Finance and Administration Officer

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Job Description

The Zambia Leading Organizational Capacity and Localization Development (USAID LOCAL) Activity is a five-year United States Agency for International Development (USAID) funded project. IntraHealth International (IntraHealth) is the prime implementing partner for the USAID LOCAL activity in Zambia. The goal of USAID LOCAL is to support the organizational capacity of current USAID/Zambia local implementing partners (LIPs) to manage, implement and monitor programs that effectively and efficiently deliver sustainable quality development outcomes and impact, and fully influence local development agendas. This goal is in line with USAID/Zambia’s focus of taking important steps toward meeting the Office of the US Global AIDS Coordinator’s directive to shift 70% of PEPFAR funding to LIPs.

IntraHealth, the lead implementing partner for USAID LOCAL, has for almost 40 years been partnering with local communities in over 100 countries to make sure health workers are present where they’re needed most, ready to do the job, connected to the technology they need, and safe to do their very best work. IntraHealth’s programs are designed with a deep understanding of and appreciation for the context of human rights, gender equality and discrimination, economic empowerment, and changing populations.

SUMMARY OF THE FINANCE AND ADMINISTRATION OFFICER ROLE

USAID LOCAL is hiring an experienced Finance and Administration Officer (FAO) to be based in Lusaka, Zambia, who will report to the Finance & Compliance Lead. The FAO will set up and maintain the IntraHealth Zambia financial accounts and administrative systems for the contract. S/he will be responsible for the accounting system, budget tracking and expenditure projections, expense monitoring and financial reporting for the contract.

S/he will report to the Finance and Compliance Lead in the Lusaka office.

DUTIES AND RESPONSIBILITIES

• Assist with the day-to-day accounting including maintaining the IntraHealth Zambia field accounts system, examining receipts and vouchers, reconciling advances, projecting and tracking expenditures and accruals;
• Ensure timely monthly financial reports to the Finance & Compliance Lead;
• Tracking and monitoring of staff advances;
• Ensure that all expenses incurred by project are paid for in a timely manner and ensure VAT exemption; and
• Process payroll including computation of all applicable deductions.
• Arranging for logistics when staff and consultants go on project-related trips.
• Supporting the reception desk functions
• Be a part of the procurement team and assist in the process of obtaining quotes from vendors, for both goods and services
• Assist in the preparation of procurement documentation
• Handle Purchase Orders, get the vendors to sign the purchase orders
• Prepare the procurement pack before they are processed for settlement
• Maintain the asset list and perform physical verification from time to time
• Ensure all office assets are properly identified and protected.
• Assist in the maintenance of the office, report all items that need repair or replacement, arrange for the relevant technician.
• Maintain the stock of office consumables and stationary items and place orders for their purchase and replacement periodically
• Perform physical stock takes and submit reports periodically under the supervision of the supervisor
• Support the IntraHealth finance and accounting unit with all other tasks as assigned
• Support the Operational Learning and Logistics Manager (OLLM) in event planning and coordination, including communication, participant engagement, pre-and post-event activities etc.

PREFERRED EXPERIENCE

• Minimum diploma or degree in accounting and/or a recognized accounting qualification (ACCA Part II/CIMA Part II or equivalent)
• Proven experience as an Accountant preferred
• At least 3 years of experience in financial management for international donors preferably including experience with USAID funded projects
• 3-4 years’ experience in USAID funded projects
• Experience with QuickBooks accounting system desired
• Skills in office administration and procurement
• Experience and knowledge of Zambian tax laws preferred
• Extensive knowledge of Microsoft Office (Excel, Word, Access)

COMPETENCIES

• Ability to juggle multiple tasks and willingness to take initiative
• Excellent interpersonal skills and ability to work as a team member
• Service Excellence, Effective Communication, Ethical practices
• Ability to exercise independent judgment and timely decision making
• Fluent in spoken English; working knowledge of a second language desired
• Excellent time management and planning capacity
• Ability to assess administrative assignments and perform them
• Ability to travel to other parts of Zambia for any field work

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