schedules.
Process Improvement:
Identify and address root causes of recurring issues, recommend preventive solutions, and regularly update work instructions. Propose improvements to finance forms and documentation processes.
Tax & Compliance:
Maintain and reconcile tax ledgers in the accounting system and Zambia Tax Online. Prepare and file statutory returns (ZRA, NAPSA, NHIMA, Workers Compensation) on time. Support the Sales team in gathering documentation for collections and ensure all regulatory registrations remain current.
Procurement, Inventory & Asset Management:
Maintain the fixed asset register and oversee stock control updates. Support procurement processes by ensuring accurate documentation and inventory tracking. Handle additional finance and administrative duties as assigned.

Qualifications

Bachelor’s degree in Accounting, Finance, or a related field.
Minimum of 3 years of relevant experience, preferably within the NGO or development sector.
Strong experience in using financial and ERP systems, including Odoo and comparable accounting software.
Strong working knowledge of Microsoft Office Suite and Google Workspace (G Suite).
Mandatory active membership with the Zambia Institute of Chartered Accountants (ZICA).

Job Location

Lusaka

Application Deadline

13th July 2025

CVs will be evaluated on an ongoing basis until the position is filled. Therefore, the opportunity may close without prior notice. We encourage interested candidates to apply promptly.

Kindly share your Cover Letter and CV via email to:  talent@fresh-life.org

Do you have a question about how to apply for a job at Sanergy or our recruitment process? Explore our frequently asked questions here to find out.

Fresh Life is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender, gender identity or expression. All qualified persons are encouraged to apply.

NOTE TO APPLICANTS

FRESH LIFE DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). WE DO NOT ASK FOR INFORMATION PERTAINING TO YOUR BANK ACCOUNT DETAILS AND ANY OTHER PERSONAL INFORMATION OUTSIDE THE RECRUITMENT PROCESS.