Finance and Administration Assistant

FHI 360 Zambia Advert

Position – Finance and Administration Assistant

Location: Chipata Office

Reports to: Business Official

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology– creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories.

We are currently seeking qualified candidates for the position of Finance and Administration Assistant for the FHI 360 Zambia CDC PHO TA project in Chipata Office.

Basic function

Under the direction of the Business Official, the Finance and Administrative Assistant’s primary role is to support the Business Official with financial and administrative services to ensure high quality, accuracy and consistency in offering an effective clerical support in service delivery to the CDC PHO TA Project office in Chipata.

Duties and responsibilities

• Prepare GFAS entries as assigned including invoices and journal entries.
• Prepare bank reconciliation statements monthly.
• Review petty cash reconciliations monthly and conduct spontaneous petty cash spot checks.
• Facilitate the payment of vendor invoices on a weekly basis.
• Maintain and track timesheets monthly.
• Review of training budgets monthly.
• Maintain physical inventory listings as per established FHI 360 standards, which include inventory listing and reconciliation of records to the GFAS accounting system.
• Perform accurate and timely reconciliations of advances (including travel, workshop advances, other receivables, and prepaid accounts) to field office balances per FHI 360 General Ledger, to the GFAS Country Office Balance Sheet.
• Review of travel expense reports.
• Assist with routine procurement requests and purchase order administrative processes;
• Coordinate logistics for program operations or staff travel.
  • Ensure payments tracker is updated with all payment request submissions.
  • Review supporting documentation against FHI 360 payment requirements.
  • Work with service providers to address and resolve queries related to submitted invoices.
  • Participate in service provider meetings.
    • Prepare and send remittance advices to service providers.
      • Perform other duties as assigned.

        Qualifications and requirements

        • University degree in accounting, finance and business administration or its recognized equivalent CIMA, ACCA, NATECH.
        • Registered with ZICA
        • Previous experience in working with a variety of donors, such as CDC is preferred.
        • Minimum of 5 years relevant experience working in an NGO environment.
        • Self-directed, self-motivated, with excellent attention to detail.
        • Strong organizational and excellent time management skills.
        • Excellent interpersonal skills and a strong team player with proven communication, diplomacy, and problem-solving skills.
        • Ability to communicate well with all levels of staff, internal management as well as clients.
        • Strong writing skills and ability to produce documents and reports primarily in English.
        • High proficiency in Microsoft Office Applications (Word, Excel, PowerPoint).

          Disclaimer:

          📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

          ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

          This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties.

          Note: Relocation is not available for this position. Individuals currently residing in advertised locations are encouraged to apply.

          The position will be based in Chipata and work from the FHI 360 offices.

          
          FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

          Closing date for receiving applications is 10 November,2023.

          This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

          FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

          Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

          FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
          
          FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

          Please click here to continue searching FHI 360's Career Portal.