About StrongMinds Zambia

StrongMinds Zambia (SMZ) is a non-governmental organisation providing scalable, community- and school-based solutions to close the mental health treatment gap in Zambia. Founded in 2019, we provide free, community-based group talk therapy (IPT-G) to treat depression to everyone that needs it most. Our model uses trained local health workers to deliver culturally relevant care through partnerships with the Government of Zambia, significantly reducing symptoms and improving lives. After proving the feasibility, effectiveness, and affordability of our treatment model, SMZ is focused on rapid and impactful scaling of these free, existing and tested community-based mental health solutions that have already served over half a million Zambians through effective and mutually beneficial government partnerships.

StrongMinds aims to provide mental health treatment to 420,000 Zambians in 2026 Exclusively through the Government of Zambia and reach millions more in the years ahead.

Job Title: Finance and Administration Officer (FAO)

Line Manager / Supervisor: Finance and Administration Manager (FAM)

Duty Station: Lusaka, Zambia.

Job Purpose/ Position Summary

The Finance and Administration Officer is responsible for providing technical expertise and supporting the Finance and Administration operations of the StrongMinds Zambia (SMZ) office and ensures timely and accurate financial/procurement payments, reports and practices including review and entry of transactions into the accounting system, cash management, financial disbursements, ledgers, risk management and ensuring high levels of compliance for both internal policies and statutory requirements:

Key Areas of Responsibility

1. Cash Management

Ensure timely and accurate review of petty cash transactions.

Prepare all supporting documentation (requisitions, receipts, invoices, reports) for all SMZ petty cash payments from all locations.

Maintain proper documentation of all SMZ Financial Information and ensure all paid vouchers are stamped.

Post all paid cash, mobile money and credit card transactions in QuickBooks to enable timely reconciliation and reporting.

Review all mobile money requests for accuracy and upload them onto the system for payments.

Maintain a mobile money cash book and reconcile every month.

Ensure all acknowledgment forms are accurately signed and filled for respective payments where applicable.

2. Accounts Receivable Management

Prepare and disseminate staff advance statements and other accounts receivable statements through performing monthly reconciliations.

Monitor staff advance balances and ensure these are always maintained as current and cleared in time as per the finance policy with all supporting documents attached.

Perform all month-end closure routines for accounts receivables.

Prepare and post receipts, expenses and other transactions in the system.

3. Accounts Payables Management

Prepare and disseminate accounts payable reconciliation statements.

Regular review of the accounts payables aging report for accuracy. Troubleshoot and resolve any discrepancies or accounts over 30 days.

Perform all month end closure routines for accounts payables.

4. Financial Systems and Financial Reporting

Ensure that the QuickBooks Accounting System is accurately and timely updated with all SMZ related financial transactions.

Prepare monthly reconciliations of accounts payables, accounts receivable, bank accounts, mobile money accounts, petty cash accounts, credit card, cash accounts and other balance sheet accounts to identify differences and discrepancies in the accounts and prepare adjusting journals to make the relevant corrections.

Document and journalize salaries, wages, bonuses, statutory deductions and workers compensation of all employees at month end which includes functional and restricted grant allocations.

Assist with the preparation of monthly financial reports including budget vs actual for each SMZ department and intercompany reconciliations with other SM offices.

5. Audit and Evaluations

Support the annual audit process, both internal and external, by providing information and clarifications as needed by the auditors in a timely manner.

Assist in adoption and implementation of any audit recommendations.

Provide progress reports on the status of implementation action items to the Finance and Administration Manager on time.

6. Budgeting and Forecasting

Lend technical support and guidance during the preparation of the annual organization budget.

Support program teams in the monitoring and tracking of their budget expenditures by participating in budget review meetings.

Participate in the preparation of donor proposal budgets.

Prepare and track budget vs actuals reports.

7. Compliance and Accountability

Support the Finance and Administration Manager in allocating other organization’s expenses as per donor budgets.

Ensure that all grant closeout processes are done on time and in relation to the grant agreements.

Work hand in hand with the programs and administration teams to ensure correct coding of timesheets.

8. Administration

Support the field teams during support supervision visits to field locations by ensuring timely booking of vehicles and coordination with drivers.

Oversee day-to-day office operations and ensure a professional working environment.

Manage office supplies, utilities, stationery and consumables.

Coordinate maintenance of office equipment, internet, phones and office assets.

Manage service contracts (cleaning, security, maintenance, office leases, etc.)

9. Capacity Building

Support the Finance and Administration Manager in building financial management skills for all SMZ staff.

Identify gaps and collaborate with Field teams to facilitate & coordinate training and capacity building for the staff.

Educational Qualifications

Diploma/bachelor’s degree in accounting or finance or Procurement, Business Administration or related field.

ACCA or part qualification, CIMA, CA Zambia.

Membership affiliation with ZICA

Experience & Competencies

A minimum of 2 years of working experience in the accounting/finance department of an international NGO.

Familiarity with QuickBooks accounting system will be an added advantage.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and google workspace (Google Doc’s, Google Sheets. Google slides).

Good analytical skills and ability to present and report findings verbally and in writing.

Comfortable in a fast-paced, high-growth environment.

• Ensure timely and accurate review of petty cash transactions.
• Prepare all supporting documentation (requisitions, receipts, invoices, reports) for all SMZ petty cash payments from all locations.
• Maintain proper documentation of all SMZ Financial Information and ensure all paid vouchers are stamped.
• Post all paid cash, mobile money and credit card transactions in QuickBooks to enable timely reconciliation and reporting.
• Review all mobile money requests for accuracy and upload them onto the system for payments.
• Maintain a mobile money cash book and reconcile every month.
• Ensure all acknowledgment forms are accurately signed and filled for respective payments where applicable.
• Prepare and disseminate staff advance statements and other accounts receivable statements through performing monthly reconciliations.
• Monitor staff advance balances and ensure these are always maintained as current and cleared in time as per the finance policy with all supporting documents attached.
• Perform all month-end closure routines for accounts receivables.
• Prepare and post receipts, expenses and other transactions in the system.
• Prepare and disseminate accounts payable reconciliation statements.
• Regular review of the accounts payables aging report for accuracy. Troubleshoot and resolve any discrepancies or accounts over 30 days.
• Perform all month end closure routines for accounts payables.
• Ensure that the QuickBooks Accounting System is accurately and timely updated with all SMZ related financial transactions.
• Prepare monthly reconciliations of accounts payables, accounts receivable, bank accounts, mobile money accounts, petty cash accounts, credit card, cash accounts and other balance sheet accounts to identify differences and discrepancies in the accounts and prepare adjusting journals to make the relevant corrections.
• Document and journalize salaries, wages, bonuses, statutory deductions and workers compensation of all employees at month end which includes functional and restricted grant allocations.
• Assist with the preparation of monthly financial reports including budget vs actual for each SMZ department and intercompany reconciliations with other SM offices.
• Support the annual audit process, both internal and external, by providing information and clarifications as needed by the auditors in a timely manner.
• Assist in adoption and implementation of any audit recommendations.
• Provide progress reports on the status of implementation action items to the Finance and Administration Manager on time.
• Lend technical support and guidance during the preparation of the annual organization budget.
• Support program teams in the monitoring and tracking of their budget expenditures by participating in budget review meetings.
• Participate in the preparation of donor proposal budgets.
• Prepare and track budget vs actuals reports.
• Support the Finance and Administration Manager in allocating other organization’s expenses as per donor budgets.
• Ensure that all grant closeout processes are done on time and in relation to the grant agreements.
• Work hand in hand with the programs and administration teams to ensure correct coding of timesheets.
• Support the field teams during support supervision visits to field locations by ensuring timely booking of vehicles and coordination with drivers.
• Oversee day-to-day office operations and ensure a professional working environment.
• Manage office supplies, utilities, stationery and consumables.
• Coordinate maintenance of office equipment, internet, phones and office assets.
• Manage service contracts (cleaning, security, maintenance, office leases, etc.)
• Support the Finance and Administration Manager in building financial management skills for all SMZ staff.
• Identify gaps and collaborate with Field teams to facilitate & coordinate training and capacity building for the staff.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and google workspace (Google Doc’s, Google Sheets. Google slides).
• Good analytical skills and ability to present and report findings verbally and in writing.
• Comfortable in a fast-paced, high-growth environment.

• Diploma/bachelor’s degree in accounting or finance or Procurement, Business Administration or related field.
• ACCA or part qualification, CIMA, CA Zambia.
• Membership affiliation with ZICA