Job Details
The Finance and administration officer will support the admin/accounts department in ensuring compliance, proper financial system function and compliance with statutory and donor requirements.
Responsibilities - Administration
• To maintain all general DHI documentation, including E-filing
• Coordinate activities, correspondence, and communication for the DHI Corporate and project office
• Assist in obtaining quotations, compiling and analyzing cost information and data to assist in the selection of vendors including preferred vendors for stationary, supplies, outside services, and update information periodically
• Maintain a database of preferred hotels, lodges, and venues obtaining feedback from project staff to keep information current and updated
• Manage the Accommodation and Invoice tracker
• Arrange and prepare documents and supervise the photocopying and printing of materials for the project as required
• Facilitate both local & international travel arrangements for DHI staff as required
• Provide assistance with the collection of invoices for onward processing of payments in line with the Budget
• Supervise the management of the front desk and welcome all visitors to DHI
Finance Responsibilities
• Processes transactions in line with DHI and donor requirements
• Assist the Finance Manager in providing financial and compliance guidance during the work-plan budgeting
• Helps payroll processing and ensure posting of payroll costs to appropriate general ledger accounts;
• Inputs into developing of annual budget for operations support, with guidance and feedback from Finance and Grants Manager
• Chart of Accounts tracking and production of various project and corporate expenditures
• Manage budget tracking and projections and prepare routine financial reports (monthly, quarterly, annual) and manage relationships with the banks
• Monitor and track project income and expenditure against budget and regular updating of projections;
• Use DHI Chart of Accounts in transaction processing
• Ensure compliance with ZRA, NAPSA and other statutory returns at all times;
• Complying with all project financial policies, procedures, and issues, prior to dissemination to project staff, donor and partners;
• Support the Finance Manager in audit preparation and work closely with Auditors
• Prepare monthly financial reporting, assuring accuracy, compliance and timeliness including: review of the Quick-books database, perform bank account and petty cash reconciliations;
• Assist in managing the level of outstanding advances, keeping all advances to under 30 days
Position Competencies, skills and qualifications
• ACCA Foundation/intermediate or Equivalent, or diploma in Business Administration, ZICA membership is required
• At least 2 years in an administration and finance or similar role
• Experience with various donor rules and regulations
• Excellent verbal and written English
• Proven record of systems strengthening and internal controls
• Strong client-oriented service inclination and exemplary interpersonal skills
• Proficiency in Microsoft Word and Excel required
• Strong initiative and self-motivation required, with a commitment to teamwork
• Demonstrated ability to manage time and perform to a strict deadline
Supervision and Reporting
The FAO will report to the Accountant
