Job Title: Finance and Administration Lead

Reports to: Executive Director

Terms: Full-time, 2-year contract

Location: Lusaka (Primary)

Deadline for Applications: 17:00hrs, Friday 24th January 2025

About BongoHive, BongoHive Consult, and Hive Coworking
BongoHive is Zambia’s leading innovation and technology hub, supporting entrepreneurs from diverse backgrounds by enhancing skills, accelerating growth, strengthening collaboration networks, and helping navigate barriers to success. BongoHive achieves this through tailored incubation and accelerator programmes designed to develop resilient startups and scale-ups.

BongoHive Consult extends this expertise to SMEs and corporations by delivering structured innovation and digital transformation consultancy. These services empower clients to expand their markets by exploring new ideas, products, approaches, and technologies.

Hive Coworking provides flexible coworking spaces for startups, entrepreneurs, and freelancers. It fosters a collaborative environment for innovation and growth, offering opportunities for networking and professional development.

Job Purpose

The Finance and Administration Lead will oversee the accounting, finance, procurement, and operations functions at BongoHive. The role is responsible for financial planning, compliance, administration, and operations management. The position operates under the oversight of an external consultant who guides strategy and compliance.

Key Responsibilities

Financial Management and Oversight

• Develop, update, and enforce finance policies, procedures, and internal controls.
• Supervise financial planning, budgeting, and forecasting processes, including departmental and organisational budgets.
• Manage cash flow to ensure operational liquidity and working capital sufficiency.
• Oversee accounts payable and receivable management.
• Conduct monthly reconciliations for bank accounts and other financial records.
• Prepare weekly and monthly financial management reports, including costs, pricing, variable contributions, and KPIs.
• Lead the preparation of grant budgets, grant financial reports, and other programme-related financial data.
• Coordinate and facilitate the annual financial audit process.

Strategic and Compliance Support

• Collaborate with the external consultant to ensure compliance with regulatory and statutory obligations.
• Maintain and strengthen relationships with regulatory bodies and banks.
• Inform senior management of new regulations affecting the business and their implications.
• Develop risk management strategies in consultation with the external consultant.

Administrative and Operational Management

• Oversee office administration, procurement, and logistics functions to ensure cost-effective operations.
• Ensure efficient management of organisational resources and office equipment.
• Manage IT systems, tools, and subscriptions for improved productivity.
• Maintain vendor relationships and oversee procurement policies and processes.

Training and Mentorship

• Design and facilitate finance-related training for BongoHive programmes, masterclasses, and engagements.
• Mentor startups and SMEs in BongoHive programmes to enhance their financial literacy and management capacity.

Reporting and Decision Support

• Analyse financial data and provide decision-making insights to department heads and senior management.
• Develop financial tools and reports to support planning, monitoring, and forecasting.
• Monitor actual financial performance against budgets and KPIs, providing recommendations to address variances.

Leadership and Collaboration

• Lead and mentor the finance and administration team, ensuring their effectiveness and growth.
• Collaborate with department heads to align financial strategies with organisational goals.
• Support cross-departmental initiatives to identify and drive business development opportunities.

Other Tasks

• Administer and manage monthly payroll.
• Coordinate departmental budgets and expenditure controls.

Qualifications and Experience

• Bachelor’s degree in Accounting, Finance, or Business Administration.
• Professional accounting qualification (e.g., ACCA, CIMA, ZICA) is preferred.
• A minimum of 5 years of experience in accounting and finance roles.
• Familiarity with SMEs and experience in financial mentorship or capacity-building initiatives.
• Advanced knowledge of accounting software (e.g., Xero or QuickBooks) and strong proficiency in Microsoft Excel.
• Demonstrated ability to manage compliance, budgeting, and reporting processes effectively.

Key Attributes

• Strategic thinker with excellent attention to detail.
• Strong leadership, organisational, and problem-solving skills.
• High integrity and adaptability in a dynamic environment.
• Effective communicator with a collaborative mindset.

What We Offer

• A dynamic work environment within a leading innovation hub.
• Opportunities for professional growth and learning.
• Exposure to exciting projects at the intersection of entrepreneurship, technology, and innovation.
• A chance to make a meaningful impact in Zambia’s entrepreneurial ecosystem.