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Finance and Administration Associate (Lusaka)

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About the Role

This role is responsible for providing comprehensive financial and administrative support to the Zambia operations. Working closely with the Kenya Finance team, the individual will support in the preparation and monitoring of organizational and project budgets, ensuring strict compliance with internal financial policies and donor requirements. The role also includes cash and asset management, accurate data entry in Odoo, procurement and inventory oversight, statutory compliance, and logistical coordination. Additionally, the role will provide financial guidance to the team to facilitate efficient implementation of activities, while also managing records, IT support coordination, and other operational tasks as assigned.

Duties and Responsibilities

Authorization and Documentation

  • Ensure all float and petty cash disbursements are properly authorized and fully supported by documentation.
  • Collaborate with operational teams to ensure all incurred expenses comply with accounting policies and are backed by relevant documents.
  • Follow up with procurement for prepaid accounts to create the bills.

Payment and Billing Preparation

  • Prepare bank upload files on payment days and ensure accuracy.
  • Process and post vendor bills in the system, confirming that each is supported with proper invoices, ETRs, and/or contracts.
  • Record and post daily cash transactions, including matching of receipts to ensure up-to-date accounts receivable (AR).
  • Generate ETRs in accordance with the organization’s tax policy.
  • Issue customer invoices in coordination with the Customer Support/Sales team

Reconciliation and Review

  • Conduct weekly reviews of employee petty cash accounts, follow up on missing receipts, and prepare bills to support account reconciliation.
  • Reconcile revenue-related trial balances and prepare required reports, including monthly revenue analysis and toilet register.
  • Reconcile Odoo system records with Airtel Money sales transactions.
  • Support audit processes by providing reconciliations and required schedules.

Process Evaluation & Continuous Improvement

  • Identify root causes of recurring errors and collaborate with team members to implement preventive measures.
  • Review and update work instructions regularly based on process changes or confirmation results.
  • Propose improvements to finance forms, templates, and documentation processes as guided by the monthly AP/AR plan.

Tax and Schedule Management

  • Maintain and reconcile tax ledgers in both the accounting system and Zambia Tax Online platform.
  • Prepare and file statutory returns (ZRA, NAPSA, NHIMA, Workers Compensation), ensuring timely compliance.
  • Work closely with the Sales team to gather supporting documentation from past-due customers to facilitate collections.
  • Ensure that all organizational registration requirements with relevant authorities remain current and renewed as required.

Procurement, Inventory & Asset Management

  • Maintain the fixed asset register and perform regular stock control updates in accounting records.
  • Support the procurement process by ensuring proper documentation and inventory tracking.

Carry out any other finance or administration-related tasks as assigned by the manager.

Qualifications

  • Bachelor’s degree in Accounting, Finance, or a related field.
  • Minimum of 3 years of relevant experience, preferably within the NGO or development sector.
  • Strong experience in using financial and ERP systems, including Odoo and comparable accounting software.
  • Strong working knowledge of Microsoft Office Suite and Google Workspace (G Suite).
  • Mandatory active membership with the Zambia Institute of Chartered Accountants (ZICA).

  • Bachelor’s degree in Accounting, Finance, or a related field.
  • Minimum of 3 years of relevant experience, preferably within the NGO or development sector.
  • Strong experience in using financial and ERP systems, including Odoo and comparable accounting software.
  • Strong working knowledge of Microsoft Office Suite and Google Workspace (G Suite).
  • Mandatory active membership with the Zambia Institute of Chartered Accountants (ZICA).

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Finance and Administration Associate (Lusaka)

This role is responsible for providing comprehensive financial and administrative support to the Zambia operations. Working closely with the Kenya Finance team, the individual will support in the preparation and monitoring of organizational and project budgets, ensuring strict compliance with internal financial policies and donor requirements. The role also includes cash and asset management, accurate data entry in Odoo, procurement and inventory oversight, statutory compliance, and logistical coordination. Additionally, the role will provide financial guidance to the team to facilitate efficient implementation of activities, while also managing records, IT support coordination, and other operational tasks as assigned.
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