Multiple Positions

  • Full Time
  • Lusaka, Zambia
  • Applications have closed

Website ICAP in Zambia

ICAP at Columbia University, a global health leader situated within the Columbia University Mailman School of Public Health in New York City. ICAP is Empowering Health Around the World and works in over 40 countries, including Zambia. Together with our partners, Ministries of Health, large multilaterals, health care providers, and patients, we support comprehensive, person-centered HIV/TB services and high-performing health system strengthening initiatives that provide quality and affordable health care. And by enhancing health information systems, improving quality, and developing human resources for health, we build capacity and efficiency in the world’s most challenging, resource-limited settings.

ICAP seeks to recruit the following positions in Zambia:






This position will support the Finance department’s in managing accounting systems, policies, and procedures in compliance with accounting standards, Generally Accepted Accounting Principles (GAAP), donor’s rules and regulations, and legal requirements to support high-quality programs serving the vulnerable. As part of an experienced finance team, you will help coordinate daily financial activities through the duties outlined below.


Provide operational oversight function on cash/bank transactions in the  finance unit

Process financial transactions, including payments, receipts, reimbursements and Monitor and control expenses to ensure adherence to budgets.

Ensure that all documents submitted to the Finance unit for payment processing are complete and have all relevant documentation according to the ICAP Standard Operating Procedures Sops

Ensure accuracy of all data required for processing financial transactions to assigned accounts into the QuickBooks financial accounting package.

Follow up unresolved or Questioned costs raised during the review of payments and reports and respond accordingly.

Follow up and review all project-related travel requests and liquidations in line with travel policy.

Prepare bank reconciliation statements on a monthly basis for review by the Finance Manager timely.

Monitor balances in account receivables and payables, prepare reports on material exceptions to policies or identify long outstanding ones for corrective actions

Ensure that all statutory deductions such as ZRA,NAPSA and NHIMA are promptly remitted to the relevant statutory authority monthly.

Lead the vendor management process and ensure that staff and vendor bank details  are created correctly.

Assist in conducting training on financial matters for the project team when necessary.

Support the preparation of monthly and end-of-project financial reports

Accomplish other tasks as requested by the Finance Manager.


Full grade 12 Certificate,

Bachelor’s degree in finance, accounting, or a related field. A Master’s level degree is an added advantage.

Full ZICA/CA Zambia Qualification

A Minimum of 4 years working experience in a Similar position

Previous experience in financial management, preferably within an NGO or nonprofit sector.

Strong knowledge of financial accounting principles and practices.

Familiarity with donor regulations and compliance.

Strong analytical and computer skills, especially with accounting software, spreadsheets, and financial analysis, and knowledge of the usage of Quick Book are preferred.

Must be a member of the Zambia Institute of Chartered Accountants ZICA






The Finance Assistant reports to the Finance Officer and provides support to the Finance Team in all functions requiring accounting and financial reporting.


Review all support documents e.g., receipts, and workshop attendance lists on retirements to check the accuracy, cost realism, sufficient documentation, and compliance with ICAP financial SOPs.

Follows up on retirement of the vendor, travel, and salary advances and ensures these are retired timely.

Monitor the advance aging report to ensure timely communication with staff regarding outstanding retirements. Prepares the aging report bi–weekly (15th and 30th of each month) and ensures action points are clearly documented and followed upon.

Process and reconcile bank deposits. Prepare bank deposit journals and process all bank deposit entries in quick books.

Assist in resolving queries regarding unretired advances related to travel, suppliers, and salary advances.

Ensure all credit balances in advance accounts are cleared; ensure valid refunds are paid to suppliers and vendors. Conduct reconciliation of accounts prior to payments.

Review petty cash vouchers, ensure documentation is sufficient, and comply with ICAP SOPs prior to the replenishment of funds.  Ensure petty cash is retired timely.

Conduct monthly petty cash counts and surprise cash counts at Lusaka Office. Liaise with the provincial offices and ensure petty cash counts are conducted.

Review fuel retirements, and ensure adequate documentation is attached (log sheet, receipts, etc.). Validate the replenishment amount prior to processing by the finance officer

Regular scanning of retirement vouchers/ journals, ensure these are uploaded to on Base monthly. Maintain an organized filing of financial documents.

Ensure all retirement documentation is stamped and ensure original documents are on file. Follow up with provincial offices regarding the submission of original documents.

Maintain VAT file, track use of VAT LPO, process VAT documentation, and return as required.

Assist the finance unit with month-end and year-end closure processes.

Assist the finance unit in preparation for internal and external audits. Assist the Finance Manager to respond to queries from the compliance team.

Assist in capacity building and training of staff on finance processes.

Sub-Grant Management

Ensures that sub-recipients keep books of account and bank reconciliations updated and accurate; transactions are recorded in accordance with GAAP and supporting documents are retained.

Performs ongoing monitoring of sub-recipient spending patterns and compliance with the sub-agreements signed with ICAP SOP.

Assists sub-recipients with Columbia University’s required quarterly reporting, monitors timelines for reporting, and acts as a liaison between the sub-recipient, and ICAP field office.

Receives reviews and monitors sub-recipients monthly/quarterly financial reports and advance requests; conducts a thorough review of all financial documents.

Conducts financial site visits and produces a report of findings and recommendations to improve the financial and administrative management systems of sub-recipients.

Maintain electronic and physical records of all documentation and communication pertaining to the sub-award.

Any other duties.


Full grade 12 certificate

At least ACCA/CIMA/CA Zambia level II

Proficiency in the use of, Quick Books, Mobile banking platform Microsoft Office especially Excel

Must be familiar with PEPFAR/USAID/CDC or other donors’ rules & regulations.

At least 4 years relevant work experience in a similar position working for an international NGO.

Travel Requirements

Requires domestic travel of a minimum of 30-40% of the time


For submission of applications and full details of the positions, please visit the ICAP website

Suitably qualified candidates should attach their cover letters and a detailed Curriculum Vitae (CV) of not more than 4 pages. Please indicate position being applied for in the subject line and do not attach certificates at this stage.

The closing date for receiving applications is 22nd September 2023. Only shortlisted candidates will be contacted.

ICAP is an equal opportunity employer, values inclusion and a diverse workforce. All qualified applicants will receive equal consideration for employment.

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