Finance and Administration Officer at World Renew

Finance and Administration Officer 

Location:  Lusaka, with infrequent travel to Partner Program sites and Synod Offices.

Proposed Start Date:   January 2020

Term: 1-year renewable Contract

Reports to: Country Consultant liases with The Regional Finance and Administration Manager

Position Summary

This position contributes to the day-to-day financial management and administration of the organisation. The successful candidate will support the Country Consultant and Regional Finance and Administration Manager to maintain the highest standards of financial stewardship of the Country program by maintaining the books of accounts and other financial records, ensuring their adherence to the financial policies and procedures of World Renew and external donor requirements. It is also expected that this position will support the project related bookkeeping duties of World Renews three implementing partners and will assist the Regional Finance and Administration Manager with partner financial reviews and audit procedures.

Essential Duties & Responsibilities

Financial Tasks

Financial Management and Reporting

• Input Country program budgets and Document all financial transactions into Quickbooks and generate up to date and accurate reports as requested.
• Provide analysis of expenditure particularly budgeted expenditure vs actuals.
• Maintain and balance general and subsidiary project accounts by verifying, allocating, posting and reconciling entries as per code and class.
• Maintain and balance a general ledger by transferring subsidiary account summaries, preparing a trial balance, and reconciling entries.
• Assist in the facilitation of the accounting cycle to include preparation of appropriate supporting documentation for journal entries and payment requests.
• Assist the Country Team to facilitate proper authorization and approval and timely processing of payment/reimbursement requests for partners/suppliers/vendors.
• Perform internal audits of fixed assets and maintain a Fixed Assets inventory, in accordance with World Renew system policies and donor requirements.

Petty Cash and Banking

• Manage and Track office petty cash expenditure and prepare petty cash reconciliation statements and requests for verification by the Country Consultant.
• Check and reconcile petty cash requests from Country staff and liaise with the Country Consultant on outstanding administrative issues.
• Initiate the weekly cash count with the Country Consultant.
• Maintain accurate banking records, perform bank payment orders and deal with the bank on all financial matters.
• Support the preparation of managerial reports by collecting, analyzing, and summarizing account information and conducting bank reconciliations.

Administrative Tasks

• Provide administrative support for a well-functioning Country team in maintaining accounting files (receipts, disbursements and non-payments documents) in accordance with system policies and standards.
• Manage Country Program records by assisting in the filing of documents and reports in the Country filing systems both physical and digital, as applicable.
• Update and ensure the organization and accuracy of financial files, contracting and payroll files of Country program employees, monthly financial reports, quarterly reports, invoices and ad hoc reports.
• Ensure Compliance with National, and local legal requirements by keeping up to date with regulations and correspondence provided by relevant governments entities; filing reports and advising the Country Consultant on needed actions, as and when applicable.
• To be responsible for overseeing the procurement of equipment and supplies for the Country office. ensuring strict adherence to procurement guidelines.
• To oversee the booking of travel and accommodation for Country staff as required.
• Prepare the submission of all tax withholdings (payroll income tax, NAPSA contributions) and corresponding reports to relevant parties as needed.

Partner Consultation Tasks

• Assist the Regional Finance and Administration Manager in conducting financial reviews of Country Partners financial systems.
• Provide capacity assistance to Partners where and when required to improve financial management and systems, improve accountability and governance.
• Facilitate partner audits with external auditors and ensure management comments are acted upon.

Other Duties Coincidental to the Position

• Review and recommend procedural changes to ensure compliance with policy and improve work processes.
• Communicate in a timely manner with Finance Manager and Country Consultant when issues arise with financial reporting so that solutions may be found in a timely manner.
• Set aside time in the work plan for self-development to improve capacity and move with current trends.
• Other duties as requested by Country Representative and Finance and Admin Manager.

Technical Skills and Qualifications

• A university degree and a certification in Accounting or Financial Management required, Bachelor’s Degree in Accounting or Finance is preferred.
• Minimum of 2 years of bookkeeping, financial management, or accounting experience.
• Prior experience with USAID, GAC, DFID, EU, UN or other donor-funded projects is preferred.
• Experience with Accounting Software packages, particularly Quickbooks. (Will be tested).
• Familiarity with ZRA and NAPSA E-Services.
• Excellent working capabilities with in MS Office programs.
• Two excellent background and professional references

General Qualifications & Personal Characteristics

• ·Membership in a Christian church and agreement with the doctrine of the CRCNA signified by signing a covenant statement
• Demonstrated commitment to contribute to and promote a work environment that values diversity, inclusion and equity.  Able and willing to work in a team setting and to develop team skills in others; able to work proactively with minimal supervision
• Commitment to working towards gender equality, equity and justice in all aspects of our programming, plans, policies and organizational structure
• Member of ZICA or other affiliated professional body.
• An ability to drive a manual car with a full driver’s license
• An eye for detail and accuracy.
• Previous experience of work in the Development sphere would be desirable.
• Willingness to work in a fast-paced, start-up environment.
• Fluency in English.
• Team player with rock-solid ability to work with diverse team members across multiple countries and cultures.
• Ability to strategize effectively to meet deadlines and competing obligations.
• Strong ability to negotiate and have excellent organization skills and self-direction.
• Values-driven, trustworthy, honest, and a passion for helping people in need.
• A good sense of humor, patience, and strong spirit.

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