Finance and Administration Officer

Website Let's Build Foundation

a classroom for everyone

Introduction

Let’s Build Foundation recently started operations in Zambia and is affiliated to Let’s Build Foundation; a global non-profit organization founded in Norway in 2020. Let’s Build collaborates with the Government, through line ministries to provide educational infrastructure. Our work is focused on the construction of additional classrooms in government secondary schools through local contractors and communities. We believe well designed and built classrooms help to increase attendance, improve student outcomes, support better teaching, and reduce student dropouts. We have a local presence in the countries where we work, and we collaborate to maximize our impact. Let’s Build strives to be a trusted partner for communities, government, and other stakeholders. Let’s Build is non-religious and has no political affiliation. Our mission is to build classrooms to increase children and youths’ enrolment in secondary education. We are impartial, neutral, independent, and united by our common vision: A classroom for everyone.

We are looking for a dynamic and passionate Accounting Professional who wants to grow their career while making a difference. Depending on the work demands, the role holder will be expected to provide administrative support with varying working hours. We are looking for a candidate who is highly versatile and a great addition to our team.

Job Summary: The Finance Role will play a pivotal role in supporting the financial management and administrative functions of the organization. This position combines several responsibilities requiring a blend of financial expertise, administrative support, and coordination skills.

Reports To: Country Director

Key Responsibilities:

Financial Reporting and Analysis:

  • Prepare financial reports, including budget vs. actual variance analysis and cash flow forecasts, for review by the Country Director.
  • Provide insights and recommendations to improve financial performance and resource allocation.

Financial Management and Support:

  • Prepare monthly cash flow and fund requests
  • Assist in monthly budget preparation, budget analysis, and preparation of budget variance reports.
  • Collaborate with the Country Director in the preparation of quarterly and annual financial reports.
  • Provide insights and recommendations to improve financial performance and resource allocation.
  • Ensure compliance with internal financial policies and procedures.
  • Review and maintain financial documents, including invoices and tax records.
  • Support accountant with reviewing monthly reconciliations

Cash Management:

  • Manage day-to-day cash flow, including petty cash, and ensure reconciliation of cash transactions.
  • Monitor bank account balances and cash reserves to support operational needs.
  • Update financial spreadsheets with daily transactions and assist in preparing monthly cash flow forecasts.
  • Review local payments on an ongoing basis.
  • Track and provide documentation to the accountant for reconciliation of bank statements monthly.

Supply Chain Management:

  • Review purchase orders for services, resources, or materials.
  • Ensure procurement activities align with organizational policies and procedures.
  • Ensure the procurement goals is to achieve value for money for the organization.
  • Review quotations from suppliers and service providers and oversee the purchase of goods and services.
  • Follow up on delivery and certification of goods received.
  • Support Country Director with contract data information for contracts.

Coordination with External Accountant:

  • Liaise with the external accountant to provide necessary financial data and documentation for accounting and reporting purposes.
  • Ensure timely and accurate transfer of financial information to support accounting processes.
  • Assist with annual statutory audits and period-end closure processes.
  • Statutory and regulatory issues (e.g Zambia Revenue Authority, National pension Scheme Authority, National Health Insurance, Lusaka City Council for licensing)

Office Administration:

  • Provide logistical support, including general office administration services.
    with events and meetings, including venue booking and logistics.
  • Manage office supply inventory and procurement processes.
  • Maintain office equipment and databases.

Compliance:

  • Support in ensuring that we are compliant to statutory requirements in collaboration with accountant.

Construction support

  • Support in financial due diligence of contractors during tender processes.
  • Assist in cash flow management during construction.

Additional Duties:

  • Provide general support and perform other related duties as assigned by the Country Director.

Qualifications/Minimum Requirements

  • Bachelor’s Degree in Finance, Commerce, Accounting, Business Administration, or related field, ACCA or ZICA.
  • Minimum of 5 years of working experience in finance and administration
  • Proficiency in accounting systems and Microsoft Office applications (Word, Excel, PowerPoint)
  • Membership in a Professional Accounting body will be required
  • Excellent driving skills with a valid driving license

Preferred Experience

  • Financial experience working from both the private and NGO sector in Zambia

Knowledge, Skills & Competencies, the right candidate has/is:

  • Strong analytical skills and understanding of financial systems and procedures
  • Good understanding of office management procedures
  • High degree of attention to details
  • Ability to work in a flexible and agile manner as part of a start-up initiative.
  • Good personal organizational skills, including time management, and ability to meet deadlines and work under pressure
  • Commitment to Let’s Build vision, mission, core values, objectives and principles
  • Ability to work within a multicultural setting
  • Focused, solution oriented when challenges occur
  • Willing to improve, open to both receiving and giving feedback
  • Collaborating well to achieve common goals
  • Reliable, managing commitments and proactively communicate
  • Supportive and encouraging
  • Thrives when juggling multiple processes, challenges and tasks
  • Taking initiative, make things happen
  • Communicating clearly in English, both verbally and written

LET’S BUILD OFFERS

Opportunity to be a key member in the start-up of a new Country Office in Zambia. With support from a global team, implementing Let’s Build best practices to positively affect the education sector in Zambia.

The organization is centered around our core values, which influence our way of working. We take pride in being purpose driven, collaborative, reliable and willing to improve – values we will be looking for in the candidate.

Position

100%- full time employee on a 2-year contract

Location:

Lusaka, Zambia

Expecting travels to different parts of Zambia

METHOD OF APPLICATION

Online, fill in:

  • Answers to questionnaire
  • Cover letter max. 1 page
  • CV max. 2 pages
  • Three references

Only shortlisted candidates will be invited for interviews.

To apply for this job please visit recruitment.letsbuild.foundation.


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