Admin and Finance Officer
DCAF in Zambia
DCAF Zambia has been engaged in Zambia's efforts to improve police governance since 2019, supporting initiatives to enhance police accountability and effectiveness.
In January 2025, DCAF Zambia initiated a new project to support reform of the Zambia Police Service (ZPS). The project aims to promote a more accountable, effective, and human rights-compliant police service, particularly in the context of the 2026 elections, by strengthening governance, management, and oversight. The Admin-Finance Officer will support the effective implementation of the project by providing day-to-day administrative and financial support, in close coordination with the project team and DCAF headquarters.
Key roles and responsibilities:
1. Finances and Accounting
· Manages the office accounts on spreadsheets or other approved accounting system and ensures that the required and accurate information is processed.
· Verifies that expenditures are following the budget and ensures that each bill or receipt meets DCAF and donor requirements.
· Condenses and elaborates monthly accounts and monthly financial reports and ensure timely monthly delivery to the HQ.
· Manages DCAF Zambia bank account in Zambia and balance it monthly.
· Projects quarterly expenses and prepares funding and allocation of resources requests from HQ.
· Ensures a secure cash flow management system (money transaction, transportation and safe).
· Oversees billing monthly payments to suppliers and service providers in a timely manner.
· Ensures timely payments of salaries for local staff.
· Supervises the petty cash management.
· Procures within the framework of DCAF, donor procurement policies, and the project budget (obtain proformas, make recommendations for purchases, ensure timely payment by bank draft locally or through Geneva).
· Monitors and follows up the budget.
· Provides advice on budgets and unspent project funds for possible budget re-alignment.
· Prospects budgeting for new project proposals
· Conducts periodic review of budget and workplans to identify discrepancies and attempt to address the issues.
· Advises the Head of Office in negotiating the procurement of goods and services.
· Analyses all project expenses and provides guidance to the Head of Office.
2. Administrative
· Ensures the smooth day-to-day administrative functioning of the DCAF Zambia office.
· Manages office operations, including premises, utilities, equipment, supplies, and service contracts.
· Maintains organised and up-to-date administrative and contractual records (staff files, supplier contracts, leases, insurance, asset registers, etc.).
· Supports human resources administration for local staff, including onboarding and offboarding processes, leave tracking, and maintenance of personnel files, in coordination with DCAF Headquarters.
· Acts as focal point for administrative liaison with national authorities, service providers, banks, and relevant institutions, as required.
· Supports travel and logistics arrangements for staff, consultants, and visitors, including travel authorisations, accommodation, and local transport.
· Ensures compliance with DCAF administrative procedures, internal controls, and local legal and regulatory requirements.
· Supports procurement processes from an administrative perspective, including documentation, filing, and coordination with finance and headquarters.
· Assists the Head of Office and project team with general administrative coordination, scheduling, and reporting as required.
· Contributes to the preparation of administrative inputs for donor reports, audits, and internal reviews.
Requirements:
· University degree or diploma in Accounting, Finance, Business Administration, Management, Economics, or a related field.
· Professional training or certification in accounting, finance, or administration is an asset.
· Minimum 3–5 years of relevant professional experience in finance, accounting, and administrative roles, preferably within an international organisation, NGO, donor-funded project, or public institution.
· Proven experience in financial management, bookkeeping, budget monitoring, and financial reporting.
· Experience working with donor-funded projects and applying donor financial and procurement rules (e.g. Sida, EU, UN, or similar) is an asset.
· Experience in office administration and operational support, including coordination with suppliers, service providers, and national authorities.
· Zambian citizenship or valid residence permit at the time of application is a pre-requisite.
We offer
· a rewarding, dynamic and meaningful work experience.
· the chance to be part of a diverse team of collaborative, respectful, hardworking and values-driven people.
· the chance to contribute to advance the security of all people through nationally owned, inclusive, and participatory security sector reforms based on international norms and good practices.
If you think you are a good match for DCAF Zambia and the position advertised, please apply online by February 8th, enclosing:
· a one-page motivational statement in English describing your relevant experience and what you can bring to DCAF Zambia
· a concise CV (maximum two pages)
· a copy of your diplomas and work certificates (in one pdf document)
DCAF is committed to equality of opportunity and encourages applications from all qualified candidates regardless of sex, age, disability, gender identity, religion, or ethnicity.
DCAF is bound by the legal requirements and regulations regarding the issuance of work permits of the jurisdictions in which we operate.
