Finance Assistant
2025-08-05T15:27:03+00:00
Special Hope Network
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FULL_TIME
Lusaka
Lusaka
10101
Zambia
Nonprofit, and NGO
Accounting & Finance
2025-08-11T17:00:00+00:00
Zambia
8
Special Hope Network exists to bring glory to God by creating a world where all kids are valued. We impact communities by improving care for kids with intellectual disabilities. This starts by equipping families and caregivers to provide these children with a loving home, holistic health care, and exceptional education and therapies.
We are looking to fill the position of Finance Assistant with the following duties and responsibilities.
Compliance
- Load all ZRA/NHIMA/NAPSA/WC/etc. payments into bank account for payment, after getting the correct approvals and making a neat, detailed payment voucher.
- Maintain impeccable records, saving all Zambian compliance receipts in hard and softcopy, keeping systems currently working in both paper and digital formats.
Records
- Write all Vendor Invoices/ Payment Vouchers and load to FNB online banking after authorization has been given in writing on PV
- Keep detailed, organized records of all intake and outflow of money, including petty cash, banking, revenue, and payments
- Make sure SHN and Manager’s Petty Cash is updated daily, all records kept, and all have enough for the following month
- Enter Petty Cash Receipts from the Managers into the PC Worksheet, collect receipts, and file in correct binders, by end of every week.
- Reconcile the previous day’s transactions, making sure to note any gaps and correct by end-of-da
- Prepare deposits by 28th of every month, give the deposit a Deposit Numbe
- Record all transactions in both soft and hard copy
- Send a photo of Vendor invoices on the Invoice Only group w/Pay Voucher with all correct class/general ledger number, date, totals and appropriate signatures
- Post Payment Vouchers to GL in QuickBooks Online
- Check FNB Accounts for Bank Card Purchases, gather backup receipts within two days of expenditures by staff, give a check # from the voucher # spreadsheet, and write up a PV for the purchase.
- Write up Sales Receipts as donations/payments are made and add them to the income worksheet, record sales receipt on the sales receipt worksheet.
- Track In-Kind Donations on appropriate Excel document.
Payments
- Put in prepayment of funds into appropriate accounts (cGrate, Puma, etc).
- Manage Inventory through a physical count before the last day of each month and enter adjustments for what was taken into QuickBooks, report to Ops Director by month-end
- Prepare and load all payments including monthly payroll, after authorization, into the FNB account online and record accordingly.
- Prepare and load all Konsekonse payments for ZESCO, internet and talk time monthly after confirming amounts with the Director of Operations and getting authorizations, double checking cGrate spreadsheet to note the entries have been done.
- Track incentive packs each month, double-checking attendance, and amounts, specifically spot-checking for fraud.
Meticulousness and Communication
- Respond to all emails and messages relating to finance as soon as possible
- Be responsive to your team, keeping clear communication and a humble attitude with those you are working with, keep short accounts of miscommunications and sort quickly
- Be neat, precise, and careful before presenting payment vouchers to be checked, double-checking your own work, and in that way, making your supervisor’s job easier
- Keep track of daily/weekly/monthly tasks, and keep up with each, not getting behind throughout the month.
Compliance Load all ZRA/NHIMA/NAPSA/WC/etc. payments into bank account for payment, after getting the correct approvals and making a neat, detailed payment voucher. Maintain impeccable records, saving all Zambian compliance receipts in hard and softcopy, keeping systems currently working in both paper and digital formats. Records Write all Vendor Invoices/ Payment Vouchers and load to FNB online banking after authorization has been given in writing on PV Keep detailed, organized records of all intake and outflow of money, including petty cash, banking, revenue, and payments Make sure SHN and Manager’s Petty Cash is updated daily, all records kept, and all have enough for the following month Enter Petty Cash Receipts from the Managers into the PC Worksheet, collect receipts, and file in correct binders, by end of every week. Reconcile the previous day’s transactions, making sure to note any gaps and correct by end-of-da Prepare deposits by 28th of every month, give the deposit a Deposit Numbe Record all transactions in both soft and hard copy Send a photo of Vendor invoices on the Invoice Only group w/Pay Voucher with all correct class/general ledger number, date, totals and appropriate signatures Post Payment Vouchers to GL in QuickBooks Online Check FNB Accounts for Bank Card Purchases, gather backup receipts within two days of expenditures by staff, give a check # from the voucher # spreadsheet, and write up a PV for the purchase. Write up Sales Receipts as donations/payments are made and add them to the income worksheet, record sales receipt on the sales receipt worksheet. Track In-Kind Donations on appropriate Excel document. Payments Put in prepayment of funds into appropriate accounts (cGrate, Puma, etc). Manage Inventory through a physical count before the last day of each month and enter adjustments for what was taken into QuickBooks, report to Ops Director by month-end Prepare and load all payments including monthly payroll, after authorization, into the FNB account online and record accordingly. Prepare and load all Konsekonse payments for ZESCO, internet and talk time monthly after confirming amounts with the Director of Operations and getting authorizations, double checking cGrate spreadsheet to note the entries have been done. Track incentive packs each month, double-checking attendance, and amounts, specifically spot-checking for fraud. Meticulousness and Communication Respond to all emails and messages relating to finance as soon as possible Be responsive to your team, keeping clear communication and a humble attitude with those you are working with, keep short accounts of miscommunications and sort quickly Be neat, precise, and careful before presenting payment vouchers to be checked, double-checking your own work, and in that way, making your supervisor’s job easier Keep track of daily/weekly/monthly tasks, and keep up with each, not getting behind throughout the month.
JOB-689222c77209c
Vacancy title:
Finance Assistant
[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Accounting & Finance]
Jobs at:
Special Hope Network
Deadline of this Job:
Monday, August 11 2025
Duty Station:
Lusaka | Lusaka | Zambia
Summary
Date Posted: Tuesday, August 5 2025, Base Salary: Not Disclosed
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JOB DETAILS:
Special Hope Network exists to bring glory to God by creating a world where all kids are valued. We impact communities by improving care for kids with intellectual disabilities. This starts by equipping families and caregivers to provide these children with a loving home, holistic health care, and exceptional education and therapies.
We are looking to fill the position of Finance Assistant with the following duties and responsibilities.
Compliance
- Load all ZRA/NHIMA/NAPSA/WC/etc. payments into bank account for payment, after getting the correct approvals and making a neat, detailed payment voucher.
- Maintain impeccable records, saving all Zambian compliance receipts in hard and softcopy, keeping systems currently working in both paper and digital formats.
Records
- Write all Vendor Invoices/ Payment Vouchers and load to FNB online banking after authorization has been given in writing on PV
- Keep detailed, organized records of all intake and outflow of money, including petty cash, banking, revenue, and payments
- Make sure SHN and Manager’s Petty Cash is updated daily, all records kept, and all have enough for the following month
- Enter Petty Cash Receipts from the Managers into the PC Worksheet, collect receipts, and file in correct binders, by end of every week.
- Reconcile the previous day’s transactions, making sure to note any gaps and correct by end-of-da
- Prepare deposits by 28th of every month, give the deposit a Deposit Numbe
- Record all transactions in both soft and hard copy
- Send a photo of Vendor invoices on the Invoice Only group w/Pay Voucher with all correct class/general ledger number, date, totals and appropriate signatures
- Post Payment Vouchers to GL in QuickBooks Online
- Check FNB Accounts for Bank Card Purchases, gather backup receipts within two days of expenditures by staff, give a check # from the voucher # spreadsheet, and write up a PV for the purchase.
- Write up Sales Receipts as donations/payments are made and add them to the income worksheet, record sales receipt on the sales receipt worksheet.
- Track In-Kind Donations on appropriate Excel document.
Payments
- Put in prepayment of funds into appropriate accounts (cGrate, Puma, etc).
- Manage Inventory through a physical count before the last day of each month and enter adjustments for what was taken into QuickBooks, report to Ops Director by month-end
- Prepare and load all payments including monthly payroll, after authorization, into the FNB account online and record accordingly.
- Prepare and load all Konsekonse payments for ZESCO, internet and talk time monthly after confirming amounts with the Director of Operations and getting authorizations, double checking cGrate spreadsheet to note the entries have been done.
- Track incentive packs each month, double-checking attendance, and amounts, specifically spot-checking for fraud.
Meticulousness and Communication
- Respond to all emails and messages relating to finance as soon as possible
- Be responsive to your team, keeping clear communication and a humble attitude with those you are working with, keep short accounts of miscommunications and sort quickly
- Be neat, precise, and careful before presenting payment vouchers to be checked, double-checking your own work, and in that way, making your supervisor’s job easier
- Keep track of daily/weekly/monthly tasks, and keep up with each, not getting behind throughout the month.
Work Hours: 8
Experience in Months: 24
Level of Education: bachelor degree
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