Finance and Administration Manager

JOB OPPORTUNITY

ROLE IDENTIFICATION

Main Role: Finance and Administration Manager
Location: ZMA Secretariat, Lusaka
Reports to: Registrar/NEC

PURPOSE OF THE ROLE:

To manage the overall operations and resources of the Association to ensure that the vision and mission of ZMA are realized.
Responsible for preparing, developing, analyzing, and reporting financial information to ensure that higher authorities and stakeholders receive timely, accurate, and relevant information.

KEY RESPONSIBILITIES (RESULT AREAS)

Accounting

Oversee the accurate recording and documentation of all daily financial transactions to ensure transparency and compliance with financial regulations.
Preparation of monthly and annual budgets; provide variance analysis notes of budget versus actual expenditure.
Manage and process all organizational payments and disbursements in a timely and efficient manner.
Maintain and reconcile petty cash, ensuring proper handling, documentation, and disbursement of funds.
Handle online banking activities, including transfers, payments, and monitoring of accounts to ensure funds’ security.
Ensure smooth commencement and execution of internal and external audits of ZMA accounts.
Manage and optimize the accounting system, ensuring it remains up-to-date, efficient, and compliant with the latest financial regulations and organizational needs.
Ensure compliance with internal controls, policies, and procedures; develop new internal controls, policies, and procedures as needed.

Internal Controls, Risk Management, and Statutory Compliance

Implement and maintain robust financial internal controls to ensure prudent and efficient use of resources.
Oversee risk assessments and develop risk management strategies to mitigate potential financial and operational threats to the organization.
Ensure full compliance with local Zambian statutory and regulatory financial requirements, submitting required reports and documentation on time (ZRA, NHIMA, NAPSA, Worker’s Compensation).
Collaborate with the Executive Director and other stakeholders to periodically review and update organizational policies related to finance, administration, and compliance.
Coordinate with internal and external auditors for timely audits, implementing recommendations to strengthen the financial and administrative processes.

Payroll and Human Resources

Oversee the timely and accurate processing of monthly payroll, ensuring compliance with local Zambian labor laws and organizational policies.
Manage all aspects of employee records, benefits, and compensation packages, aligning with ZMA’s mission and values.
Understand Human Resource best practices, policies, and procedures.

Administration

Manage office logistics, including the maintenance of office facilities, equipment, and ensuring a conducive work environment for all staff members.
Ensure that all organization vehicles are compliant with local regulations and are regularly maintained, keeping them in optimal condition for fieldwork and other operational needs.
Effectively manage the day-to-day operations of the secretariat, ensuring effective supervision is achieved.
Communicate with the NEC, cooperating partners, staff, and government to maintain trust in existing and new relationships.
Provide visionary leadership to the Secretariat.

SKILLS REQUIRED

Commitment to accuracy and attention to detail.
Excellent communication, interpersonal, and presentation skills.
Ability to plan, balance, and cope with competing priorities.
Good written and verbal communication skills.
Proficient computer skills.
Interpretation of financial statements.
Analytical and problem-solving skills.
Strong initiative, with a willingness to take on new responsibilities and challenges.
Ability to plan, prioritize, and organize self and others, with the ability to work under pressure and meet deadlines.
Experience using accounting packages, preferably Pastel Accounting package. Demonstrated ability in the use of financial software and tools.
Excellent knowledge of Microsoft Excel, Word, and PowerPoint.
People management experience is desirable.

MINIMUM QUALIFICATIONS AND EXPERIENCE

Grade 12 Certificate.
Bachelor’s Degree in Business Administration, ACCA, CIMA, ZICA, or Equivalent.
Minimum 8 years’ related experience, with at least 3 years at a senior management level.
Any other relevant qualifications or experience in this field will be an added advantage.

APPLICATIONS

Applications, together with a detailed curriculum vitae and copies of certificates, should be addressed and sent to:

The Secretary General
Zambia Medical Association
Unit 2, Brentwood Court Stand No.6458
Los Angeles Boulevard, Longacres
P.O Box 50693, Lusaka

Or email: recruitment@zma.co.zm

Only shortlisted candidates will be contacted for an interview.

The stated requirements are a guide. The employer reserves the right to make a decision.

Closing date for receipt of applications is 25th November 2024.