Background:

Marie Stopes Zambia (MSZ) seeks an accountant to ensure accurate, timely, and compliant financial accounting for the organisation. The role maintains robust internal controls, executes end-to-end transaction processing in the organization's accounting system, manages cash and bank processes, reconciles balance sheet accounts, supports budgeting and cash flow forecasting, and statutory returns, donor, and audit deliverables. Collaborating with the Operations teams, the accountant upholds financial integrity, which leads to high-quality delivery of MSZ work across Zambia.

Marie Stopes Zambia (MSZ) is a marketing-driven, results-oriented social enterprise, committed to advancing family planning and reproductive healthcare. MSZ is part of the global MSI Reproductive Choices network. MSZ subscribes to the MSI goal and mission: preventing unintended pregnancies and safeguarding individuals’ right to children by choice, not chance. By integrating innovative marketing approaches and community-focused initiatives, MSZ plays a crucial role in improving reproductive health outcomes across Zambia.

Responsibilities:

• Maintain daily cash and bank balances; prepare monthly cash requests to the Global Accounting Team, ensuring that the cash‑flow requests are aligned to project and procurement plans.
• Initiate and upload vendor/staff payments on banking platforms; ensure proper approvals per the Delegation/Limit of Authority (LOA) and segregation of duties.
• Prepare monthly bank reconciliations for all accounts (local and USD) and promptly resolve outstanding items.
• Coordinate field staff advance payments and liquidations; review advance retirements and supporting documentation for completeness and compliance.
• Review source documents for completeness, accuracy, donor coding, COA alignment, and correct funding source before posting.
• Prepare and post journals (accruals, prepayments, reallocations, FX revaluations), ensuring accurate period cut‑off.
• Maintain orderly, secure, and auditable records (digital and hard copy) with systematic filing and retrieval.
• Support timely month‑end close and ensure all month-end returns/reports are submitted on time.
• Process supplier invoices in line with contracts/POs/GRNs; track payment terms and maintain vendor ledgers; resolve queries with Procurement and requestors.
• Manage staff/partner advances and receivables; issue monthly statements and follow up on overdue balances.
• Prepare debtor invoices/credit notes as required; record receipts and perform monthly AR/AP reconciliations.
• Raise and share the intercompany invoices, including the relevant supporting documents, with the Global Accounting Team.
• Prepare monthly reconciliations for all balance‑sheet accounts (banks, cash, advances, prepayments, payables, taxes, intercompany, fixed assets).
• Maintain the Fixed Asset Register: additions, disposals, tagging, depreciation, and periodic physical verifications; reconcile FAR to the GL monthly.
• Attend monthly balance sheet review meetings with the regional support team.
• Prepare quarterly balance sheet commentaries.
• Prepare and submit statutory returns accurately and on time (e.g., PAYE, Withholding, VAT as applicable) and social security contributions (RSSB); maintain evidence of filings and payments.
• Stay current with ZRA and other regulatory updates, escalating compliance risks to both the Finance Manager and Finance Director with recommended actions.
• Support annual and grant budgeting, project budget revisions, and forecasts; upload approved budgets to the accounting system and maintain budget structures.
• Produce monthly Budget vs. Actual (BvAs) reports; analyse variances with Programmes and Finance leadership; recommend corrective actions.
• Ensure donor‑compliant documentation, cost allocations, visibility rules, and reporting schedules; prepare donor financial reports and supporting schedules for review/approval.
• Enforce the Field Financial Manual (FFM), finance SOPs, and internal control checklists; ensure appropriate segregation of duties and approval workflows.
• Partner with Procurement/Logistics to align on procurement plans, vendor due diligence, three‑way match, and asset/inventory controls.
• Support internal and external audits: prepare audit files, respond to queries, and implement management action plans; target zero high-risk findings.
• Provide courteous, timely finance support to Programmes, MEAL, HR, and Operations, and provide adequate training to non-finance staff on coding, documentation, and compliance.

Qualifications/Requirements:

• A university degree in accounting or equivalent training in accounting (ZICA).
• A qualified professional accountant with ZICA/ACCA/CIMA and in good standing.
• A minimum of 3-5 years’ experience in an Accounting/Finance position in an international organization or NGO.
• Proven experience in both financial and management reporting, including audit management.
• Experienced in statutory compliance and financial controls.
• Strong understanding of IPSAS, IFRS, and audit processes.
• Ability to lead, mentor, and drive process improvements.
• Excellent communication and stakeholder management skills.
• Ability to work independently, under pressure with high levels of complexity, and as part of a cross-functional team.
• Technically proficient in a Microsoft Office environment – Excel, PowerPoint, Word, SharePoint, and SUN Accounting System.
• Strong organization, planning, and analytical skills.
• Excellent interpersonal skills and capacity for collaborative teamwork across disciplines.

• Maintain daily cash and bank balances; prepare monthly cash requests to the Global Accounting Team, ensuring that the cash‑flow requests are aligned to project and procurement plans.
• Initiate and upload vendor/staff payments on banking platforms; ensure proper approvals per the Delegation/Limit of Authority (LOA) and segregation of duties.
• Prepare monthly bank reconciliations for all accounts (local and USD) and promptly resolve outstanding items.
• Coordinate field staff advance payments and liquidations; review advance retirements and supporting documentation for completeness and compliance.
• Review source documents for completeness, accuracy, donor coding, COA alignment, and correct funding source before posting.
• Prepare and post journals (accruals, prepayments, reallocations, FX revaluations), ensuring accurate period cut‑off.
• Maintain orderly, secure, and auditable records (digital and hard copy) with systematic filing and retrieval.
• Support timely month‑end close and ensure all month-end returns/reports are submitted on time.
• Process supplier invoices in line with contracts/POs/GRNs; track payment terms and maintain vendor ledgers; resolve queries with Procurement and requestors.
• Manage staff/partner advances and receivables; issue monthly statements and follow up on overdue balances.
• Prepare debtor invoices/credit notes as required; record receipts and perform monthly AR/AP reconciliations.
• Raise and share the intercompany invoices, including the relevant supporting documents, with the Global Accounting Team.
• Prepare monthly reconciliations for all balance‑sheet accounts (banks, cash, advances, prepayments, payables, taxes, intercompany, fixed assets).
• Maintain the Fixed Asset Register: additions, disposals, tagging, depreciation, and periodic physical verifications; reconcile FAR to the GL monthly.
• Attend monthly balance sheet review meetings with the regional support team.
• Prepare quarterly balance sheet commentaries.
• Prepare and submit statutory returns accurately and on time (e.g., PAYE, Withholding, VAT as applicable) and social security contributions (RSSB); maintain evidence of filings and payments.
• Stay current with ZRA and other regulatory updates, escalating compliance risks to both the Finance Manager and Finance Director with recommended actions.
• Support annual and grant budgeting, project budget revisions, and forecasts; upload approved budgets to the accounting system and maintain budget structures.
• Produce monthly Budget vs. Actual (BvAs) reports; analyse variances with Programmes and Finance leadership; recommend corrective actions.
• Ensure donor‑compliant documentation, cost allocations, visibility rules, and reporting schedules; prepare donor financial reports and supporting schedules for review/approval.
• Enforce the Field Financial Manual (FFM), finance SOPs, and internal control checklists; ensure appropriate segregation of duties and approval workflows.
• Partner with Procurement/Logistics to align on procurement plans, vendor due diligence, three‑way match, and asset/inventory controls.
• Support internal and external audits: prepare audit files, respond to queries, and implement management action plans; target zero high-risk findings.
• Provide courteous, timely finance support to Programmes, MEAL, HR, and Operations, and provide adequate training to non-finance staff on coding, documentation, and compliance.

• A university degree in accounting or equivalent training in accounting (ZICA).
• A qualified professional accountant with ZICA/ACCA/CIMA and in good standing.
• A minimum of 3-5 years’ experience in an Accounting/Finance position in an international organization or NGO.
• Proven experience in both financial and management reporting, including audit management.
• Experienced in statutory compliance and financial controls.
• Strong understanding of IPSAS, IFRS, and audit processes.
• Ability to lead, mentor, and drive process improvements.
• Excellent communication and stakeholder management skills.
• Ability to work independently, under pressure with high levels of complexity, and as part of a cross-functional team.
• Technically proficient in a Microsoft Office environment – Excel, PowerPoint, Word, SharePoint, and SUN Accounting System.
• Strong organization, planning, and analytical skills.
• Excellent interpersonal skills and capacity for collaborative teamwork across disciplines.