Organization Summary:

Ciheb-Zambia is a non-profit local Zambian organisation supporting Ministry of Health to scale up comprehensive HIV prevention and testing services and find the best solutions to life threatening situations among communities in Zambia.

Position Summary

Under the supervision of Provincial Coordinator the Finance & Admin Assistant will oversee the overall administrative and finance duties in the province.

Duties and Responsibilities

The Finance and Administration Assistant (FAA) will manage the day to day finance and administration operations of the provincial office and will perform the following duties:

Finance:

• Maintaining the cash float of provincial office operational funds and act as the organization’s known Bank Agent
• Ensure that all staff advances are liquidated and sent to Lusaka timely (after each trip, meeting or training)
• Effect timely payments of allowances to participants attending trainings/meetings
• Ensure that funds meant to support the socio-economic activities under the DREAMS intervention are requested for on time, processed and fully accounted for.
• Ensure that all financial transactions are well documented for future reference and auditing.

Administration:

• Supervise the Drivers and Office Assistant
• Facilitate timely completion and submission of timesheets, Leave forms and other key documentation to Lusaka Human Resource and Administration.
• Ensure effective management of provincial offices (lease, security, cleaning services, utilities) etc.
• Manage the inventory/stores at the provincial Office

Logistics:

• Ensure motor vehicles above 5,000km and those needing repairs are serviced timely.
• Prepare the monthly fuel reports and submit to timely

Procurement:

• Assist in the procurement of local goods and services for the Provincial Office and raising requisitions for payment and ensure the vendors used are on the approved vendors list
• Conduct searches for all vendors for every transaction
• Ensure that all vendor invoices and receipts are collected and sent to Lusaka
• Ensure complete documentation and signing for all goods received or dispatched for use by the various departments/beneficiaries.

Qualifications:

Education:

• Diploma in Accounting or Part 2 ZICA.
• Bachelor’s degree in accounting and finance, business administration or related field will be an added advantage
• Registered with the Zambia Institute of Chartered Accountants.

Experience:

• At least 2 Years of administration and accounting experience
• Knowledge of accounting software ,preferably QuickBooks

Language:

• Fluency in English (speaking and writing).

Note: Qualified local residents are encouraged to apply.