Key Responsibilities:

Payment Processing and Filling Management:

• Preparing payment vouchers when all approvals have been sought from relevant authorities
• Preparing cheque/online payments as the case may be for all approved payments
• Filling invoices, receipts, delivery notes and quotes systematically for ease retrieval
• Making sure that relevant supporting documentation are attached to all payments before processing.
• Keeping/ filling complete and accurate record of all petty cash transactions
• Assisting in maintenance of  accounting and bookkeeping company’s filing system for easy retrieval.
• For all taxes related to payments are correctly, accurately deducted and remitted in accordance to statutory regulations including PAYE, Value Added Taxes and withholding taxes
• Attaching withholding taxes and Value Added Taxes certificates to payments as the case may be when making payments
• Timely payment of staff salaries, MASM, pension and suppliers

Reporting and Budgeting:

• Leading preparation of monthly/quarterly expenditure and cashflow projection for the company for Finance Manager review
• Preparation of monthly/quarterly variance report for the Finance Manager review
• Assisting the Finance Manager in preparation of company budget and accounts
• Preparing monthly bank reconciliation report for Finance Manager review and ensuring that they are approved by Chief Executive Officer
• In conjunction, with sales and procurement teams prepare sales, debtors, payable, inventory schedules, and fixed asset register.
• Providing information to Finance Manager for the preparation of company accounts
• Assisting in the preparation of company audits and ensuring all audit schedule are prepared for Finance Manager review prior to audits
• Preparing the procurement reports eg inventory report etc
• Checking the field liquidation reports for Finance Manager review and ensuring that they are approved by Chief Executive Officer

Cash and Bank Management:

• Timely deposit of all cheques, cash, and cash balances
• Timely follow up on liquidations from project team and ensure timely liquidation
• Daily update of cashbook ledgers
• Informing the Finance Manager on timely manner any deposit or receipt of funds from customers and donors
• Monitoring of account balances to avoid dishonored payments
• Responsible for petty cash and producing an expenditure report of petty cash float.
• Timely replenishment of petty cash float

Procurement

• Provide overall coordination of activities in related to procurement for the company.
• In conjunction with the Finance Manager, establish and maintain an internal tracking system that ensures expenditures are properly coded to the various project budget items and categories.
• Implement proper control and monitoring procedures for procurement processes, responsible for ensuring transparency and value for money
• Review receipts for goods purchased, quotations, evaluations and negotiations of all goods and services to ensure compliance with procurement regulations.
• Create and update a pricing and potential vendor list for most commonly used items for the company.
• Making recommendations to management on improvements for finance, administration, procurement and logistics processes.
• Responsible for and following up on customs and duty with the relevant government offices.
• Effectively apply specialized knowledge of logistics and procurement to timely source goods and services.

Loans & Credit Management

• Evaluating the creditworthiness of potential customers.
• Creating and implementing credit scoring models for risk assessments.
• Approving and rejecting loans based on available data.
• Calculating and setting loan interest rates.
• Negotiating the terms of the loan with new clients.
• Managing debt settlement and loan renewals.
• Ensuring all loans and lending procedures comply with regulations.
• Maintaining records of all company loans.
• Monitoring loan payments and bad debts.
• Paying attention to and ensuring [re]payments.
• Creating, reviewing and updating the company’s credit policies.

Administration & Logistics

• Provide overall coordination of activities in related to administration and logistics for the company.
• Establish, maintain and reinforce a catalogue of procedures governing administration, procurement, contracting and logistics support activities for the company.
• Ensure the proper design and timely functioning of service- and support-oriented administration and procurement management systems.
• Establish and maintain centralized records of all aspects associated with administration, procurement and logistics to be utilized for reporting purposes.
• Responsible for consistent communication, coordination and responsiveness on the status of administration, procurement and logistics activities.
• Implement effective internal control of assets, inventory and property management.
• Assist in the coordination of vehicle control, supervision of driver, and management of staff movements.

Professional and Academic Background/Expertise:

• Higher education qualification in Finance, Accounting or relevant field.
• A minimum of two (2) years’ experience in a similar role.
• In-depth knowledge of financial regulations, accounting, procurement and administrations processes.
• Outstanding financial analytical skills.
• Outstanding time management skills.
• Strong attention to detail.
• Excellent written and verbal communication skills.

Competencies:

• Integrity, honest and highly ethical
• High levels of professionalism
• Self-starter who is able to work well with minimal supervision
• Continuous learning and knowledge sharing
• Ability to produce deliverables in due time and with quality standards
• Ability to explain complex concepts in a simple manner
• Strong analytical skills
• Strong oral and written communication skills in English and Chichewa
• Ability to organize and interpret data and present findings in both oral and written form.