The Finance Officer will play a vital role in supporting the finance unit’s day-to-day activities and will closely work with project managers to ensure that payments are done promptly.
S/He will also be uploading accounting transactions to QuickBooks.

Responsibilities

• Receive procurement documents for the assigned Project/District, check that the project details, work plan, budgets, requisitions, beneficiary lists, quotations, bid analysis, purchase orders/ adjustment memos, invoices, attendants list, GRNs, distribution lists are matching before preparing the payment voucher for review by the Senior Finance Officer.
• Receive from Program Managers for the assigned Project/District requests for Volunteers/Partners and ensure that the contracts, the scope of work, budget, beneficiary list, and required details such as mobile money details are correct and approved as per the updated Volunteers/Partners database.
• Receive from the Program Managers for the assigned Project/District duly verified attendants list, correctly signed transport refund forms and activity report and attach to the documents above, prepare the Excel upload file together with the payment voucher, and submit to the Senior Finance Officer for review.
• Follow up with the Finance Officer designated with Mobile Money transfers to ensure that assigned District/Project Volunteers receive their cash share the transfer report with the Program Manager and ensure that any bounced transfers are promptly rectified.
• Prepare non-staff travel payment vouchers with the appropriate and sufficient support documents and approvals with the appropriate project, activity, and General Ledger codes.
• Upon receipt from the Finance Assistant, review and process staff travel and reconciliations.
• Update the advance age analysis and ensure that staff retires advances within 48 hours after the activity with deposits on unspent funds to ensure that no staff is advanced cash with a pending advance or given more than one advance at any given time. S/He will share the advance age analysis with Program Managers.
• Timely capture to QuickBooks the appropriately approved and supported payment vouchers, liquidations, cash receipts, journal entries, and bank fees and interest before review by the Senior Finance Officer to aid real-time income and expenditure tracking.
• Receive from the Finance Assistant Petty cash reimbursement requests, cash count reports, or Petty Cash reports from the field office and Lusaka office and check that vouchers are approved, the receipts are attached, and that the report is correctly filled before processing the reimbursement or expensing journals in QuickBooks or completing the consolidated Petty Cash report for the month.
• every quarter, for the assigned Project/District conduct inventory counts and asset verifications so that the Fixed Asset Register is up to date.
• Follow CRZ internal controls and policies in the execution of duties.
• Provide support, leadership, coaching, and an enabling environment for the Finance Assistants to foster team efficiency.
• Support the Finance Assistants in the development of the Performance Plans and offer guidance for them to achieve their Key Performance Indicators.
• Any other duties assigned by the superiors.

Education and Experience:

• Bachelor’s degree in finance, accounting, or a related field.
• Full ZICA/CA Zambia Qualification
• A Minimum of 3 years working experience in a similar position
• Previous experience in financial management, preferably within an NGO or nonprofit sector.
• Strong knowledge of financial accounting principles and practices.
• Familiarity with donor regulations and compliance.
• Strong analytical and computer skills, especially with accounting software, spreadsheets, and financial analysis, and knowledge of the usage of QuickBooks are preferred.
• Must be a fully paid-up member of the Zambia Institute of Chartered Accountants ZICA.