The Organization

Zambia Open Community Schools (ZOCS) is a vibrant and longstanding organization, established in 1992, and recognized as a flagship institution for community-based education in Zambia. ZOCS empowers communities to deliver quality basic education to 259,691 learners (127,232 girls and 132,259 boys) across 1,385 demonstration Community Schools in 95 districts throughout all ten provinces. Our work is founded on the belief that every child has a right to education.

The pillars on which ZOCS builds its approach are those of enhanced educational opportunities for children through education policy engagement, increased community capacity to provide such opportunities and ensuring more and better education for more children in communities. ZOCS is about open, accessible schools for disadvantaged children and communities, and these take priority over everything else.

ZOCS is inviting applications for the position of Finance Intern to be based in Lusaka.

Main Purpose for the Position

The purpose of the Finance Intern position is to assist in the smooth functioning of the Finance office, professional filing and posting of all transactions and the timely submission of financial reports under the supervision of the Programme Accountant.

Main Duties and Responsibilities

• Check Funds requests by team members and ensure that these are in accordance with the Organisations’ policies and within the set budget limits
• Capture all data into the Accounting Package General Ledger (Payments and Receipts) within 3 days of payments being fully approved.
• File all payments vouchers, Journals and Receipts sequentially (For receipts and Journals within 24 hours, for payments within 4 days)
• Review and verify invoices for the purchase of goods and services for the programme
• Track all payments and follow up retirements with staff, receipt all monies retired by staff and ensure the change is banked with deposit slip duly attached
• Review all retirements from staff and ensure the receipts are authentic and duly sign these, prepare all retirements for review by the Finance Manager each week.
• Prepare Journal for transactions that need journal entries and ensure they are duly authorised.
• Issue receipts for all funds coming into the organisation as cash
• Ensure all travel and business advance payment request have necessary supporting documents stamped checked and properly coded for proper cost allocation and advice necessary adjustments.
• Ensure that all Employee Expenditure Reports (EER) are accurate and correctly entered and that all receipts attached are authentic and stamp checked.
• Petty cash management
• Processing of payments and ensuring that only authorized requests are processed
• Prepare both deposit vouchers and journal vouchers as well as correct journals in readiness for importing into Pastel.
• Review all cash disbursement vouchers for accuracy and Bi weekly import of templates into Pastel.
• Data entry into Pastel
• Posting of all financial transactions as required and ensuring that all incurred expenses are paid for timely
• Maintaining a payment register for all payments and ensure Proof of Payments are provided for all payees/beneficiaries
• To ensure that all payment vouchers to be filed have all documentation attached and complete
• Provide day to day clerical assistance to Finance Team, including managing the documentation and filing of all finance related files
• To follow up and reconcile all staff retirements for trainings, meetings, and workshop venues payments for various program activities
• Follow up outstanding or missing vouchers and supporting documents e.g. delivery notes, receipts, and invoices with staff both in Lusaka and other towns
• To keep track of all pending payments for vendors including contractual obligations for services and goods.
• Perform other Finance duties as assigned Management.

Qualifications / Professional Experience

Education

• Grade 12 Certificate or equivalent
• Diploma or degree in Accounting: Minimum ZICA Tech, CAT, or part qualified ACC or equivalent
• Age of below 30 years

Experience:

• Minimum one (1) year experience in a similar position with a reputable donor funded organisation.
• Demonstrated Ability to manage time and perform within strict deadlines
• Excellent interpersonal and Teamwork skills
• Attention to detail and the capabilities to work well individually and within a team.
• Flexibility and high capacity to adapt to change.
• Ability to work in a busy environment.
• Member of ZICA

Core Competencies and Values

1. Communication
2. Working with People
3. Drive for Results
4. Commitment to values, mission and vision of the organisation
5. Integrity in all actions
6. Diversity and Inclusion
7. Policy and Reporting Control
8. Financial Discipline
9. Sound risk management practices

Networks (internal / external)

• Staff (internal)
• Schools (external)
• Donors (external)
• Government (external)

• Check Funds requests by team members and ensure that these are in accordance with the Organisations’ policies and within the set budget limits
• Capture all data into the Accounting Package General Ledger (Payments and Receipts) within 3 days of payments being fully approved.
• File all payments vouchers, Journals and Receipts sequentially (For receipts and Journals within 24 hours, for payments within 4 days)
• Review and verify invoices for the purchase of goods and services for the programme
• Track all payments and follow up retirements with staff, receipt all monies retired by staff and ensure the change is banked with deposit slip duly attached
• Review all retirements from staff and ensure the receipts are authentic and duly sign these, prepare all retirements for review by the Finance Manager each week.
• Prepare Journal for transactions that need journal entries and ensure they are duly authorised.
• Issue receipts for all funds coming into the organisation as cash
• Ensure all travel and business advance payment request have necessary supporting documents stamped checked and properly coded for proper cost allocation and advice necessary adjustments.
• Ensure that all Employee Expenditure Reports (EER) are accurate and correctly entered and that all receipts attached are authentic and stamp checked.
• Petty cash management
• Processing of payments and ensuring that only authorized requests are processed
• Prepare both deposit vouchers and journal vouchers as well as correct journals in readiness for importing into Pastel.
• Review all cash disbursement vouchers for accuracy and Bi weekly import of templates into Pastel.
• Data entry into Pastel
• Posting of all financial transactions as required and ensuring that all incurred expenses are paid for timely
• Maintaining a payment register for all payments and ensure Proof of Payments are provided for all payees/beneficiaries
• To ensure that all payment vouchers to be filed have all documentation attached and complete
• Provide day to day clerical assistance to Finance Team, including managing the documentation and filing of all finance related files
• To follow up and reconcile all staff retirements for trainings, meetings, and workshop venues payments for various program activities
• Follow up outstanding or missing vouchers and supporting documents e.g. delivery notes, receipts, and invoices with staff both in Lusaka and other towns
• To keep track of all pending payments for vendors including contractual obligations for services and goods.
• Perform other Finance duties as assigned Management.

• Demonstrated Ability to manage time and perform within strict deadlines
• Excellent interpersonal and Teamwork skills
• Attention to detail and the capabilities to work well individually and within a team.
• Flexibility and high capacity to adapt to change.
• Ability to work in a busy environment.

• Grade 12 Certificate or equivalent
• Diploma or degree in Accounting: Minimum ZICA Tech, CAT, or part qualified ACC or equivalent
• Age of below 30 years
• Member of ZICA