John Snow Health Zambia Limited

USAID Controlling HIV Epidemic for Key and Underserved Populations (CHEKUP II) Activity

JOB DESCRIPTION

Job Title: Finance and Administrative Officer (x7)

Department/Unit: Finance & operations

Location: Kabwe, Kapiri Mposhi, Chipata, Nakonde, Lusaka, Kasama and Chirundu

Duration: Full-Time

Reports to: Depicc Manager and Finance Manager

Background: 

The USAID Controlling HIV Epidemic for Key and Underserved Populations (CHEKUP II) Activity is a five-year project to address the needs of people living with HIV (PLHIV) and those most at risk of acquiring HIV and contribute to HIV mitigation and epidemic control, improving the health outcomes of priority populations in the highest HIV-burden provinces of Zambia. USAID CHEKUP II is implemented by John Snow Health Zambia (JSH).

Position Description:

The Finance and Administrative Officer is a full-time position and will be based in seven districts. S/he will assist in maintaining CHEKUP II financial accounts and systems at the provincial level. S/he will report to the DePiCC Manager and Finance Manager

Roles and Responsibilities:

Finance:

• Ensure that payments are made on timely basis following laid down financial regulations as per USAID and JSH policies governing payables
•  Assist the Depicc Manager with the day-to-day financial and administration operations of the provincial office
• Provide financial management for the provincial office and manage petty cash float, assist with procurement analysis as required, general Admin and HR filing
• Submit monthly provincial financial reports to the Head Office – Lusaka for consolidation
• Submit on a monthly basis provincial cash flow projection to the Head Office  – Lusaka
•  Ensure that advances for the provincial staff are retired promptly in accordance with JSH financial policy
• Prepare monthly bank reconciliation and any other financial reports
• Provide guidance to the entire team on charging relevant expenses to their respective codes and budget tracking of both program and admin budgets
• Provide Custody of office inventory

Administration and Operations:

• Oversee the general administrative functioning of the office – i.e. office maintenance, repairs, house-keeping, and ensure the security of the office, property and staff
• Supervise the all the drivers to ensure adherence to responsibilities as per job description and JSI transport policy.
• Ensures the senior driver carries out routine pre-operational checks on the provincial project vehicle(s).
• Check vehicle Log books on a regular basis and ensure fuel reconciliation is done bi- weekly and also manage in-house trip planning.
• Obtain quotes and pro-forma invoices from vendors as directed by the procurement office and regional director, including ensuring that JSH procurement procedures are adhered to
• Act as focal point for all procurement of furniture, equipment and services for the provincial office.
• Receives and sends documents and ensures that a tracking system is in place for in-coming and out-going correspondence parcels and packages.
• Providing support in all training preparation activities taking place in the province as designated by head office:

Qualifications:

• ZICA/ ACCA//CIMA Part III(Degree level)  or equivalent
• At least 3 years of financial and administrative experience.
• Excellent verbal and written English.
• Ability to take initiative and work in teams.
• Proficiency in Microsoft Word and Excel required.
• Experience and knowledge of Zambian tax laws and experience working with an NGO preferred.
• Financial & administrative experience with a USAID-funded project and knowledge of USAID rules & regulations strongly preferred.
• Member of ZICA