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26 Aug 2022

Accounts Officer at Zambia YMCA

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Job Description


Reporting to the National General Secretary (NGS), the Accounts Officer will be responsible for Zambia YMCA’s accounting and financial management.  He/She will ensure the efficient use of resources.

Key responsibility areas and associated tasks include:

1. Accounting and Financial Management

  • In charge of  accountancy procedures: allocation of expenses, posting into the accounting software, bank reconciliations, filing of documents, balance checking etc
  • Verify monthly accounts: communicate accounts on a monthly basis to the National General Secretary, respecting the ZAMBIA YMCA financial policies and deadlines;
  • Manage the presentation, circulation, filing and archiving of accounting and financial documents in conformity with ZAMBIA YMCA procedures
  • Maintain ZAMBIA YMCA Fixed Assets Register
  • In charge of procurement for the organization.
  • Ensure statutory remittances are done on time every month.
  • In charges of the management of office assets – repairs, insurance and maintenance

2. Treasury Management

  • Open/close bank accounts on the authority of the NGS through the NEC
  • Oversee the management of  all bank accounts
  • Follow transfers, check balances
  • Supervise the management of safes and cash: available amount, balance checks, security instructions
  • Assess monthly cash-flow needs for programs and core expenditure and communicate to the NGS.
  • Manage money transfers ensuring appropriate payment procedures (bank transfer cheque, cash, EFT etc.) are followed
  • Advise the NGS on investment opportunities available.

3. Commitment of Expenditure

  • Ensure all expenditure is committed in accordance to the Zambia YMCA accounting policy and procedures
  • Negotiate local credit terms with suppliers (where necessary)
  • Ensure that procedures are adhered to in terms of contracts and payments
  • Ensure that proofs of purchase are valid (contracts, orders, bills, invoice, delivery notes, LPOs, receipts etc)

4. Budget Management

  • Develop the Institution budget for each year in collaboration with the NGS and Programmes Officer for NECs approval.
  • Develop programs budget in conjunction with the Programs Officers.
  • Draft financial management reports (quarterly and final) for partners respecting contractual deadlines
  • Prepare quarterly management accounts and provide explanation for budget variances
  • Prepare projected cash flows for programs/ Administration expenses.

5. Internal Controls

Ensure adequate internal controls are in place with respect to:

  • Cash management- bank accounts, petty cash, incomes
  • Asset management
  • Income and expenses
  • Staff Imprest and staff debtors

6. Audits

  • Ensure the annual audit is carried out in good time- must be concluded by 31st March.
  • Ensure the program audit where required are carried out in good time and submitted to the partner

7. Team Leadership

  • Oversee the operations in Accounts department as well coordinate all Local Associations
  • Ensure and always improve information flows within the department and with other departments and programs.
  • Ensure all financial reports are submitted every 5th of the month to the NGS and reviewed by the Finance committee –This include local association’s financial reports

8. Other

  • Any other duties as may be assigned by the NGS
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Method of Application

To apply for this job email your details to [email protected]

Closing Date : 2nd September , 2022.




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