Finance and Administration Manager

Blessed To Bless Association 
ORS/102/21/192 
Email: blessedtoblessinc@gmail.com
Web: www.zambiaschild.ngo
Address:  PO Box 11129, Chingola, Zambia

POSITION DESCRIPTION –  FINANCE AND ADMINISTRATION MANAGER - FEBRUARY 2024

SCOPE

• Blessed to Bless in Zambia is a charity funded by overseas sponsors and donors.
• Students supported comprise more than 350 in primary and secondary schooling.
• There are currently approximately 50 teaching and support staff.
• The role reports directly to the Australian Committee.
• The role falls under the leadership of ICS Principal Mr Amos Simfukwe.

CANDIDATE CAPABILITIES AND ATTRIBUTES

• Qualified accountant (University Degree or Diploma preferred) with minimum 5 years post-qualification experience and registered with relevant authority (ie ZICA in Zambia, CA ANZ in Australia)
• Outgoing and confident
• Fluent in English
• Computer literate with significant experience using Excel
• Self-starter and able to work unsupervised
• Experience with online accounting systems
• Experience working in a school would be beneficial
• Honesty, integrity and transparency are key attributes of the role

KEY RESPONSIBILITIES

1. Accounting

• Appropriate end-of-year accrual and reversal journals
• Maintain chart of accounts to reflect changing requirements of the organisation
• Checking requisitions to ensure that budgets are adhered to

2. Internal controls

• Ensure internal controls are being maintained by accountant

3. Payroll

• Check monthly payroll and sign off on it before payroll is processed
• Ensure leave records are being accurately maintained by accountant
• Establish online Payroll System

4. Financial reporting

• Prepare annual accounts for Blessed to Bless Association
• Facilitate the audit of the annual accounts through timely and complete provision of accounting records and related documents
• Arrange cost recoveries as required eg Boarding House Opex and Capex expenditures

5. Management reporting

• Monthly and Year-to-Date analysis of expenses for each cost centre
• Variance analysis against prior year and current year budget
• Timely projections of cash drawdown requirements from Australia
• Investigate unusual and exceptional items
• Writing monthly reports for the Australian Committee highlighting any changes or concerns in the areas of Finance or Non-Teaching Staff
• Monthly meetings with Australian Finance Sub-Committee

6. Budgeting

• Work with accountant to provide a detailed annual budget for each cost centre operating costs
• Compile table of key financial assumptions including projections for cost inflation
• Projections for student and staff headcount and their related expenses
• Projections for tertiary student courses

7. Tax reporting

• Do regular checks to ensure relevant tax reporting is being carried out by the accountant as required

8. Asset management

• Maintain Fixed Asset Register with additions and divestments
• Update annual depreciation expense model
• Post end-of-year depreciation journals
• Oversee regular stocktake of property, plant and equipment (including uniforms)
• Investigate missing items; identify write-offs where required
• Review property, plant and equipment for maintenance or repairs when required

9. Administration

• Support the Principal as required in other senior financial and administrative duties
• Document standard work procedures for all accounting activities and revisit existing Procedure Manuals where appropriate. Ensure adherence to documented Procedures including recipients of cash payments and advances.
• Ensure staff registrations are renewed: Teaching Council of Zambia (TCZ); Zambia Institute of Human Resource Management (ZIHRM); Zambia Institute of Chartered Accountants (ZICA).

10. Management

• Responsible for overseeing the role of Accountant and ensuring that all tasks required of the Accountant are completed to an exemplary standard.
• Responsible for overseeing non-teaching staff including administration, agriculture, maintenance, security, boarding nursing and cooking staff.
• Ensur that non-teaching staff (as mentioned above) are carrying out their duties as per their role descriptions.
• Hold regular departmental meetings with non-teaching staff.

11. Capital projects reporting

• Projections for plant and equipment capital purchases including breakdown for new and replacement items
• Support Australian management in preparing financials for building and expansion projects
• Sourcing and assessing quotes for projects
• Conduct due diligence on contractors
• Liaising with legal firms in drafting construction contracts
• Assist staff in preparation of Capex justifications
• Manage Building Development Contracts and arrange costs recoveries where required
• Establish Major Maintenance Schedule

12. Procedures

• Migrate responsibility for QuickBooks reporting from Australian office to Zambian office (this will depend upon reliability of internet access)
• Implement rollover of current spreadsheet accounting system to an appropriate web-based accounting software which is accessible both in Zambia and in Australia, including set up of Chart of Accounts and all accounts – Customers and Accounts Receivable/Accounts Payable
• Train staff on best practice procedures
• Establish a set of performance standards for support staff to achieve

13. Risk management

• Compile and maintain a Risk Register together with a risk mitigation strategy (Australian management to assist)
• Conduct regular site safety review
• Ensure effective insurances are executed and kept up to date (including staff medical and funeral insurances).