Finance and Administration Officer

Miracle Corners Zambia

Position Summary

The Finance and Administration Officer reports to the Country Manager and is the organization’s lead overseeing all aspects of budgeting, financial management, and reporting; coordinating procurement, human resources management, asset management, logistics, administrative management for the projects, oversight of financial and administrative support staff, and establishment of the systems, procedures, and training of staff required to ensure compliance with grant and donor requirements and organization’s policies and systems.

Finance and Administration

  • Manage the day-to-day running of the financial, administrative, and operations activities
    including overseeing systems for providing financial, administrative, and operational support to staff at all levels;
  • Lead in the design, implementation, and maintain effective Office controls;
  • Provide recording, documenting, and reporting of all financial transactions, including the
    preparation of monthly financial expense reports, cash, and bank reconciliation statements,
    quarterly reports for the Board and key donors, Annual reports and partners, tracking of
    advances and liquidations, and review of monthly payroll, Prepare financial reports.
  • Perform routine financial analysis on program expenditures, documenting and monitoring
    overall performance, analyzing trends, and identifying gaps to ensure efficient and sound
    financial management.

Human resources

  • Upholding all financial and HR policies for the organization, identifying gaps in policies, and
    proactively proposing solutions including introducing various controls and updating policies where necessary.
  • Provide regular training to staff on HR procedures, Financials, and project procedures, including building the capacity of project staff in the area of finance, administration, and project management;
  • Lead in overseeing the preparation of monthly pay sheets, and payroll, including computation of income tax and pension contributions, and other fringe benefits;
  • Provide support around appraisals (such as setting calendar reminders for all on when to submit
    their reviews), staff hiring, onboarding, and induction including drawing up contracts?
  • Monitor effective maintenance of up-to-date personnel records.

Operations and management

  • Coordinate procurement efforts of the projects including logistics for projects activities,
    selection and negotiation with vendors, and the management of any subcontractors on the
    project;
  • Coordinate weekly and monthly requests of funds, based on budget and cash flow projections, to ensure the program has all the necessary funds for its operations.
  • Review purchase orders and confer with the Country Manager for approval, prior to issuance of the purchase orders for program procurement of commercial goods and services within agreed-upon thresholds.
  • Manage procedures and staff developing project inventory and property lists, ensuring their accuracy and timely reviews and updates;
  • Review purchase requisitions and purchase orders, ensuring adequate funds, expense authorization, supporting documentation, the accuracy of amounts, and control over payments;

Organizational Compliance.

  • Ensuring the organization registration is up to date with the relevant authorities and ensuring the training center has functional operating policies and operational systems in place;
  • Promote compliance with procurement and field accounting policies and procedures, including adherence to grant and donor rules and regulations;
  • Ensure annual returns are submitted on time including the government NGO regulatory body.
  • Lead in organization audit while liaising with officials and external auditors to ensure the
    appropriate audits are conducted by March 31 st of each year and appropriate recommendations followed up and closed.
  • Other duties as needed.

Qualifications

  • Bachelor’s degree in Accounting, ZICA Licentiate, Full ACCA or equivalent;
  • Minimum of three years of relevant work experience;
  • Experience managing donor-funded subcontractors and procurement.
  • Ability to work and travel to multi-cultural environments and build effective working relationships with clients, subcontractors, partners, and colleagues;
  • Ability to work in a fast-paced environment while remaining flexible;
  • Strong attention to detail and strong organizational skills required;
  • Excellent oral and written communication, analytical, interpersonal, and team management
    skills;
  • Experience with Google Drive, Microsoft Word, and Excel, and excellent budgeting skills,
    financial management, and risk management required;
  • Advanced language proficiency in English required;
  • Experience in bookkeeping and QuickBooks.

The organization is an equal opportunity employer that values diversity and inclusion. We strive to develop and maintain a culture that honors the perspectives and identities of our employees, our communities, and those impacted by our work.

Position Summary

The Finance and Administration Officer reports to the Country Manager and is the organization’s lead overseeing all aspects of budgeting, financial management, and reporting; coordinating procurement, human resources management, asset management, logistics, administrative management for the projects, oversight of financial and administrative support staff, and establishment of the systems, procedures, and training of staff required to ensure compliance with grant and donor requirements and organization’s policies and systems.

Finance and Administration

  • Manage the day-to-day running of the financial, administrative, and operations activities
    including overseeing systems for providing financial, administrative, and operational support to staff at all levels;
  • Lead in the design, implementation, and maintain effective Office controls;
  • Provide recording, documenting, and reporting of all financial transactions, including the
    preparation of monthly financial expense reports, cash, and bank reconciliation statements,
    quarterly reports for the Board and key donors, Annual reports and partners, tracking of
    advances and liquidations, and review of monthly payroll, Prepare financial reports.
  • Perform routine financial analysis on program expenditures, documenting and monitoring
    overall performance, analyzing trends, and identifying gaps to ensure efficient and sound financial management.

Human resources

  • Upholding all financial and HR policies for the organization, identifying gaps in policies, and
    proactively proposing solutions including introducing various controls and updating policies where necessary.
  • Provide regular training to staff on HR procedures, Financials, and project procedures, including building the capacity of project staff in the area of finance, administration, and project management;
  • Lead in overseeing the preparation of monthly pay sheets, and payroll, including computation of income tax and pension contributions, and other fringe benefits;
  • Provide support around appraisals (such as setting calendar reminders for all on when to submit their reviews), staff hiring, onboarding, and induction including drawing up contracts?
  • Monitor effective maintenance of up-to-date personnel records.

Operations and management

  • Coordinate procurement efforts of the projects including logistics for projects activities,
    selection and negotiation with vendors, and the management of any subcontractors on the
    project;
  • Coordinate weekly and monthly requests of funds, based on budget and cash flow projections, to ensure the program has all the necessary funds for its operations.
  • Review purchase orders and confer with the Country Manager for approval, prior to issuance of the purchase orders for program procurement of commercial goods and services within agreed- upon thresholds.
  • Manage procedures and staff developing project inventory and property lists, ensuring their accuracy and timely reviews and updates;
  • Review purchase requisitions and purchase orders, ensuring adequate funds, expense
    authorization, supporting documentation, the accuracy of amounts, and control over payments;

Organizational Compliance.

  • Ensuring the organization registration is up to date with the relevant authorities and ensuring the training center has functional operating policies and operational systems in place;
  •  Promote compliance with procurement and field accounting policies and procedures, including adherence to grant and donor rules and regulations;
  • Ensure annual returns are submitted on time including the government NGO regulatory body.
  • Lead in organization audit while liaising with officials and external auditors to ensure the
    appropriate audits are conducted by March 31 st of each year and appropriate recommendations followed up and closed.
  • Other duties as needed.

Qualifications

  • Bachelor’s degree in Accounting, ZICA Licentiate, Full ACCA or equivalent;
  • Minimum of three years of relevant work experience;
  • Experience managing donor-funded subcontractors and procurement.
  • Ability to work and travel to multi-cultural environments and build effective working relationships with clients, subcontractors, partners, and colleagues;
  • Ability to work in a fast-paced environment while remaining flexible;
  • Strong attention to detail and strong organizational skills required;
  • Excellent oral and written communication, analytical, interpersonal, and team management
    skills;
  • Experience with Google Drive, Microsoft Word, and Excel, and excellent budgeting skills,
    financial management, and risk management required;
  • Advanced language proficiency in English required;
  • Experience in bookkeeping and QuickBooks.

The organization is an equal opportunity employer that values diversity and inclusion. We strive to develop and maintain a culture that honors the perspectives and identities of our employees, our communities, and those impacted by our work.

To apply:

Interested candidates should send their application letter and curriculum vitae (Less than 4 pages) with three contactable referees. Please NOTE that applications for this position are being considered on a rolling basis, candidates are encouraged to apply as soon as possible. Send applications to [email protected] clearly indicating ‘Finance and Administration Officer’ on the subject of the email. Only candidates who will be shortlisted for an interview will be contacted. Female Applicants are strongly encouraged to apply.

Application deadline is 9th April 2024.

To apply for this job email your details to mczambia@mcwglobal.org


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