FINANCE ASSISTANT


Job Title: Finance Assistant
Location: Choma
Grade: D
Reporting to: Office Manager Choma, with Technical Management to Management Accountant
Reporting from: None
Contract length: 9 months
Liaises with: All DiRECT Project staff, Director – Systems,   Administration Assistant and Office Manager – Lusaka and Mongu, Logistics & Procurement Officer, Management Accountant, Country Financial Controller
Job Purpose: The position will assist in ensuring effective performance of the finance, cashier and administrative functions of the Choma Office.
Main Duties and Responsibilities
Administration
  • Ensure that all utility bills are paid in a timely manner (electricity, water, telephone and internet) for the Office.
  • Support with the drafting of correspondence to external parties
Accounts/Finance
  • Deal with cash/bank transactions complying with Concern financial procedures, manual(s).
  • Travel to Districts under the project (Pemba, Sinazongwe, Shesheke and Namwala) to support cash disbursements to project staff and stakeholders as requested.
  • Prepare cash/bank vouchers and maintain files for them.
  • Maintain cash/bank books. Prepare cash/bank reconciliations.
  • Responsible for the preparation of the monthly Funds requests in liaison with the Office Manager and DPC.
  • On a monthly basis ensure that all personal phone calls made by staff have been paid for.
  • Submit the monthly financial report to the Lusaka Finance Office by the 5th of each month.
Logistics and transport
  • Manage the Office stores, being responsible for the receipt of goods as well as their despatch to project locations and all related documentation.
  • Maintain Store records and compile and submit reports as needed.
  • Ensure that the stock cards are up to date.
General
  • To adhere to and support the implementation of the Concern staff code of conduct and Programme Participant Protection Policy as described in the National Staff HR Manual
  • To support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment.
  • To contribute to the establishment of preventive measures to reduce the potential for abuse in Concern programme (as per P4 section 6).
  • To contribute to and support the implementation of Concern Zambia’s Humanitarian Accountability Framework and plan.
  • Carry out any other duties as and when assigned by the supervisor.
Education and Qualifications Required:
Education
  • Diploma in relevant discipline of Administration or Management, with specific components in Finance and/or Accounting, plus 2 years relevant experience.
Skills, Knowledge and Experience
  • Experience of basic finance duties x 2 years
  • Good computer skills; minimal requirement – Word and Excel
  • Experience of staff management, minimum 1 year
  • Experience of similar administration and logistics work, minimum  1 year
Application procedure:
Applications, in the form of a cover letter and CV, should be sent via e-mail to the following:hr.zambia@concern.net with the title of the position clearly stated in the subject line.Submission may be in hard or electronic copies. Submission of original copies and scrutiny of the same including verification from the issuing institutions will be a condition of engagement of the successful
applicants.  Concern Worldwide will only respond to candidates who are determined to have the above qualifications and only those will be short-listed and invited for interviews.
The deadline for receipt of applications is 23rd September 2016. Please note that only shortlisted candidates will be contacted.
Concern has a Code of Conduct and a Programme Participant Protection Policy to ensure maximum protection of programme participants from abuse and exploitation.
Programme Participant Protection Policy
Concern has a Programme Participant Protection Policy and Concern Code of Conduct which has been developed to ensure the maximum protection of programme participants, especially beneficiaries, from abuse and exploitation, and to clarify the responsibilities of Concern staff, partner organisations, and anyone engaged by Concern or visiting our programmes, and the standards of behaviour expected of them. In this context all Concern staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct of their work in accordance with Concern’s core values and mission.
Any candidate offered a job with Concern will be expected to sign the Programme Participant Protection Policy and Concern Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Code of Conduct candidates demonstrate they have understood its content and agree to conduct themselves in accordance with the provisions of this document.
Any breach of the Programme Participant Protection Policy and Concern Code of Conduct by employees of Concern during the course of their employment will result in disciplinary action up to, and including, dismissal.
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