JOB TITLE: FINANCE ASSISTANT (1)

REPORTS TO: FINANCE OFFICER

LOCATION: ZAMBIA COUNTRY OFFICE (LUSAKA)

DATE: OCTOBER 2023

POSITION SUMMARY

The Finance Assistant reports to the Finance Officer and provides support to the Finance Team in all functions requiring accounting and financial reporting.

MAJOR ACCOUNTABILITIES

Review all support documents e.g., receipts, and workshop attendance lists on retirements to check the accuracy, cost realism, sufficient documentation, and compliance with ICAP financial SOPs.

Follows up on retirement of the vendor, travel, and salary advances and ensures these are retired timely.

Monitor the advance aging report to ensure timely communication with staff regarding outstanding retirements. Prepares the aging report bi–weekly (15th and 30th of each month) and ensures action points are clearly documented and followed upon.

Process and reconcile bank deposits. Prepare bank deposit journals and process all bank deposit entries in quick books.

Assist in resolving queries regarding unretired advances related to travel, suppliers, and salary advances.

Ensure all credit balances in advance accounts are cleared; ensure valid refunds are paid to suppliers and vendors. Conduct reconciliation of accounts prior to payments.

Review petty cash vouchers, ensure documentation is sufficient, and comply with ICAP SOPs prior to the replenishment of funds. Ensure petty cash is retired timely.

Conduct monthly petty cash counts and surprise cash counts at Lusaka Office. Liaise with the provincial offices and ensure petty cash counts are conducted.

Review fuel retirements, and ensure adequate documentation is attached (log sheet, receipts, etc.). Validate the replenishment amount prior to processing by the finance officer

Regular scanning of retirement vouchers/ journals, ensure these are uploaded to on Base monthly. Maintain an organized filing of financial documents.

Ensure all retirement documentation is stamped and ensure original documents are on file. Follow up with provincial offices regarding the submission of original documents.

Maintain VAT file, track use of VAT LPO, process VAT documentation, and return as required.

Assist the finance unit with month-end and year-end closure processes.

Assist the finance unit in preparation for internal and external audits. Assist the Finance Manager to respond to queries from the compliance team.

Assist in capacity building and training of staff on finance processes.

Sub-Grant Management

Ensures that sub-recipients keep books of account and bank reconciliations updated and accurate; transactions are recorded in accordance with GAAP and supporting documents are retained.

Performs ongoing monitoring of sub-recipient spending patterns and compliance with the sub-agreements signed with ICAP SOP.

Assists sub-recipients with Columbia University’s required quarterly reporting, monitors timelines for reporting, and acts as a liaison between the sub-recipient, and ICAP field office.

Receives reviews and monitors sub-recipients monthly/quarterly financial reports and advance requests; conducts a thorough review of all financial documents.

Conducts financial site visits and produces a report of findings and recommendations to improve the financial and administrative management systems of sub-recipients.

Maintain electronic and physical records of all documentation and communication pertaining to the sub-award.

Any other duties.

REQUIRED MINIMUM QUALIFICATIONS, EXPERIENCE & SKILLS

Full grade 12 certificate

At least ACCA/CIMA/CA Zambia level II

Proficiency in the use of, Quick Books, Mobile banking platform Microsoft Office especially Excel

Must be familiar with PEPFAR/USAID/CDC or other donors’ rules & regulations.

At least 4 years relevant work experience in a similar position working for an international NGO.

Travel Requirements

Requires domestic travel of a minimum of 30-40% of the time