Finance and Administration Assistant (FAA) Advert

Job description

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-Purpose 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 21st March 2025.

Only short-listed candidates will be contacted.