The Zambia Association of Manufacturers (ZAM), a leading business association representing the manufacturing sector and related industries in Zambia, is looking to recruit an Administration and Finance Officer. This role primarily focuses on administrative tasks while also requiring basic accounting knowledge. The successful candidate will work under the supervision of the Finance and Administration Specialist.
Department: Finance and Administration
Title: Administration and Finance Officer
Reports to: Finance and Administration Specialist
Expected Start Date: Immediately
Location: Lusaka
Key Responsibilities:
- Administration:
- Manage the daily administrative functions of the Association, ensuring smooth and efficient operations.
- Serve as the primary point of contact for internal and external communications, including handling calls, emails, and correspondence.
- Organize and maintain office records, including filing systems, both physical and electronic, ensuring that all documents are easily accessible.
- Coordinate logistics for meetings, seminars, conferences, and other events, including booking venues, arranging transportation, and preparing necessary materials.
- Assist in the onboarding process for new employees, including organizing orientation sessions and preparing necessary documentation.
- Monitor and manage office supplies, ensuring that the office is well-stocked with necessary materials and that inventory levels are maintained.
- Oversee the maintenance of office equipment and facilities, coordinating repairs and ensuring the workspace is clean and functional.
- Assist in the coordination of committee meetings, including preparing agendas, taking minutes, and following up on action items.
- Support human resources functions, including tracking employee attendance, managing leave requests, and maintaining personnel records.
- Ensure compliance with organizational policies and procedures, providing support to staff as needed.
- Basic Accounting:
- Maintaining accurate records of petty cash, ensuring proper documentation of all transactions.
- Prepare and process vouchers for payments, ensuring that all financial transactions are recorded accurately.
- Support the Finance and Administration Specialist in preparing budgets and financial reports.
- Assist with the reconciliation of bank statements and other financial documents as required.
- Handle basic payroll functions, including the preparation and distribution of pay slips.
- Support the management of accounts payable and receivable, ensuring timely payment and collection.
- Coordination and Support:
- Work closely with the Finance and Administration Specialist to ensure alignment of administrative and financial tasks with the overall goals of the Association.
- Provide administrative support for project-based work, ensuring timely completion and adherence to project timelines.
- Assist in the preparation of reports and presentations for internal and external stakeholders.
Person Specification:
- Full Grade 12 Certificate.
- Diploma in Business Administration, Accounting, or a related field.
- At least 2 years of relevant work experience in an administrative role, with basic accounting responsibilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with accounting software (e.g., Pastel) is an advantage.
- Strong organizational skills with attention to detail.
- Excellent communication and interpersonal skills.
- Ability to manage multiple tasks simultaneously and work under minimal supervision.
- A proactive team player with a positive attitude.
Application Submission:
Send applications with relevant qualifications and experience to info@zam.co.zm by 30th August 2024.
