Job Details

Job Description

Job Title	Finance and Administration Assistant
Location	Kitwe Office , Kitwe Zambia
Reports to	Finance Officer
Contract Duration	Start Date to 30th September, 2025
Expected Travel	National travel may be required (10%) including to remote districts

About Us

Copper Rose Zambia (CRZ) is a youth-led and youth-focused organization working towards the empowerment of youth and women in Zambia. We exist to create a conducive environment for young people to thrive in all aspects of their lives as we envision a world in which every young person is happy, healthy, and living to their full potential. We are currently implementing around 3 thematic areas namely,

1. Health and Wellbeing,

2. Gender Equity

3. Youth Development and Leadership.

Position Overview

The Finance and A dministration Assistant is directly responsible to and is supervised by the Finance Officer. S/He is mainly responsible for ensuring that financial documentation is properly maintained at Copper Rose Zambia.

Fi nance Responsibilities 50%

• Receive and re view requests from the assigned Project/District staff and verify that the requests ha ve the correct project , activity details, work plan, budget and scope of work and prepare payment vouchers with correct project, activity and account codes before submission for review/payment .
• Rec eive and review requests from the assigned Project/District staff and verify travel reconciliations , check that the expense reports, computations, receipts, trip reports, cash deposits are of expected standard and according to the approved travel request before submitting to the Finance Officer for liquidations.
• Receive and review from the assigned Project/District staff , refunds claims, prepare the payment vouchers with appropriate project, activity and account codes and submit them to the Finance Officer for review/payment.
• Updating the payment tracker once payment requests and payment vouchers are fully authorized.
• Provide staff with receipts for deposited cash from unspent advances, attach the necessary documentation and give the Finance Officer for updating the cashbook.
• Follow up, receive, verify and file original documents to transactions received from the field offices by project payment vouchers, liquidations, receipts and journal vouchers that are fully supported, approved and stamped in sequential manner for ease reference during reviews or audits.
• Keep electronic files of the above by project for internal, donor and reporting purposes.
• Responsible for the timely provision of the requested documents during month end, and year-end financial reporting, donor and audit purposes and ensure that the documents are promptly and correctly filed after the exercise.
• Ensuring that all financial documents are secured and there is restricted access to both hard and soft copies and further that the archive room is orderly by project.
• Before filing, ensure that payment voucher details are updated on the box file tracker and box file table of contents for ease retrieval during audit. Any missing documents should quickly be attended to within the month of transaction.
• Follow up and receive Petty cash reimbur sement requests from the field office and Lusaka office and check that vouchers are approved and the receipts are attached and that the report is correctly filled before passing the documents to the Finance Officer for payment.
• Conduct and document surprise petty cash counts for the Lusaka and field offices to ensure Petty cash is managed in an efficient and transparent manner.
• Monthly follow up and receive Petty cash count and expense reports with support documentation for submission to the Finance Officer for consolidation and reports in QuickBooks.

Administration Responsibilities 50%

• Assist with fleet management by maintaining vehicle and fuel tracker.
• Oversee the management of the asset registry, involving comprehensive tracking and regular updating of asset information and tagging.
• Manage maintenance and repair activities for organizational assets.
• Collaborate in the generation of reports, presentations, and correspondence relevant to procurement and admin operations.
• In conjunction with the senior procurement and administration officer, manage all support staff requirements/needs.
• Keep an updated schedule for all monthly obligations/bills and raise requisitions for payments due.
• Follow CRZ internal controls and policies in the execution of duties.
• Provide support, leadership, coaching and an enabling environment for the assigned Interns in order to foster team efficiency and support them in development of the monthly to-do lists.
• Any other duties assigned by the superiors.

Qualifications

• Degree or diploma in Accounting/Finance or Administration with strong numerical skills and analytical skills.
• Proof of ZICA active membership
• Minimum 2-3 years work experience
• Good communication skills
• Proficiency in Microsoft Excel
• Possess a high level of integrity at all times
• Efficient and organized when performing duties
• Ability to work in a team and across department units.

Application Process

The deadline for applications is 17th November, 2024.

For all interested candidates, please apply with this Link

Kindly note that only shortlisted candidates will be contacted.

Copper Rose Zambia provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. We also strive to achieve equal employment opportunities through continuing diversity enhancement initiatives. We welcome candidates of all backgrounds and with diverse experiences to apply. We are committed to evaluating applications fairly.