Zambia Environmental Management Agency

DUTY STATION: Head Office, Lusaka

REPORTING RELATIONSHIPS: Reports directly to the Accountant.

3.1. Job Purpose

To carry out the timely maintenance and reconciliation of the Agency’s financial records.

3.2. Key Duties and Responsibilities

The main duties and responsibilities of the Cashier include:

• Conducts monthly bank reconciliations to ensure that the records of the Agency agree with those of its bankers. Submits the report to the superior for relevant action;
• Records and reconciles incoming invoices and quotations with LPO details to confirm that they match. Also reconciles and maintains the creditors’ account and ensures that payments to creditors are made on a timely basis;
• Prepares payment vouchers for suppliers’ invoices and ensures that they are properly authorised and charged, and that cheques are correctly prepared and addressed before releasing them for payment to clients and suppliers. Files copies of payment vouchers accordingly. Also receives cash from clients and issues receipts for accountability purposes;
• Reconciles and monitors the accountable imprest account to assist in controlling the disbursement of funds and monitors the frequency of imprest reimbursements;
• Analyses fuel and motor vehicle maintenance costs for management information to control costs in the respective cost centres;
• Monitors and controls the Agency’s petty cash, ensuring that petty cash vouchers are properly filled in and authorised, and prepares the daily cash flow report and the weekly cash book to show receipts and payments for the superior’s attention; and
• Assists with the preparation of the monthly management accounts and performs other tasks as may be delegated by superiors.

3.3. Minimum Qualifications and Experience:

• Full Grade 12 Certificate with five (5) credits or better, including English and Mathematics;
• Diploma in Business Administration or equivalent;
• Must be aged 45 years or below; and
• Minimum of two (2) years’ experience in a similar role.

• Conducts monthly bank reconciliations to ensure that the records of the Agency agree with those of its bankers. Submits the report to the superior for relevant action;
• Records and reconciles incoming invoices and quotations with LPO details to confirm that they match. Also reconciles and maintains the creditors’ account and ensures that payments to creditors are made on a timely basis;
• Prepares payment vouchers for suppliers’ invoices and ensures that they are properly authorised and charged, and that cheques are correctly prepared and addressed before releasing them for payment to clients and suppliers. Files copies of payment vouchers accordingly. Also receives cash from clients and issues receipts for accountability purposes;
• Reconciles and monitors the accountable imprest account to assist in controlling the disbursement of funds and monitors the frequency of imprest reimbursements;
• Analyses fuel and motor vehicle maintenance costs for management information to control costs in the respective cost centres;
• Monitors and controls the Agency’s petty cash, ensuring that petty cash vouchers are properly filled in and authorised, and prepares the daily cash flow report and the weekly cash book to show receipts and payments for the superior’s attention;
• Assists with the preparation of the monthly management accounts and performs other tasks as may be delegated by superiors.

• Full Grade 12 Certificate with five (5) credits or better, including English and Mathematics;
• Diploma in Business Administration or equivalent;
• Must be aged 45 years or below;
• Minimum of two (2) years’ experience in a similar role.