Jobs in Zambia and Zimbabwe

Accounts Assistant and Administrative Officer job in Zambia

by ·


Industry: St John Zambia

St John Zambia is an international non-profit charitable organization that is part of the Order of St John. it provides first aid, ambulance and primary health care services through St John volunteers who form the base of most activities.

The organization is seeking the following staff at the National Secretariat Office in Lusaka to implement programmes that include the newly launched Mama Na Mwana programme for reproductive, maternal and child health, and ongoing programmes to train organisations and businesses in high quality first aid.

Accounts Assistant and Administrative Officer

Reports to: National Coordinator

Job purpose
To be responsible for financial accounting and office operations of St John Zambia

Specific responsibilities:

Finance

  • Ensure that all financial evidence is critically reviewed, and all transactions are carried out and recorded in accordance with standard financial procedures
  • Maintain appropriate financial and procurement documents, and ensure that financial information is backed up
  • Prepare monthly and bank reconciliations, regularly review the float registers, carry out cash counts every two weeks, monitor cashflow and request authorisation of top-ups, prepare the monthly payroll, check the month end cashbooks, and ensure that all book-keeping and coding is accurate
  • Prepare an analysis of the cashbooks, management report, comparison with budget, and commentary at the end of the month, and ensure that accounts are prepared for the second week of each month
  • With other staff, monitor actual spend against activities and budgets, and adjust the spending forecast as needed
  • Assist in the preparation and review of budgets, and prepare financial reports for internal use and for donors
  • Follow appropriate authorisation procedures for payments and requisitions, and ensure others follow them
  • Provide support to the office in financial matters, and carry out other accounting and financial management tasks as necessary
  • Continue to develop appropriate financial systems and help all staff to understand and work with them

Administration

  • Carry out support processes for first aid training activities, including training rosters and customer quotations and invoicing
  • Oversee the work of the office and support staff, and ensure the proper maintenance and running of the office, grounds and vehicles are carried out by the relevant staff
  • Ensure that all IT equipment is functioning and has appropriate software
  • Ensure that the security procedures are implemented, including measures to safeguard all assets such as cash, computers and other capital items, etc.
  • Oversee all administrative filing and records, and archiving
  • Ensure that all major financial (or other) commitments with other parties are covered by a legal written agreement.
  • Provide support to the office in other administrative matters

Qualification and skills

  • Diploma in Accountancy, Finance or Business Administration (ZICA, ACC, CPA or BA) or its recognized equivalent, with 2 years of work experience an added advantage
  • Experience with Excel, experience with any accounting or payroll software, with Pastel experience an added advantage
  • Good oral communication, report writing and presentation skills
  • Self-motivated and the ability to work with minimum supervision
  • Good oral and communicating skills
  • Self-motivated person
  • Ability to work with others and to maintain compatibility among staff and partners.

How to apply
Application letter and brief CV should be emailed to: [email protected]  with this subject line: Accounts Assistant and Administrative Officer.

Alternatively applications and CVs can be sent to the following postal address PO Box 32617, Lusaka, Zambia, or hand delivered to St John House in Matero, Lusaka off Commonwealth Road behind Total Filling Station.

Closing date: 1st October 2015