Family AIDS Caring Trust - FACT
Job Description
FACT Zimbabwe is a Christian based organisation that was instituted in 1987. Since establishment, FACT Zimbabwe has been a leading national HIV and development organisation implementing various projects directly and through partnerships. FACT seeks the services of staff as detailed below;
2. Reporting to: Senior Finance Officer
3. Location: Mutare
4. Purpose of the position: The Finance and Administration Officer will be responsible for managing all payments and overseeing financial transactions for the project. He /She will be responsible for ensuring payments supporting documentation is properly constituted and filed.
Duties and Responsibilities
5. Roles and responsibilities:
• Process all payment requests (CASH & BANK) upon receipt of approved and complete documents.
• Sending proof of payment to Creditors and procurement department whenever payments are made.
• Timeous disbursement and recording of all payments making sure cash books and ledgers are maintained and up to date.
• Prepare reconciliation for Creditor’s invoices as well as utility bills. Updating the invoice tracking tool and submitting it on weekly basis to Senior Finance officer for further reviews and follow up. Working with the finance and administration assistants team reconciling accrual accounts and keeping them up to date.
• Allocating expenses to relevant projects and ledger accounts. Ensuring that all accounting information, and transactions are captured on time and correctly in accordance with FACT Financial reporting standards.
• To perform high standard of accuracy on transaction referencing and account coding into accounting packages
• Perform date stamping of all vouchers before filling.
• Assisting the Senior Finance Officer with compilation of monthly funding request from all departments.
• Maintenance and daily update of cash book and making sure bank accounts are adequately funded to avoid overdrawing.
• Maintaining and checking bank balance daily and advising Senior Finance officer on status as required.
• Ensure safe custody of the Organisation’s financial documents, BOL Token and all security documents under lock and key.
• Ensuring that all finance documents are reviewed and approved before they are filed.
• Sequential numbering of documents accurately to enhance prudent referencing and timely production of validation reports.
• Classification of data and filling in readiness of both internal and international audit to ease retrieval for daily immediate use, making sure that all finance documents are securely stored under lock and key.
• Chronological arrangement of files in both filling cabinets and the filling room
• Do trouble shooting on the operation of SAGE accounting package and report to the Senior Finance Officer/Finance Manager for appropriate corrective action.
• Reconciliation of balance sheet accounts working closely with the rest of the finance team in clearing outstanding balances and keeping all BS balances current and up to date.
• Support Senior Finance officer in providing required information to clear and process outstanding bank reconciliation items on time.
• Assist Senior Finance Officer in preparation of monthly Financial Reports to USAID and forwards for approval and submission to FOM.
• Ensure payment packages have proper supporting documents in compliance with policies and donor requirements.
• Preparation of VAT schedules, monthly submission of VAT Claims and supporting documentation.
• Provide technical assistance and capacity building to finance Assistants and other staff members, including interpretation of policies, setting up of systems, trouble shooting and resolution of outstanding issues.
• Budget tracking of the project budgets during implementation to ensure that all budgets are in accordance with plans.
• Ensure that project’s financial administrative processes are auditable and efficient and carrying out financial administrative controls.
• Maintain and update project asset registers, ensure accuracy and completeness of asset records. Conduct regular asset verifications and produce detailed reports on asset status.
Implement and manage asset tagging processes, ensure all assets are properly tagged for tracking.
Qualifications and Experience
6. Experience and qualifications
• B Com (Hons.) Accounting/Bachelor of Accounting.
• Studying towards a professional qualification e.g., ACCA, CIMA, or CA will be an added advantage.
• A minimum of three (3) years post qualifying experience in management of programs funded by the USAID as well as managing finances for other donors.
• Has in-depth knowledge of USAID financial management rules and regulations.
• Conversant with Pastel (SAGE) Evolution accounting package.
• Compliance related experience is an added advantage
How to Apply
a. Follow the button below and complete the form not later than 3 October 2024.
b. Send a detailed CV to vacancy@fact.org.zw highlighting the post.
Please ensure that both steps are carried out to complete the application process.
-Background checks will be done for successful candidate to ensure child safeguarding and protection in all our work. FACT commits itself to protecting children whom its staff, volunteers as well as outsiders may get into contact with. The organization is mandated to serve the best interest of all children through protection from abuse, harm and exclusion, child participation and development in all its programs.
– FACT is an equal opportunity employer which does not discriminate in terms of race, tribe, place of origin, political opinion, colour, creed, gender, pregnancy, HIV/AIDS status or, subject to the Disabled Persons Act [Chapter 17:01].
– FACT does not charge a fee at any stage of the recruitment process.
NB: Only short listed candidates will be notified.