Finance Assistant

Job summary:

Roles and Responsibilities

Financial Support

• Assist in the management of Petty Cash for the Zambia office and support reconciliation across other locations as required.
  

• Support day-to-day financial operations including payroll preparation invoicing and processing of routine transactions.
  

• Assist with the computation and timely payment of statutory levies and deductions.
  

• Support the preparation of the payroll journal and under supervision verify the accuracy of statutory deductions.
  

• Submit monthly payslips to P&C by the 30th of every month.
  

• Contribute to monthly quarterly and annual financial reports by preparing reconciliations and supporting schedules.
  

• Support the tracking and documentation of travel advances per diems and related costs ensuring compliance with organisational policies.
  

• Support the filing scanning and archiving of financial and office records both physical and electronic.
  

• Assist in compiling financial data and provide accurate up-to-date inputs to the Finance and Admin Manager and the Senior Officer Finance on request.
  

• Maintain accurate supporting documentation for all payments reimbursements and receipts to ensure audit readiness.
  

• Support the maintenance of internal controls and actively follow up on the implementation of audit recommendations to ensure compliance and continuous improvement.
  

• Ensure that all financial transactions assigned are processed accurately and promptly in line with PIN policies.
  

• Support in the preparation of bank and GL reconciliations.
  

Asset Control

• Support the maintenance and regular updating of the organisations Asset Register.
  

• Assist with quarterly physical verification of assets and coordinate with counterparts in other country offices.
  

Administrative Support

• Assist in maintaining the vendor database and keeping supplier records up to date.
  

• Provide support to the Administrative and I.T. Officers with vendor management including collecting quotations and supporting documents.
  

• Support quarterly inventory management of office supplies by monitoring usage maintaining accurate records and ensuring proper documentation for financial tracking and reporting.
  

• Support the timely completion of finance-related administrative requirements.
  

Financial Compliance and Learning

• Support the dissemination of PINs financial policies and procedures to team members.
  

• Assist the Finance and Admin Manager with logistics and materials for staff briefings or training on basic financial management (bookkeeping petty cash handling receipt requirements).
  

Key Performance Indicators

• Daily processing of assigned financial transactions including timely settlement of payment vouchers and reimbursement of petty cash.
  

• Payment vouchers submitted with complete supporting documents are processed for review within 48 hours of receipt.
  

• Weekly reconciliation support for petty cash disbursements and expenditures
  

• Weekly filing scanning and/or archiving of financial documents (physical and electronic) in line with PIN retention rules.
  

• Annual update of the vendor database and supplier records.
  

• Monthly bank and ledger reconciliations are prepared for review and approval by the Finance and Admin Manager within 5 working days of the month-end.
  

• Monthly statutory payments are prepared for review within the stipulated timelines.
  

• Monthly payslips are sent to P&C by 30 of every month.
  

• Monthly contribution to the preparation of financial reports.
  

• The asset register is updated regularly with quarterly physical verification completed and virtual support for verification for other country offices with discrepancies minimised.
  

• Annual support to internal and external audit preparation including timely retrieval of requested documentation.
  

Competencies

• Effective written listening and spoken communication skills in both English and French.
  

• Attention to detail and error-free reporting.
  

• Organisation and task management.
  

• Punctuality and reliability.
  

• Proficient use of productivity tools (Microsoft Office Google Workspace).
  

• Integrity and honesty.
  

• Courtesy and respect for others.
  

• Respect for constituted authority.
  

• Willingness to learn and embrace change.
  

• Team spirit and collaboration.
  

• Patience and composure under pressure.
  

• Self-development and openness to feedback.
  

• Initiative within the scope of the role.
  

• Focus on results.
  

• Awareness of financial risk and quality standards.
  

• Prompt feedback on tasks and acknowledgement of official communication.
  

Qualifications Knowledge Skills and Abilities

• A diploma or first degree in Accounting Finance or a related field.
  

• At least one (1) year of relevant experience in accounting bookkeeping or finance administration; internship experience will be considered.
  

• Working knowledge of accounting principles and basic financial reporting.
  

• Proficient in Microsoft Office (Excel in particular); familiarity with an accounting package (e.g. QuickBooks Zoho Books Sage) is an added advantage.
  

• Working proficiency in both English and French (spoken and written) is required.
  

• Strong attention to detail and ability to handle confidential information with discretion.
  

• Legally eligible to live and work in Zambia.
  

What We Offer

Annual gross salary of $11000 - $12000 (depending on experience)

Benefits include:

• Housing transport meals utilities communication and dependent allowances
  

• 13th-month salary (after confirmation)
  

• Paid vacation training opportunities and a staff loan scheme after confirmation
  

• Medical cover for staff spouse and up to 3 children
  

• Paid maternity and paternity leave
  

• Birthday and lunch allowance