Administrative & Finance Assistant

Position Title: Administrative & Finance Assistant

Department: Program

Location: Lusaka, Zambia

Reports to: HBCU Project Director

Description of HBCU project:

A Consortium of four historically black colleges and universities (HBCUs) in the United States, working in coordination with American International Health Alliance (AIHA), is working to support select Ministry of Health Level One hospitals in Zambia.  The HBCU Global Health Consortium Project is designed to transform clinical HIV practice to provide high quality, comprehensive, interprofessional care and treatment to people living with HIV.  The project seeks to train healthcare workers within high-burden HIV settings on how to reduce stigma and discrimination, while providing training on the impact of social determinants of health on health outcomes along the HIV care continuum. Ultimately, the goal is improving the quality of healthcare, clinic workflow, and team-building leading to improved health outcomes. This is a PEPFAR supported project.

ESSENTIAL ROLES AND RESPONSIBILITIES

Program Administrative Support

• Assist the HBCU Project Director and Senior Program Coordinator with the day to day program work as requested.
• Make travel-related arrangements including hotels, shuttles, tickets, etc.
• Provide logistical support for trainings, workshops, conferences, etc.
• Prepare onboarding documentation for review by the HBCU Project Director and Program Coordinator for all newly hired staff.

Financial Support

• Collect quotations, tax invoices and delivery notes from vendors
• Put together support documentation such as procurement requests, contracts, travel authorization, travel advances, travel reconciliations, travel vouchers etc.
• Process and reconcile travel advances to AIHA partners and staff.
• Act as an assistant to the AIHA Lusaka Accounts office and work closely with finance to ensure accounts unit is in order.
• Assist with procurement management, customs clearing, and inventory management of all assets.
• Assist in the execution of daily financial transactions such as issuing and obtaining approval for check requests and petty cash vouchers.
• Provide support to AIHA sub grantees in financial and administrative issues.
• Assist in preparation of monthly HBCU funds requests in close collaboration with the AIHA Lusaka office AFO.
• Assist in maintaining internal financial control procedures that adhere to AIHA DC established policies and procedures.
• Assist in the preparation of annual program budgets in close collaboration with HBCU Project Director, Senior Program Coordinator, and DC Office programmatic backstop
• Track cash and bank logs

Other duties as assigned.

SKILLS AND QUALIFICATIONS

• Bachelor’s Degree in Finance, Accounting, Bookkeeping or related field and at least 3 years experience in a similar position.
• Experience in managing budgets and collaborating with multiple projects.
• Ability to handle multiple tasks simultaneously in a fast-paced environment, set priorities and meet deadlines.
• Ability to work independently as well as with a team and follow directions.
• Excellent communication and customer service skills.
• Fluency in English; excellent written and oral communication skills, including facilitation and cross-cultural communication; attention to detail.
• Familiarity with US Government funded programs and NGOs in Africa.
• Strong analytical, critical thinking, problem-solving and decision-making skills.
• Computer proficiency in Windows environment (Microsoft Word, Excel, Access, PowerPoint).
• 2-4 years of work experience in accounting related to NGO programs.
• Proficiency in QuickBooks is preferred

This position is for local Zambia hire.

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