Finance and Administration Manager Zambia Medical Association

JOB OPPORTUNITY

ROLE IDENTIFICATION

• Main Role: Finance and Administration Manager
• Location: ZMA Secretariat, Lusaka
• Reports to: Registrar/NEC

PURPOSE OF THE ROLE:

• To manage the overall operations and resources of the Association to ensure that the vision and mission of ZMA are realized.
• Responsible for preparing, developing, analyzing, and reporting financial information to ensure that higher authorities and stakeholders receive timely, accurate, and relevant information.

KEY RESPONSIBILITIES (RESULT AREAS)

Accounting

• Oversee the accurate recording and documentation of all daily financial transactions to ensure transparency and compliance with financial regulations.
• Preparation of monthly and annual budgets; provide variance analysis notes of budget versus actual expenditure.
• Manage and process all organizational payments and disbursements in a timely and efficient manner.
• Maintain and reconcile petty cash, ensuring proper handling, documentation, and disbursement of funds.
• Handle online banking activities, including transfers, payments, and monitoring of accounts to ensure funds’ security.
• Ensure smooth commencement and execution of internal and external audits of ZMA accounts.
• Manage and optimize the accounting system, ensuring it remains up-to-date, efficient, and compliant with the latest financial regulations and organizational needs.
• Ensure compliance with internal controls, policies, and procedures; develop new internal controls, policies, and procedures as needed.

Internal Controls, Risk Management, and Statutory Compliance

• Implement and maintain robust financial internal controls to ensure prudent and efficient use of resources.
• Oversee risk assessments and develop risk management strategies to mitigate potential financial and operational threats to the organization.
• Ensure full compliance with local Zambian statutory and regulatory financial requirements, submitting required reports and documentation on time (ZRA, NHIMA, NAPSA, Worker’s Compensation).
• Collaborate with the Executive Director and other stakeholders to periodically review and update organizational policies related to finance, administration, and compliance.
• Coordinate with internal and external auditors for timely audits, implementing recommendations to strengthen the financial and administrative processes.

Payroll and Human Resources

• Oversee the timely and accurate processing of monthly payroll, ensuring compliance with local Zambian labor laws and organizational policies.
• Manage all aspects of employee records, benefits, and compensation packages, aligning with ZMA’s mission and values.
• Understand Human Resource best practices, policies, and procedures.

Administration

• Manage office logistics, including the maintenance of office facilities, equipment, and ensuring a conducive work environment for all staff members.
• Ensure that all organization vehicles are compliant with local regulations and are regularly maintained, keeping them in optimal condition for fieldwork and other operational needs.
• Effectively manage the day-to-day operations of the secretariat, ensuring effective supervision is achieved.
• Communicate with the NEC, cooperating partners, staff, and government to maintain trust in existing and new relationships.
• Provide visionary leadership to the Secretariat.

SKILLS REQUIRED

• Commitment to accuracy and attention to detail.
• Excellent communication, interpersonal, and presentation skills.
• Ability to plan, balance, and cope with competing priorities.
• Good written and verbal communication skills.
• Proficient computer skills.
• Interpretation of financial statements.
• Analytical and problem-solving skills.
• Strong initiative, with a willingness to take on new responsibilities and challenges.
• Ability to plan, prioritize, and organize self and others, with the ability to work under pressure and meet deadlines.
• Experience using accounting packages, preferably Pastel Accounting package. Demonstrated ability in the use of financial software and tools.
• Excellent knowledge of Microsoft Excel, Word, and PowerPoint.
• People management experience is desirable.

MINIMUM QUALIFICATIONS AND EXPERIENCE

• Grade 12 Certificate.
• Bachelor’s Degree in Business Administration, ACCA, CIMA, ZICA, or Equivalent.
• Minimum 8 years’ related experience, with at least 3 years at a senior management level.
• Any other relevant qualifications or experience in this field will be an added advantage.