Background information about the job or company (e.g., role context, company overview)

The Finance and Operations Officer is responsible for ensuring the integrity, accuracy, and timeliness of PEAS Zambia’s financial management systems. The role provides oversight of financial reporting, budgeting, payroll, procurement controls, and statutory compliance, while strengthening internal controls across the Country Office and supported schools.

The FO acts as the primary control point before final review by the Senior Finance & Grants Manager.

Responsibilities or duties

A. Financial Reporting & Control

• Review and validate all QuickBooks (QB) postings completed by the Finance & Admin Officer, ensuring:
  • Correct cost centre allocation
  • Accurate grant coding
  • Proper documentation and audit trail
• Oversee month-end close process, ensuring completeness of:
  • Payroll journals
  • Bank reconciliations
  • Accruals and prepayments
• Prepare accurate and timely Monthly Management Accounts for the Country Office, including:
  • Budget vs actual analysis
  • Variance commentary and investigation
  • Cash flow analysis
• Submit reviewed management accounts to the Senior Finance & Grants Manager for consolidation.
• Support preparation of:
  • Quarterly and annual financial reports
  • Donor financial reports
  • Year-end schedules
• Accountability: Ensure financial records are complete, compliant, and audit-ready at all times.

B. Budgeting, Planning & Forecasting

• Lead consolidation of school-level budgets, ensuring:
  • Standard costing applied
  • Correct funder codes
  • Efficient resource allocation
• Support mid-year reforecasting and budget revisions.
• Update management account templates with approved budgets for tracking.
• Monitor expenditure trends and proactively flag risks or overspending.
• Support cost allocation between Government Grants, Boarding Fees, and other income streams.
• Accountability: Ensure budgets are realistic, well-coded, and actively monitored.

C. Procurement Oversight & Compliance

• Ensure procurement processes comply with PEAS Zambia Procurement Policy.
• Review procurement documentation for completeness and compliance before payment.
• Support procurement planning with School Support teams.
• Coordinate procurement for major school and country office assets.
• Maintain supplier oversight and ensure adherence to agreed terms.
• Accountability: Strengthen procurement discipline and reduce financial risk exposure.

D. Payment Processing & Controls

• Review and validate all payment requests against:
  • Approved budgets
  • Supporting documentation
  • Proper authorization
• Prepare payment schedules for review and approval.
• Process approved payments via online banking platform.
• Ensure segregation of duties is maintained.
• Maintain accurate payment tracking and filing systems.
• Accountability: Ensure payments are accurate, authorized, and compliant.

E. Payroll & Statutory Compliance

• Oversee payroll processing ensuring:
  • Correct employee data
  • Accurate statutory deductions
  • Proper grant allocation of payroll costs
• Consolidate regional payroll into Country payroll.
• Ensure timely remittance of:
  • PAYE
  • NAPSA
  • NHIMA
  • Any other statutory obligations
• Address statutory queries in collaboration with HR.
• Ensure payroll records are audit-ready.
• Accountability: Zero statutory penalties; accurate and timely payroll.

F. Audit & Risk Management

• Lead preparation of audit schedules and reconciliations.
• Support implementation of audit recommendations.
• Identify control weaknesses and recommend improvements.
• Maintain an internal control checklist and risk log.
• Accountability: Clean audit with minimal management letter findings.

G. Technical Support & Capacity Building

• Provide technical guidance to School Accountants on QB posting and coding.
• Conduct periodic financial trainings for:
  • School Leaders
  • School Accountants
  • Finance & Admin Officer
• Strengthen financial literacy across departments.
• Accountability: Improved financial competence across schools.

Qualifications or requirements (e.g., education, skills)

ACCA / CA Zambia / CIMA ( fully qualified preferred)

Degree in Accounting or Finance

Strong QuickBooks or similar accounting system experience

Knowledge of Zambian statutory compliance

Experience needed

Minimum 8 years progressive finance experience

Experience managing grant-funded projects

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

PEAS is committed to ensuring the safety and wellbeing of all children in our programmes and to maintaining high standards of integrity in all our operations. We promote safe recruitment practices, including thorough background checks and safeguarding training. We operate a zero-tolerance policy toward misconduct or corruption.

PEAS is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Female candidates and those from underrepresented backgrounds are strongly encouraged to apply.

• Review and validate all QuickBooks (QB) postings completed by the Finance & Admin Officer, ensuring: Correct cost centre allocation, Accurate grant coding, Proper documentation and audit trail
• Oversee month-end close process, ensuring completeness of: Payroll journals, Bank reconciliations, Accruals and prepayments
• Prepare accurate and timely Monthly Management Accounts for the Country Office, including: Budget vs actual analysis, Variance commentary and investigation, Cash flow analysis
• Submit reviewed management accounts to the Senior Finance & Grants Manager for consolidation.
• Support preparation of: Quarterly and annual financial reports, Donor financial reports, Year-end schedules
• Accountability: Ensure financial records are complete, compliant, and audit-ready at all times.
• Lead consolidation of school-level budgets, ensuring: Standard costing applied, Correct funder codes, Efficient resource allocation
• Support mid-year reforecasting and budget revisions.
• Update management account templates with approved budgets for tracking.
• Monitor expenditure trends and proactively flag risks or overspending.
• Support cost allocation between Government Grants, Boarding Fees, and other income streams.
• Accountability: Ensure budgets are realistic, well-coded, and actively monitored.
• Ensure procurement processes comply with PEAS Zambia Procurement Policy.
• Review procurement documentation for completeness and compliance before payment.
• Support procurement planning with School Support teams.
• Coordinate procurement for major school and country office assets.
• Maintain supplier oversight and ensure adherence to agreed terms.
• Accountability: Strengthen procurement discipline and reduce financial risk exposure.
• Review and validate all payment requests against: Approved budgets, Supporting documentation, Proper authorization
• Prepare payment schedules for review and approval.
• Process approved payments via online banking platform.
• Ensure segregation of duties is maintained.
• Maintain accurate payment tracking and filing systems.
• Accountability: Ensure payments are accurate, authorized, and compliant.
• Oversee payroll processing ensuring: Correct employee data, Accurate statutory deductions, Proper grant allocation of payroll costs
• Consolidate regional payroll into Country payroll.
• Ensure timely remittance of: PAYE, NAPSA, NHIMA, Any other statutory obligations
• Address statutory queries in collaboration with HR.
• Ensure payroll records are audit-ready.
• Accountability: Zero statutory penalties; accurate and timely payroll.
• Lead preparation of audit schedules and reconciliations.
• Support implementation of audit recommendations.
• Identify control weaknesses and recommend improvements.
• Maintain an internal control checklist and risk log.
• Accountability: Clean audit with minimal management letter findings.
• Provide technical guidance to School Accountants on QB posting and coding.
• Conduct periodic financial trainings for: School Leaders, School Accountants, Finance & Admin Officer
• Strengthen financial literacy across departments.
• Accountability: Improved financial competence across schools.

• Strong analytical and reconciliation skills
• High integrity and attention to detail
• Ability to challenge and enforce compliance
• Strong coordination and communication skills
• Planning and organisational ability
• Strong QuickBooks or similar accounting system experience

• ACCA / CA Zambia / CIMA ( fully qualified preferred)
• Degree in Accounting or Finance
• Minimum 8 years progressive finance experience
• Experience managing grant-funded projects
• Knowledge of Zambian statutory compliance