Assistant Finance and Administration Officer

Job Description

A local NGO is inviting applications for the position of Assistant Finance and Administration Officer. Reporting to the Finance and Administration Officer/Executive Director. The Assistant Finance and Administration Officer shall be responsible for assisting the Finance Officer to execute duties in financial management; administration and managing human resources policies for the organisation.

Duties and responsibilities

Financial Management

• Assist Finance Officer to prepare organizational and project budgets for projects and budgetary control, i.e ensuring expenditure is compliant to budgets; Ensure all financial transactions strictly comply with organization policies and with donor contracts / agreements, guidelines and regulations, administration and human resources policies and donor contracts / agreements; Help the Finance officer to prepare for annual external audits and respond to international auditors if required; Manage the external audits and ensure audit recommendations are implemented.

Accounting

• Cash management, ensuring that all petty cash transactions comply with the organization’s cash management policy;
• Ensure that all financial records are complete, up to date and filed systematically;
• Accurately enter all daily transactions into the books of accounts, using Pastel Partner 17 and produce relevant reports, present these to the Finance Officer for review and approval;
• Manage bank accounts and prepare periodic reconciliation statements, process payroll, calculate and remit tax and other statutory obligations, ZIMRA, NSSA, and complete necessary returns;
• Management of debtors, creditors and ensuring timely payment to all creditors;
• Assist the Finance Officer to prepare monthly financial reports of each project;
• Perform month – end closing and year-end duties such as reconciliations, VAT reconciliations, PAYE returns, procurement activities in accordance with organization’s procurement policy;
• Provide assistance to program staff and project budget preparation;
• Assist in consolidating all the programs and operational transactions for specific donors, for annual reports and for sharing with relevant stakeholders.

Administration & human resources

• Manage records, logistics, and ensure statutory returns and renewals are current;
• Manage leases to make sure they are current and amendments are processed as required;
• Maintain asset registers, conducting regular stock control and update accounting records accordingly;
• Maintain personnel files and payroll administration using Belina Time Systems;
• Ensure all equipment is properly functioning;
• Maintain finance and administration files both electronically and physically;
• Carry out any other task assigned by the Finance Officer.

Minimum requirements

• Bachelor’s Degree in Accounting or any related professional accounting qualifications such as CIS, ACCA, CIMA;
• At least two years – experience working for an NGO and experience in handling USAID projects will be an added advantage;
• Demonstrable familiarity and experience with donor regulations;
• Thorough knowledge of and experience with Pastel Partner 17;
• Experience with human resources management;
• Ability to present financial reports.

To apply

Interested candidates should send in a CV and letter of motivation (1 page) to: [email protected] and copy [email protected]

Only short listed candidates will be contacted for interviews.

We are an equal opportunity employer and women are encouraged to apply.

Deadline: 6 February 2022