Name of the position: Finance Assistant

Location:  Mongu

Contract duration: 1 year with possibility of extension

Start Date: As soon as possible

Line Manager:  Finance and HR Manager

Application deadline: Applications will be processed on a rolling basis

Please note that due to the high volume of applications, candidates may receive feedback up to 2 months from the date of application.

Salary: Candidates will be informed about the salary range in the beginning of the recruitment process 

People in Need (www.peopleinneed.net) works in Zambia since 2017 delivering lifesaving and development assistance to vulnerable people in the sectors of nutrition, livelihoods, WASH, environment and good governance. We are part of Alliance 2015, a strategic network of seven European non-governmental organizations engaged in humanitarian aid and development projects. Learn more here: www.alliance2015.org

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply. 

POSITION SUMMARY: 

The Finance Assistant ensures accurate, transparent, and timely financial management across organizational operations, supporting both field offices and ongoing/new projects. The role involves managing cash, advances, payments, bank postings, tax compliance, NAVISION administration, while facilitating smooth financial operations and reliable reporting to support organizational accountability.

MAIN DUTIES AND RESPONSIBILITIES 

1) Cash Management & Money Requests

·         Act as cashier of the Mongu ZMW main cash box, including processing and settling advance requests for staff and field offices while ensuring proper cash control and accountability.

·         Summarize and track money requests from field offices.

·         Ensure sufficient cash and bank balances; perform weekly and quarterly cash counts archived in ELO with at least 3 people present.

·         Conduct bank withdrawals.

2) Payments & Banking Operations

·         Monitor and send regular reminders to staff with overdue open advances and follow up until clearance bi-weekly.

·         Process and track cash withdrawals and disbursements in line with approved procedures.

3) NAVISION/ELO Administration & Project Support

·         Upload supporting documents in ELO for all administrative and finance-related work.

·         Ensure correct posting and linking of advances, clearances and vendor accounts in NAVISION.

·         Scan, file, and archive all finance-related documents both physically and in ELO, ensuring proper naming, completeness, and easy accessibility.

·         Collect and track all vendor contracts from all offices and submit them to the Contract Administrator for final filing.

·         Scan all AICS- funded related documentation (cover sheets, declarations, and supporting documents) in preparation for financial reporting.

4) Financial Recording & Reporting

·         Supervise and verify bill/invoice correctness (dates, amounts, suppliers, clarity, descriptions, signatures).

·         Process and post cash transfers, advances, reimbursements, and payments with proper documentation.

5) Other

·         Review Admin/Finance manual periodically and suggest improvements.

·         Carry out any other tasks assigned by the line manager.

·         Attend all relevant meetings and trainings.

Education & Qualifications

·         Degree in Finance, Accounting, Economics, Business Administration, or related field.

·         Professional qualification (ZICA, ACCA, CIMA, or equivalent) is required.

Experience

·         Minimum of 3 years experience in finance, accounting, or administrative financial operations.

·         Experience working in an NGO or non-profit organization with donor-funded projects and compliance requirements.

·         Familiarity with statutory, bank operations, and audit processes.

·         Experience working with project-specific financial management, preferably donor-funded projects.

Technical Skills

·         Proficiency in Microsoft Office Suite (Excel, Word, PoerPoint).

·         Familiarity with NAVISION, ELO, or equivalent financial/accounting systems.

·         Knowledge of payments, bank reconciliations, and project financial reporting.

Core Competencies

·         High integrity, accuracy, and attention to detail.

·         Strong analytical and problem-solving skills.

·         Effective communication and interpersonal skills.

·         Ability to manage competing priorities and meet deadlines.

·         Team player with the ability to work independently when required.

Please note that PIN never ask for exchange of material, services or money for employment. 

• 24 annual leave per year

• • Contributions of Health Insurance (Nhima) as by Law.

• Accident insurance for all injuries during work time.

• National pension scheme contributions as by law

• Extensive Capacity Building program, both internal and external trainings – Induction training.

• internal online opportunities, such as access to e-learning platform and webinars

• Month contribution for phone tariffs

• Annual Staff retreat

• International environments with opportunities to learn from other country programs

• Paternity leave of 5 days and maternity leave of 14 weeks

• Breastfeeding breaks for nursing colleagues

• Per diem for working and sleeping outside of duty town depending on the location.

• Friendly and fair environment in small collective structure where everyone knows each other.

• We have lunch break with meals available at the office (Lusaka Office)

• 2 health breaks per day.

• Salaries are according to People in Need Salary scale and shortlisted candidates to be informed about the salaries.