Finance and Administration Assistant

John Snow Health Zambia Limited

USAID Controlling HIV Epidemic for Key and Underserved Populations (CHEKUP II) Activity

JOB DESCRIPTION

Job Title: Finance and Administrative Assistant

Department/Unit: Finance & operations

Location: Nakonde

Duration: Full-Time

Reports to: Depicc Manager with secondary Supervision to the Finance Manager and Operations Manager

Background: 

John Snow Health Zambia Limited (JSH), is a public health company that offers a full range of services, implementing public health interventions to improve individuals and communities’ health in Zambia and the region. As a Company JSH is committed to working with governments, non- governmental entities, the private sector, civil society, and communities to improve the provision of public health services.

JSH is implementing the USAID Controlling HIV Epidemic for Key and Underserved Populations (CHEKUPII) Activity which was awarded on September 13, 2022, with implementation through September 6, 2027. The Activity aims to support the Ministry of Health in mitigating against and attaining HIV epidemic control by increasing equitable access to, and use of person-centered, community-driven, and high-quality HIV prevention services for key and underserved (priority) populations. USAID CHEKUP II Activity operates in seven districts with the highest HIV-burden in Zambia. USAID CHEKUP II Activity seeks dynamic and highly experienced candidates to fill the following vacant position.

Position Description:

The Finance and Administration Assistant is a full-time position and will be based in Nakonde district. S/he will assist in maintaining CHEKUP II financial accounts and systems at the provincial level and provide financial and accounting support to operations and administration functions. S/he will report to the DePiCC Manager with secondary Supervision to the Finance Manager and Operations Manager

Roles and Responsibilities:

Finance:

• Ensure that payments are made on timely basis following laid down financial regulations as per USAID and JSH policies governing payables
•  Assist the Depicc Manager with the day-to-day financial and administration operations of the provincial office
• Provide financial management for the provincial office and manage petty cash float, assist with procurement analysis as required, general Admin and HR filing
• Submit monthly provincial financial reports to the Head Office – Lusaka for consolidation
• Submit on a monthly basis provincial cash flow projection to the Head Office  – Lusaka
•  Ensure that advances for the provincial staff are retired promptly in accordance with JSH financial policy
• Prepare monthly bank reconciliation and any other financial reports
• Provide guidance to the entire team on charging relevant expenses to their respective codes and budget tracking of both program and admin budgets
• Provide Custody of office inventory

Administration and Operations:

• Oversee the general administrative functioning of the office – i.e. office maintenance, repairs, house-keeping, and ensure the security of the office, property and staff
• Supervise the all the drivers to ensure adherence to responsibilities as per job description and JSI transport policy.
• Ensures the senior driver carries out routine pre-operational checks on the provincial project vehicle(s).
• Check vehicle Log books on a regular basis and ensure fuel reconciliation is done bi- weekly and also manage in-house trip planning.
• Obtain quotes and pro-forma invoices from vendors as directed by the procurement office and regional director, including ensuring that JSH procurement procedures are adhered to
• Act as focal point for all procurement of furniture, equipment and services for the provincial office.
• Receives and sends documents and ensures that a tracking system is in place for in-coming and out-going correspondence parcels and packages.
• Providing support in all training preparation activities taking place in the province as designated by head office:

Qualifications:

• ZICA/ ACCA//CIMA Part III(Degree level)  or equivalent
• At least 3 years of financial and administrative experience.
• Excellent verbal and written English.
• Ability to take initiative and work in teams.
• Proficiency in Microsoft Word and Excel required.
• Experience and knowledge of Zambian tax laws and experience working with an NGO preferred.
• Financial & administrative experience with a USAID-funded project and knowledge of USAID rules & regulations strongly preferred.
• Member of ZICA

How to Apply: 

To apply please complete the application form available HERE  Please complete the application forms available on the provided link. Applicants must submit a cover letter and CV with three traceable references, full addresses and contact information via the application form by April 16, 2024, 17:00 hrs. No telephone inquiries. Please note that applications not meeting the above application guidelines will not be considered. Finalists will be contacted within 3 weeks of the closing date.

 

John Snow Health Zambia, Limited is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or military status (special disabled veterans or veteran status) in any employment decisions.