FirstStringHR Consulting is looking for looking a bookkeeper responsible for managing the firm’s financial transactions, including client trust accounts, operational accounts, payroll, billing, tax compliance, and financial reporting. This position reports directly to the Senior Accountant and ensures that all financial activities comply with Zambian accounting standards, legal regulations, and the Law Association of Zambia (LAZ) guidelines.

Key Responsibilities:

• Maintain accurate and up-to-date records of all financial transactions, including client trust funds, operational accounts, and business expenses.
• Ensure proper categorization of legal services income, disbursements, expenses, and other financial transactions in accordance with Zambian accounting standards and regulations.
• Ensure compliance with the Law Association of Zambia (LAZ) regulations and other applicable rules regarding client trust accounts.
• Monitor and manage client funds held in trust, ensuring these funds are used in line with client agreements and that records are kept meticulously.
• Conduct regular reconciliations of client trust accounts to prevent discrepancies and ensure compliance.
• Generate and issue invoices for legal services rendered, including hourly fees, retainer fees, or fixed charges as per client agreements.
• Track payment status of invoices and follow up on overdue payments.
• Assist in preparing billing reports for clients, ensuring clarity on services rendered and amounts due.
• Manage accounts payable by processing payments to vendors, suppliers, and service providers on time.
• Track and monitor accounts receivable, ensuring that the legal firm receives payment for services rendered and that all receipts are recorded accurately.
• Process payroll for legal firm employees, ensuring accurate calculation of salaries, bonuses, deductions, and statutory contributions (such as PAYE, NHIMA, and pension contributions).
• Ensure that employee payroll records are maintained securely and that payments are made timely.
• Assist in ensuring compliance with Zambia’s tax laws, including VAT (Value Added Tax), corporate tax, PAYE (Pay As You Earn) tax for employees, and other applicable taxes.
• Prepare and submit tax returns to the Zambia Revenue Authority (ZRA) on time, ensuring proper documentation and payment.
• Maintain tax records for the firm and provide financial reports when required by ZRA.
• Reconcile the firm’s bank accounts regularly to ensure all transactions are accurately recorded and that there are no discrepancies.
• Ensure that client trust accounts are balanced and in line with legal and regulatory requirements.
• Prepare and maintain monthly, quarterly, and annual financial reports, including balance sheets, income statements, and cash flow statements.
• Provide financial analysis and reports to the firm’s management to help make informed decisions regarding budgeting and planning.
• Stay updated on Zambian financial regulations that pertain to legal practices, including changes to the Zambia Law Society’s guidelines on managing client trust funds.
• Ensure that the legal firm complies with relevant laws and regulations, including those set by the Financial Intelligence Centre (FIC) and the Bank of Zambia.
• Assist with internal and external audits by providing necessary documentation and explaining the firm’s financial records and processes.
• Ensure financial statements and accounting records are maintained in accordance with Zambian accounting standards.

Minimum Experience, Qualifications and Skills

• Diploma in accounting, finance, or a related field. Professional qualifications such as ACCA (Association of Chartered Certified Accountants), ZICA (Zambia Institute of Chartered Accountants), or CIMA (Chartered Institute of Management Accountants) are an advantage.
• 2 years of experience in bookkeeping or accounting, preferably in a legal or professional services firm.
• Experience working with Zambian tax laws, especially VAT and PAYE, is crucial. Certification or membership with professional accounting bodies such as ZICA can enhance the credibility of the bookkeeper in Zambia.
• A solid understanding of Zambian accounting standards, tax regulations, and familiarity with the Zambia Revenue Authority (ZRA) and other relevant institutions.
• Strong attention to detail when recording financial transactions and reconciling accounts to avoid errors and discrepancies.
• Knowledge of ethical practices, particularly in handling client trust accounts, and understanding the importance of confidentiality in legal matters.
• Familiarity with legal billing practices and industry-specific financial management in Zambia.
• Proficiency in accounting software like QuickBooks, Sage, or legal-specific software.
• Strong communication skills for liaising with clients, vendors, auditors, and the management team.
• Ability to handle multiple financial tasks simultaneously, including tracking payments, billing clients, and processing payroll.