Finance and Administration Officer St John Zambia

FINANCE and ADMINISTRATION OFFICER

Reports to: National Coordinator

Job Purpose: To be responsible for financial accounting and office operations of St John Zambia

SPECIFIC RESPONSIBILITIES:

A) Finance

• Ensure that all financial transactions are carried out and recorded in accordance with standard financial procedures.
• Preparation of monthly, quarterly, and year-end financial statements and presentation of financial statement to the finance and audit committee, Council Members and later on engage with Auditors.
• Preparation of all statutory returns (NAPSA, ZRA returns, NHIMA) and submitting them on time.
• Follow appropriate authorisation procedures for payments and requisitions, and ensure others follow them.
• Developing of annual budgets in collaboration with various departments.
• Conducting review of organization budgets, monitoring actual expenditures against planned activities, and adjust the spending forecast as needed.
  Providing guidance for annual work planning and budget consolidating ensuring allocation to appropriate financing, components, categories, location, and account code.
• Prepare the monthly payroll. Check the month end cashbooks and ensure that all book-keeping and coding is accurate.
• Ensure that monthly reports are submitted every second week of following month.
• Ensure that all financial records are properly kept, maintain appropriate financial and procurement documents, and ensure that financial information is backed up.
• Prepare bank reconciliation every monthly.
• Regularly review the float registers.
• Monitor cashflow and request authorisation of top-ups.
• Prepare an analysis of the cashbooks, management report, comparison with budget, and commentary at the end of the month.
• Monitor actual expenditure versus budgets.
• With other staff, monitor actual spend against activities and adjust the spending forecast as needed
• Carry out other accounting and financial management tasks as necessary.
• Continue to develop appropriate financial systems and help all staff to understand and work with them.
• Provide support to the office in all other financial matters.

B) Administration

• Oversee the work of the office and support staff.
• Ensure the proper maintenance and running of the office, grounds and vehicles are carried out by the relevant staff.
• Ensure that all computers have appropriate software.
• Ensure that the security procedures are implemented.
• Ensure that measures are implemented for safeguarding all assets such as cash, computers and other capital items, etc.
• Oversee all administrative filing and records, and archiving.
• Ensure that all major financial (or other) commitments with other parties are covered by a legal written agreement.
• Provide support to the office in all other administrative matters.

QUALIFICATION AND SKILLS

• CA Zambia-Application level, ACCA-level II, Bachelor’s degree in Accounting.
• 3 years of work experience. Experience working with an NGO will be an added advantage.
• Experience with Excel, experience with any accounting or payroll software, with Pastel experience an added advantage.
• Good oral communication, report writing and presentation skills.
• Self-motivated and the ability to work with minimum supervision.
• Good oral and communicating skills.
• Self-motivated person.
• A member of Zambia Institute of Chartered Accountant (ZICA)
• Ability to work with others and to maintain compatibility among staff and partners.