Finance and Administration officer

Job description

POSITION SUMMARY

Finance and Administration Officer shall be responsible for operationalising the organization’s (i) financial management, (ii) administration and (iii) human resources policies in the Zambia country operation. MINIMUM REQUIREMENTS Bachelor’s Degree in Accounting and a Post-Graduate Professional Qualification e.g. CIMA, ACCA or other comparable qualifications. At least 5 years of working experience, at least 3 of which must be in NGO environment; Demonstrable familiarity and experience with donor regulations; Thorough knowledge of and experience with Pastel Accounting Software and Quick Books; Experience with Human Resources management; Ability to present financial reports (orally and in writing). Be registered with the Zambia Institute of Chartered Accountants (ZICA).

RESPONSIBILITIES

1. Financial management

• Preparing organizational and project budgets for projects and budgetary control, i.e. ensuring expenditure is compliant to budgets,

• Providing financial advice/guidance to the Country Programme team to ensure that activities are implemented optimally and effectively,

• Ensure all financial transactions strictly comply with organization policies and with donor contracts/agreements, guidelines and regulations,

• Training/inducting staff on the organization’s finance, administration and human resources policies, donor contracts/agreements, guidelines and regulations to ensure that their conduct guarantees compliance at all times,

• Prepare for annual external audits and respond to international auditors if required.

• Reporting to the Management on financial, human resources and administration.

2. Accounting

• Cash management; managing Petty Cash and ensuring that all petty cash transactions comply with the organization’s cash management policy,

• Ensure that all financial records are complete, up to date and filed systematically,

• Accurately enter all daily transactions into the books of accounts, using Pastel and produce relevant reports, present these to the board for review and approval,

• Manage bank accounts and prepare periodic reconciliation statements,

• Scrutinize and release all requisitions for authorization by the Finance Manager in accordance with organization’s financial management policies and established approval levels,

• Process payroll, calculate and remit tax and other statutory obligations; ZRA, NAPSA, NHIMA, and complete necessary returns,

• Management of debtors, creditors and reimbursements of employee expenses and ensuring timely payment to all creditors,

• Prepare monthly financial reports of each project for Director, Management Board and Board of Trustees,

• Perform month-end closing and year -end duties such as reconciliations, VAT reconciliations, PAYE returns, inventory lists, etc

• Responsible for procurement activities in accordance with organization’s procurement policy,

• Provide assistance to program staff and project budget preparation.

• Responsible for consolidating all the programs and operational transactions for specific donors, for annual reports and for sharing with relevant stakeholders.

3. Administration & Human Resources

• Manage the country programme operations; logistics, security, IT, records management,

• Ensure registration requirements with various authorities are kept current at all times and files statutory returns and renewals

• Manage leases to make sure they are current and amendments are processed as required,

• Maintain asset registers, conducting regular stock control and update accounting records accordingly,

• Maintain personnel files and payroll administration using Belina Time Systems,

• Ensure all IT equipment is properly functioning, including security of information, backups etc.

• Maintain finance and administration files

• Carry out any other tasks as assigned by the Director.

• Handling labour relations issues of the organization.

Please reply to this e-mail: zambia.recruitment@youngafrica.org Closing date: 30 December 2025