Finance and Administrative Officer Zambia Institute of Architects

Job Position: Accounts and Administrative Officer

Job Purpose: To plan, control and organize the accounting functions of the Institute

Job Specification:

The Finance and Administration person will be required to do the following:

Accounting

• Maintaining existing member database and creating new ones.
• Invoicing members and dispatching the invoices
• Receipting any incoming payments
• Banking promptly the received payments
• Preparing debtors schedules for the Treasurer on a monthly basis for decision making
• Sending out statements to members to show what is outstanding every year end
• Processing all approved payments and maintaining records thereto.
• Update Pastel every end of the week
• Preparing remittances for NAPSA, PAYE and physically remitting them before deadline
• Ensuring salaries are paid on time.
• Maintaining proper files for all records

Administrative Duties

• Typing reports and letters when required
• Logistics arrangements for travel outside Lusaka and Zambia for Council Members
• Supervising cleaning of the office
• Calling and organizing meetings and interviews

Any other duties as may be assigned to you from time to time.

Budgeting & Bank Reconciliation

Bank reconciliation on a monthly basis

Preparing monthly budgets for petty cash and any other field cost

Maintaining proper files for all records

Prepare quarterly and annual financial statements i.e. Balance Sheet, Profit and Loss and Cash flow statements

Work with auditors at the end of the year to develop audited end of year accounts.

Qualifications/Skills Required

Grade 12 School Certificate

Bachelor of Accountancy or its equivalent

Professional Qualification such ACCA, CIMA or CA

ZICA Membership and Minimum of 5 years working experience in a similar Position

Knowledge of Pastel Accounting Software

Other Skills and Attributes

Ability to work well under limited supervision.

Previous Experience in a related field will be added advantage;

Self-Driven with Excellent Customer Care Skills;

Exceptional Communication Skills;

Ability to Maintain a Strict Level of Confidence;

Proficiency in Microsoft Office Programs;

Attention to Detail;

Professional Appearance;

Strong Problem Solving Skills and Excellent Organisational Skills;

Highly Motivated and Ability to Prioritize Efficiently;

Ability to Work Alone or As Part of a Team;

Enthusiastic and Reliable;

High Levels of Integrity

Knowledge of Basic Office Management Procedures;

Valid driver license