Finance and Administration Assistant X 2 Posts

DUE: 06 SEP 2023

Finance and Administration Assistant x2 13 months (Gokwe and Kariba)
21 Giraffe Cres, Harare, Zimbabwe
Contract
Company Description
Nutrition Action Zimbabwe (NAZ) is a registered Private Voluntary Organization (NGO) (PVO 38/19) working in Zimbabwe. Its major driving force is to meet the immediate and long term food and nutrition needs of targeted communities and building their resilience to respond to repeated shocks.

NAZ is seeking to recruit  for Finance and Administration Assistant to support the implemention of NAZ projects in Gokwe North and Kariba Rural districts. #NB: This recruitment is in anticipation of funding

Job Description

The FAA will be responsible for daily finance / accounting and administration of project support activities, through well-maintained and appropriate office systems. Reporting to Field Supervisor the assistant shall provide administrative and finance support and is responsible for performing, completing and/or overseeing specialized administrative and financial management support services in an efficient, effective and client-oriented manner

The position’s specific objectives / responsibilities and tasks are as following:

Human Resources, Administration and Logistics

• Ensure all project human resources are managed and dealt with appropriately and that HR files and databases are maintained for all employees contracted to the district.
• Assist the Field Supervisor for all tasks related to HR for the office and projects: recruitment, hiring casuals staff or labor contract issuance.
• Compile payroll input information and forward to HR for processing.
• Assist field supervisor in setting meetings for conducting staff performance appraisal.
• Assist Field Supervisor in implementing HR, administration policy and procedures. Monitoring the compliance and update changes
• Assist the Field Supervisor and other teams/staff in daily administrative routine, ensuring the smooth running of office and projects.
• Ensure logistics procedures are followed in accordance with NAZ procurement guidelines, including collecting quotations, preparing Purchase Request Forms and Purchase Orders.
• Assume responsibility for all administrative aspects of the Field Office in accordance with NAZ policies and procedures governing NAZ’s support functions.
• Regularly review and update field office equipment inventory.
• Consolidate programme assets and inventories reports for the district.
• Manage programme assets located at field office and project offices
• Manage the repair, servicing and maintenance of office and field equipment and furniture; maintain system for efficient use. Update vendors and services
• Manage the field office fleet – fueling, vehicle service, mileage calculations, fuel consumption etc
• Other tasks if assigned

Finance and Accounting

• Monitor and control project expenditure in line with the agreed budget and in co-ordination with the Field Supervisor, Project Manager and Finance Manager.
• Check, verify and process financial documentation, including orders, invoices and payment to vendors and reimbursement to office staff/consultant in accordance with NAZ policies and procedures
• Keep track and process the pay as you earn (PAYE) for casual staff and consultants if any,
• Manage field office petty cash and bank accounts.
• Conduct / review project cash books and submit to Headquarters’ corresponding accountants for review and post to financial software.
• Prepare program monthly expenditure report
• Reconcile cash / bank and expenses / income accounts
• In charge of monthly treasury forecast to Headquarters and transfers of fund to field offices
• Be in charge of monitoring the spending of approved field budget, ensuring the spending complies with donor’s contractual regulations
• Other finance-accounting related work as required or needed
• Supervise field finance staff and review performance. In charge of internal finance monitoring at field
• Support of internal and external audit
• Liaison with HQ for any financial matters

Qualifications

B.Sc. in Accounting, Bachelor level Degree in Management, Finance, or related field; or similar higher degree a plus

Skills and Experience

Essential:

• 2+ years of experience in one or more of the following areas: Administration, HR, Finance, Logistics
• Exceptional organization and planning skills, ability to manage and follow work plans
• Highly developed interpersonal, communication, able to negotiate, influence, give effective feedback, be a team player
• Able to manage stress effectively, juggle competing priorities, balance various programmatic, logistic and team needs
• Champion of NAZ Charter values of Professionalism, Transparency, Neutrality, Access to Victims and  Non-Discrimination

Preferred:

Previous INGO experience
Experience with donor-funded programs
Experience supervising others

Additional Information

Follow the link and submit a copy of your application along with relevant supporting documents not later than 6 Sept 2023: Applications submitted after the deadline will not be accepted.

NB: This is an urgent recruitment and shortlisting will be done on a rolling basis.

TO APPLY

Click here to apply