Finance and Administration Officer

Job description

To manage the finance and administrative functions of a chain of Agro and retail pharmacy outlets, ensuring proper financial management, timely banking of sales, effective procurement coordination, strict expense control, and compliance with labour laws. The officer will also support HR operations and ensure efficient office administration in line with company policies and procedures.

Key Responsibilities

1. Financial Management

· Ensure all daily sales from retail outlets are deposited into designated bank accounts without delay.

· Maintain and reconcile petty cash, bank accounts, and payment records.

· Prepare monthly financial reports, including income statements, cash flow summaries, and expense analyses.

· Monitor budget implementation and highlight variances for corrective action.

· Support preparation of year-end financial statements and audits.

2. Procurement and Inventory Coordination

· Oversee procurement of store supplies, equipment, and services following company procedures.

· Verify supplier invoices and ensure timely payment.

· Liaise with pharmacy store managers to anticipate supply needs and avoid stockouts.

· Track inventory and work with operations to implement cost-saving measures.

3. Expense Tracking and Cost Control

· Monitor and categorize company expenditures, ensuring compliance with approved budgets.

· Analyze trends in operational costs and recommend cost-saving strategies.

· Maintain proper documentation of all transactions for accountability and audit purposes.

4. Human Resource Support

· Interpret and apply provisions of the Zambian Labour Laws and ensure compliance across the organization.

· Coordinate staff recruitment, contracts, leave management, and terminations.

· Maintain accurate and confidential employee records (both physical and electronic).

· Oversee payroll administration in coordination with the accounts team.

· Handle employee grievances, disciplinary procedures, and performance documentation.

5. Administration and Compliance

· Ensure all regulatory obligations (e.g., NAPSA, NHIMA, ZRA, PACRA) are met on time.

· Maintain an efficient filing system for administrative and financial documents.

· Ensure that all retail outlets adhere to company SOPs in administration and finance matters.

· Coordinate insurance coverage for stores, vehicles, and other company assets.

· Liaise with external service providers (e.g., landlords, regulators, auditors).

Qualifications & Experience

· Diploma in Accounting , Finance, Business Administration, or a related field.

· Minimum of 1-2 years experience in a similar role, preferably in Agro and retail pharmacy operations.

· Strong working knowledge of Zambian tax and labour laws.

· Experience with accounting software .

· Proficient in Microsoft Office Suite (especially Excel and Word).

Key Competencies

· Strong organizational and analytical skills.

· Excellent interpersonal and communication skills.

· High integrity and attention to detail.

· Ability to work independently and manage multiple priorities.

· Proactive, solution-oriented approach to operational challenges.