Position Overview:

The Finance and Administration Officer will support the effective financial management and smooth administrative operations of the organization. This role ensures compliance with donor requirements, internal policies, and statutory regulations while maintaining efficient office systems.

Key Responsibilities

• Review the projects related financial transactions to ensure that they fall within the approved scope of project activities and donor requirements and that they comply with the financial procedures and Finance and Procurement Policies requirements.
• Attend to internal and external auditors and provide relevant information as far as an audit is concerned and ensure timely implementation of audit recommendations.
• Participate in proposal writing with the view to provide financial advice and develop project lifetime budget in line with KZF and donor budgeting templates and guidelines in case of extension and/or project budget amendment.
• Maintain efficient management of project assets & Stocks and conduct a regular inventory to reconcile reports and physical count of assets & Stocks as per KZF’s policy and procedures and maintain an updated asset and Stores registers and ensure proper management of inventory.
• Process payments, and conduct monthly bank reconciliations in a timely manner.
• Verify all expenses and receipts and ensure they are allocated to their cost centres, accounts, and budget lines in line with donor and KZF financial policies and procedures.
• Assist in budget preparation, monitoring, and variance analysis.
• Ensure compliance with donor and statutory financial regulations.
• Update and maintain all relevant cash books, ledgers in financial systems software.
• Ensure monthly statutory compliance as required by Zambian financial authorities, submitting returns and payments in a timely manner.
• Prepare monthly payroll, ensuring payroll and statutory returns are submitted on time.
• Manage account receivables and payables.
• Participate in the procurement processes to compliance
• Maintain/file all financial records in an easily retrievable manner.
• Ensure financial information is recorded accurately, including those appropriate aggregations to budget lines and monthly spending reports are accurate and prepared in a timely manner.
• Assist in the implementation of finance systems and controls, to ensure policies and procedures are complied with.
• Any other tasks as requested by management

Qualifications & Experience

• Degree in Accounting or Finance or ZICA CA from a recognised professional accountancy body or any other equivalent qualification acceptable.
• Must be a registered member of ZICA.
• A minimum of 3 years’ experience in financial management and accounting,
• Preferred experience working with in the NGO sector

ESSENTIAL KNOWLEDGE & SKILL

• Ability to effectively communicate financial information to non-financial officers.
• Capable of managing multiple projects and partners.
• Proficiency in accounting software, Patel accounting & Payroll and MS Office Suite
• Ability to maintain strict confidentiality, Flexibility, dependability, and dedication
• Excellent organizational, communication, and interpersonal skills.

• Review the projects related financial transactions to ensure that they fall within the approved scope of project activities and donor requirements and that they comply with the financial procedures and Finance and Procurement Policies requirements.
• Attend to internal and external auditors and provide relevant information as far as an audit is concerned and ensure timely implementation of audit recommendations.
• Participate in proposal writing with the view to provide financial advice and develop project lifetime budget in line with KZF and donor budgeting templates and guidelines in case of extension and/or project budget amendment.
• Maintain efficient management of project assets & Stocks and conduct a regular inventory to reconcile reports and physical count of assets & Stocks as per KZF’s policy and procedures and maintain an updated asset and Stores registers and ensure proper management of inventory.
• Process payments, and conduct monthly bank reconciliations in a timely manner.
• Verify all expenses and receipts and ensure they are allocated to their cost centres, accounts, and budget lines in line with donor and KZF financial policies and procedures.
• Assist in budget preparation, monitoring, and variance analysis.
• Ensure compliance with donor and statutory financial regulations.
• Update and maintain all relevant cash books, ledgers in financial systems software.
• Ensure monthly statutory compliance as required by Zambian financial authorities, submitting returns and payments in a timely manner.
• Prepare monthly payroll, ensuring payroll and statutory returns are submitted on time.
• Manage account receivables and payables.
• Participate in the procurement processes to compliance
• Maintain/file all financial records in an easily retrievable manner.
• Ensure financial information is recorded accurately, including those appropriate aggregations to budget lines and monthly spending reports are accurate and prepared in a timely manner.
• Assist in the implementation of finance systems and controls, to ensure policies and procedures are complied with.
• Any other tasks as requested by management

• Ability to effectively communicate financial information to non-financial officers.
• Capable of managing multiple projects and partners.
• Proficiency in accounting software, Patel accounting & Payroll and MS Office Suite
• Ability to maintain strict confidentiality, Flexibility, dependability, and dedication
• Excellent organizational, communication, and interpersonal skills.

• Degree in Accounting or Finance or ZICA CA from a recognised professional accountancy body or any other equivalent qualification acceptable.
• Must be a registered member of ZICA.