ASSISTANT ACCOUNTANT – Global Platform Project

Job Title: Assistant Accountant – Global Platform Project
Location: Global Platform, Lusaka
Department: Finance/Programmes (Global Platform)
Reports to: Finance Manager/Global Platform Manager
Staff Reporting: Nil

Purpose of Job

To provide financial management support to Global Platform Zambia project staff and verifying and processing transactions, monitoring, reporting and maintaining financial data/information, ensuring staff compliance to the finance policies and provide technical support to Global Platform Project partners in line with AAZ policies, International accounting standards, other statutory requirements, and best practice.

The Global Platform Zambia is a regional initiative with base in Lusaka, Zambia but developed in close strategic collaboration with AA Zimbabwe. The platform will be regional hub for Southern Africa reaching out to youth from Zambia, Zimbabwe, Mozambique and Malawi. Global Platform is a high tempo, youth friendly and impactful working environment.

The aim of the Global Platform in Zambia is to facilitate capacity development for young women and men. The capacity development hub will further provide support to strengthen the space for youth dialogue.

 

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Main Duties and approximate time-split:

1. PROCESSING EXPENSES AND RECEIPTS: 40%

a) Verify authenticity of payments and accountability documents and process financial transactions for AAZ in line with AAIZ policies, International Accounting Standards, statutory requirements and Best practice

  • Check the arithmetic and coding accuracy, completeness, consistency of support documents and compliance with tax regulations and other guidelines of all payment vouchers
  • In consultation with staff(QUERIES) Check the arithmetic and coding accuracy, completeness, consistency of support documents and compliance with tax regulations and other guidelines of all staff accountabilities and summarize accountability details by filling in the JV form
  • Ensure all payment requests are in compliance with Organization’s Finance policies
  • Ensure adherence and uphold the Internal control systems and procedures at all times relevant approvals
  • Upload payments on Citidirect, update the cash position and follow up their approval
  • Timely receipt and deposit all the funds received in accordance with AAZ policy

2. MANAGING LEDGERS: 15%

a) Analyse, update, monitor and reconcile financial records, in line with AAIZ policies, International Accounting Standards, statutory requirements, and Best practice

  • Receive and Record all funds received directly and monitor the web for any direct credits and upload into the system
  • Input all payments, Retirements and receipts into SUN Systems
  • Perform reconciliations and produce bank reconciliation statements
  • Raise JVs, Input received partner’s data into SUN System after expenditure verification.
  • Produce Adhoc reports as per request, and respond to inquiries.

3. PREPARING VAT RETURNS 5%

a) Preparation of statutory payments and timely submission of statutory deductions to the relevant authorities such as ZRA, NAPSA etc

  • Compile tax information, fill the ZRA, NAPSA tax and contributions forms respectively and prepare payment.
  • Timely submit payments.

4. TREASURY 10%

a) Facilitate the treasury function; Petty cash management, invoicing, Banking and the liquidity position of the organisation to ensure AAZ meets its obligation to suppliers as they fall due

  • Consolidate the daily cash flow of different accounts.
  • Check/Monitor cash balances in all bank accounts.
  • Facilitation of sale of forex to beef up kwacha account this includes negotiations with banks.
  • Disbursement of petty cash and ensuring availability of petty cash at all times.
  • Invoicing and receipting organisation utilising Global Platform facilities and services

5. STAKEHOLDER SUPPORT 10%

a) Build capacity of partner in financial management/governance and provide technical financial support to AAZ staff and Partners in line with AAIZ policies, International Accounting Standards, statutory requirements, and Best practice

  • Respond to staff, management, partner and supplier queries.
  • Update partners and/or responsible staff on funds disbursements.
  • Participate and provide technical input in procurement process and meetings, technical input to other unit budget processes, queries and consultation from staff.

6. FINANCIAL DOCUMENTATION AND RECORD MANAGEMENT 15%

a) Accurate storage of financial information

  • Keeping of accurate records of all receipts and payments and ensure that these are accompanied by correct supporting documents
  • Maintaining all accounting documents and ensure that records are secure and symmetrically filed for easy retrieval, in both soft and hard copy
  • Receive and file all monthly Bank Statements
  • Manage the assets register
  • Manage insurance

7. OTHER AREAS 5%

  • Any other duties as may arise

 

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PERSON SPECIFICATION:

  • Education, Training and Membership of Professional Body ZICA Licentiate, CIMA Managerial, And ACCA 2

Skills required

  • Budgeting
  • Financial analysis
  • Financial documentation and record management
  • Problem assessment and problem solving
  • Auditing
  • Attention to detail and accuracy
  • Payroll management

Experience

  • At least 2 years’ experience in a similar environment

Personal qualities

  • Proven Integrity
  • Analytical Integrity
  • Interpersonal skills
  • Capacity Building Skills
  • Teamwork
  • Proactive
  • Initiative
  • Commitment to youth led development and gender equality

Work Complexity:

  • Takes responsibility for an array of tasks, requiring ability to multi-task
  • Responsibility for Resources of high value
  • Responsible for liquid cash payments, cheque books, financial documents, as well as petty cash
  • Takes responsibility for prompt payment to stakeholders such as suppliers
  • Responsible for deadlines with regards to bank reconciliation and data capture

Representation:

  • May represent AAZ at meetings/events

Internal Relationships:

  • Interacts with all staff at the country office, Global Platform project staff and Local Rights Programmes and Internal Auditors

External Relationships

  • Interacts with suppliers of goods and services, AAZ partners, AA international staff, External Auditors, and, visitors to the country office

Physical Environment

  • Office environment involving some lifting and moving of files, etc.

Knowledge of AAZ functions and policies/or other specialist knowledge required to undertake the role:

  • Understanding of the vision and mission of AAZ and Strategic Plan
  • Understanding the AAZ finance manual
  • Understanding and adherence to the Child Protection policy, Security policy, Anti-sexual Harassment policy, HR and Administrative policy and other key global and local policies
  • Understanding of the Performance Management process.
  • Understanding of the AAZ procurement process.

Training likely to assist effectiveness in the role and may have been completed prior to undertaking this role:

Please address your application letter together with detailed Curriculum Vitae including contacts for traceable referees to: The Human Resources and Organizational Development Manager
ActionAid Zambia, Kabulonga Road, Ibex Hill Plot No 38 G, P. O. Box 51407, Lusaka

Or tentatively send an email to [email protected]

Please ensure that you mention www.gozambiajobs.com as the source of this job advertisement.

Closing date and time for receipt of applications is Wednesday, 24rd May 2018 by 17:00 hours. Please note that only candidates meeting the above job specifications are encouraged to apply.

Only shortlisted candidates will be contacted for interviews.

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