Finance and Admin Assistants (7 Months) x 1 Mutare
Ngo & Social Services Jobs
- Nutrition Action Zimbabwe ~~ 0
- Expires 20 Apr 2021
- Bulawayo
- Internship
Job Description
Provides administrative, finance and Logistics 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.
Duties and Responsibilities
Manage the financial operations of the base
• Carry out all the payments for both cash and operational Bank account.
• Daily record all the Cash & bank account expenses in excel sheet according to NAZ standards of Chart of accounts, project code, Contract, and financial line and the third-party codes.
• Ensure uniformity between the physical cash and bank statements as well as the Excel/Quick books cash & bank book on a daily/ monthly basis.
• Prepare cash count & bank reconciliation statement at the end of each month.
• Ensure bank statements & cashbooks are closed, reconciled & sent to the capital office on a monthly basis together with the bank reconciliation & cash counts.
• Ensure that all the administrative documents are copied before sending the originals to the Capital office
• Manage the advances, ensuring invoices are received and that they are consistent with the NAZ’s procedures (invoice, accurate and signed)
• Verify the accuracy of and pay invoices for purchases
• Process the monthly statutory payments and tax as required
Manage the logistics operations of the base
• Ensure that any purchase respect NAZ procurement procedure
• Ensure that all stocks and inventory records are up to date at all times
• Ensure there is sufficient supplies for office running (stationery, refreshments, Fuel etc)
• Organise and communicate vehicle movements
Budget maintenance, Cash Forecast and Cash Flow
• Assist Finance Manager in Budget Follow Up (BFU) meeting
• Prepare the Bi-weekly cash transfer request for the Finance Manager
• Ensure that the cash box/bank and the safe maintain the minimum security amount.
• Contribute to the elaboration of budget/reports / financial analysis when required or requested by the Finance Manager
Follow-up Base Filling
• Maintain cash, bank, supplier contracts, PAYE, vendor & all other finance relevant contracts in the finance department
• Verify & cross-check all base monthly financial documents are correctly allocated & completed as per NAZ Archiving guidelines
• Archive financial files as per NAZ archiving guidelines, keep copies at the base & send original to the capital on a monthly basis.
• Ensure that all staff submits the timesheets on a monthly basis before the 5th of every month.
• Track and share leave with the Harare office.
HR responsibilities
• Provide timely requests for casual workers.
• Assist in managing staff leave days through Leave days follow up tools
• Arrange accommodation and hotels based upon approved travel requests.
• Updating staff records and share with Admin department in Harare (Staff contact list, etc)
• Participate in any HR responsibility as assigned
Supervise staff under your responsibility
Tasks and Responsibilities:
• Provide day-to-day supervision of staff directly under his/her responsibility cleaners, gardener, security.
• Set objectives with staff under his/her direct management, and appraise their performance in accordance with NAZ
• performance management policies, identifying areas where they require support and capacity building
• Ensure that all Financial policies and procedures are followed for Finance and admin staff directly under his/her responsibility
Qualifications and Experience
• 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
How to Apply
1. Send Cover letters with up-to-date detailed CVs and clearly indicate the post applied
for in the email subject to jobvacancies@naz.co.zw by 20TH of April 2021 COB.
2. Fill in an application form, using a link that you will get as soon as you email your application. The link will be sent to your application email within 24 hours of you submitting your application.
