An Accounts/Admin Assistant provides essential support across an organization’s financial and administrative functions. This role bridges core bookkeeping responsibilities with day-to-day office management, ensuring smooth operations, accurate financial records, and effective communication.

Key Responsibilities

1. Accounting Support

Process accounts payable (invoices, expenses) and accounts receivable (issuing invoices, tracking outstanding payments).

2. Reconciliations & Reporting

Assist with month-end processes by reconciling bank statements.

Prepare basic financial reports and summaries.

3. Data Entry & Record Keeping

Accurately record financial transactions, including petty cash, journals, and ledgers.

Maintain organized and up-to-date financial records.

4. General Administration

Manage daily office communications (emails, phone calls, visitor reception).

Schedule meetings and handle correspondence efficiently.

5. Inventory & Procurement

Monitor, order, and manage office supplies.

Liaise with vendors regarding orders, billing, and payments.

6. HR & Payroll Support

Maintain staff timesheets and leave records.

Assist in preparing payroll data and related documentation.

Qualifications

Diploma or Degree in Accounting, Business Administration, or a related field.

Experience

1–3 years of practical experience in bookkeeping, accounting, or administrative roles.

Accounting Knowledge

Strong understanding of basic accounting principles.

Familiarity with double-entry bookkeeping and debt collection practices.

Core Skills

Technical Skills

Proficiency in Microsoft Office, especially MS Excel (spreadsheets, formulas, and basic data analysis).

Organization & Attention to Detail

Excellent time management and multitasking abilities.

High level of accuracy when handling financial data.

Communication Skills

Strong verbal and written communication skills for interacting with clients, vendors, and internal teams.

Compliance & Regulatory Responsibilities

Ensure timely submission of statutory obligations to:

Zambia Revenue Authority (ZRA)

National Pension Scheme Authority (NAPSA)

National Health Insurance Management Authority (NHIMA)

Maintain compliance with local regulatory bodies such as:

Lusaka City Council

Zambia Public Procurement Authority (ZPPA)

Zambia Tourism Agency (or relevant tourism boards)

This role is critical in maintaining financial accuracy, operational efficiency, and regulatory compliance within the organization.

• Process accounts payable (invoices, expenses) and accounts receivable (issuing invoices, tracking outstanding payments).
• Assist with month-end processes by reconciling bank statements.
• Prepare basic financial reports and summaries.
• Accurately record financial transactions, including petty cash, journals, and ledgers.
• Maintain organized and up-to-date financial records.
• Manage daily office communications (emails, phone calls, visitor reception).
• Schedule meetings and handle correspondence efficiently.
• Monitor, order, and manage office supplies.
• Liaise with vendors regarding orders, billing, and payments.
• Maintain staff timesheets and leave records.
• Assist in preparing payroll data and related documentation.
• Ensure timely submission of statutory obligations to: Zambia Revenue Authority (ZRA), National Pension Scheme Authority (NAPSA), National Health Insurance Management Authority (NHIMA).
• Maintain compliance with local regulatory bodies such as: Lusaka City Council, Zambia Public Procurement Authority (ZPPA), Zambia Tourism Agency (or relevant tourism boards).

• Proficiency in Microsoft Office, especially MS Excel (spreadsheets, formulas, and basic data analysis).
• Excellent time management and multitasking abilities.
• High level of accuracy when handling financial data.
• Strong verbal and written communication skills for interacting with clients, vendors, and internal teams.
• Strong understanding of basic accounting principles.
• Familiarity with double-entry bookkeeping and debt collection practices.

• Diploma or Degree in Accounting, Business Administration, or a related field.