Accounts Officer National Council Of Zambia

TERMS OF REFERENCE FOR THE ACCOUNTS OFFICER

Reporting to the Executive Director, the Accounts Officer will be responsible for the Organisations accounting and financial management. He/She will ensure the efficient use of resources.

Key responsibility areas and associated tasks include:

1. Accounting and Financial Management

• In charge of accountancy procedures: allocation of expenses, posting into the accounting software, bank reconciliations, filing of documents, balance checking etc
• Manage the presentation, circulation, filing and archiving of accounting and financial documents in conformity with organisational procedures
• Maintain Fixed Assets Register
• In charge of procurement for the organization.
• In charges of the management of office assets – repairs, insurance and maintenance

2. Treasury Management

• Open/close bank accounts on the authority of the ED through the NEC
• Oversee the management of all bank accounts
• Follow transfers, check balances
• Supervise the management of safes and cash: available amount, balance checks, security instructions
• Assess monthly cash-flow needs for programs and core expenditure and communicate to the ED.
• Manage money transfers ensuring appropriate payment procedures (bank transfer cheque, cash, EFT etc.) are followed
• Advise the ED on investment opportunities available.

3. Commitment of Expenditure

• Ensure all expenditure is committed in accordance to the accounting policy and procedures
• Negotiate local credit terms with suppliers (where necessary)
• Ensure that procedures are adhered to in terms of contracts and payments
• Ensure that proofs of purchase are valid (contracts, orders, bills, invoice, delivery notes, LPOs, receipts etc)

4. Budget Management

• Develop the Institution budget for each year in collaboration with the ED and Programmes Officer for NECs approval.
• Develop programs budget in conjunction with the Programs Officers.
• Draft financial management reports (quarterly and final) for partners respecting contractual deadlines
• Prepare quarterly management accounts and provide explanation for budget variances
• Prepare projected cash flows for programs/ Administration expenses.

5. Internal Controls

• Ensure adequate internal controls are in place with respect to:
• Cash management- bank accounts, petty cash, incomes
• Asset management
• Income and expenses
• Staff Imprest and staff debtors

6. Audits

• Ensure the annual audit is carried out in good time- must be concluded by 31st March.
• Ensure the program audit where required are carried out in good time and submitted to the partner

7. Team Leadership

• Oversee the operations in Accounts department as well coordinate all Branches.
• Ensure and always improve information flows within the department and with other departments and programs.
• Ensure all financial reports are submitted every 5th of the month to the ED and reviewed by the Finance committee –This include Branch financial reports.

8. Other

• Any other duties as may be assigned by the ED