Finance and Administration Officer Zambia Institute of Architects

The Zambia Institute of Architects a statutory body constituted under the Zambia Institute of Architects Act No. 36 of 1995, Chapter 442 of the Laws of Zambia is looking to hire the following:

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:

Financial Management and Reporting

• Invoicing members and dispatching the invoices
• Process financial transactions and conduct bank reconciliations for all records of incoming and outgoing payments
• Produce timely Management Information on financial positions and forecasts to allow for effective financial management decisions. (Income statements, statement of financial position and cash flow forecast)
• Support the annual budget process, including tools and resources, compilation, analysis, and support to budget owners (departments).
• Coordinate the planning, preparation, and completion of external Audits
• Assist the Treasurer in implementing the audit recommendations
• Ensure standard financial systems and controls are in place for security and control over the organization’s resources.
• Submits monthly statutory returns for PAYE, NAPSA, and NHIMA in a timely manner
• Provide a first-level review of all invoices, advances and reimbursements, and wire transfer payments
• Sending out statements to members to show what is outstanding every year-end
• Ensure that all transactions are processed through the Pastel accounting system and correct general ledgers every end of the week
• Ensuring salaries and other vendor payments are paid on time.
• Liaise on behalf of the institution with other stakeholders like the bank, ZRA, NAPSA, NHIMA, and external auditors
• Maintaining proper files for all records

Administrative Duties

• Coordinate and facilitate finance and Investment meetings on budgeting, financial reporting, and compliance.
• Assist the Honorary Secretary in organizing and coordinating interviews including for other departments
• Logistics arrangements for travel outside Lusaka and Zambia for Council Members
• Supervising cleaning of the office
• Maintaining existing member databases and creating new ones.
• Any other duties as may be assigned to you from time to time.
• Preparing monthly budgets for petty cash and any other field cost

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.
• Self-Driven with Excellent Customer Care Skills;
• Exceptional Communication Skills;
• fundamental ethics of an accountant
• Proficiency in Microsoft Office Programs;
• Highly Motivated and Ability to Prioritize Efficiently;
• Ability to Work Alone or As Part of a Team;
• High Levels of Integrity and ability to pay attention to details
• Valid driver license