An Accounts/Admin Assistant provides essential support across an organization’s financial and administrative functions. This role bridges core bookkeeping responsibilities with day-to-day office management, ensuring smooth operations, accurate financial records, and effective communication.
Key Responsibilities
1. Accounting Support
- Process accounts payable (invoices, expenses) and accounts receivable (issuing invoices, tracking outstanding payments).
2. Reconciliations & Reporting
- Assist with month-end processes by reconciling bank statements.
- Prepare basic financial reports and summaries.
3. Data Entry & Record Keeping
- Accurately record financial transactions, including petty cash, journals, and ledgers.
- Maintain organized and up-to-date financial records.
4. General Administration
- Manage daily office communications (emails, phone calls, visitor reception).
- Schedule meetings and handle correspondence efficiently.
5. Inventory & Procurement
- Monitor, order, and manage office supplies.
- Liaise with vendors regarding orders, billing, and payments.
6. HR & Payroll Support
- Maintain staff timesheets and leave records.
- Assist in preparing payroll data and related documentation.
Qualifications
- Diploma or Degree in Accounting, Business Administration, or a related field.
Experience
- 1–3 years of practical experience in bookkeeping, accounting, or administrative roles.
Accounting Knowledge
- Strong understanding of basic accounting principles.
- Familiarity with double-entry bookkeeping and debt collection practices.
Core Skills
Technical Skills
- Proficiency in Microsoft Office, especially MS Excel (spreadsheets, formulas, and basic data analysis).
Organization & Attention to Detail
- Excellent time management and multitasking abilities.
- High level of accuracy when handling financial data.
Communication Skills
- Strong verbal and written communication skills for interacting with clients, vendors, and internal teams.
Compliance & Regulatory Responsibilities
- Ensure timely submission of statutory obligations to:
- Zambia Revenue Authority (ZRA)
- National Pension Scheme Authority (NAPSA)
- National Health Insurance Management Authority (NHIMA)
- Maintain compliance with local regulatory bodies such as:
- Lusaka City Council
- Zambia Public Procurement Authority (ZPPA)
- Zambia Tourism Agency (or relevant tourism boards)
This role is critical in maintaining financial accuracy, operational efficiency, and regulatory compliance within the organization.
