Job Details

Job Description

Reporting to the Finance and Operations Manager (Malawi and Zambia), the Finance and Administration Officer supports the IFAW Zambia office by processing payments, maintaining financial tracking systems, managing grants and procurement, and producing financial reports and analysis to support the office staff in managing budgets and projects in the most accurate, efficient, and cost-effective manner possible.

ROLE AND RESPONSIBILITIES

Accounts Payable

• Assist in the preparation of payment requests for invoices and other reimbursements for further approval by department and budget managers ensuring compliance with the organization’s accounting, financial and operational policies as well as coding accuracy, appropriate authorizations, business purpose and evidence of value for payment.
• Prepare and schedule vendor disbursements and staff expense reimbursements utilizing the accounting and treasury systems. Payment methods include check, cash, direct debit, and electronic transfer.
• Create and maintain vendor specific payment templates in the treasury and/or accounting systems for electronic payments.
• Post payments in the accounting system in an accurate and timely manner in Unit 4

General Accounting

• Prepare bank and petty cash, prepayments, accruals, travel advances and other balance sheet accounts reconciliations as assigned.
• Prepare schedules and propose journal entries to support monthly and fiscal yearend closing and annual financial statement audits.
• Ensure compliance with institutional policies as well as terms and conditions for restricted grants, contracts, or other funding sources.
• Compile requested documentation to support the annual financial statement and other statutory audits.
• Participate in the ongoing development and education of non-finance staff regarding institutional and local office policies and procedures.

Budgeting & Reporting

• Analyze monthly actual to budget performance and provide supporting narrative summaries and reports to staff.
• Support the development of IFAW Zambia budgets and related work plans as part of the annual budgeting and planning cycle.
• Maintain excel-based (or other systemized) detailed tracking systems to efficiently and accurately account for restricted grants and other projects and process budget adjustments. Ensure timely and complete supporting documentation for all related transactions.
• Provide ongoing education and information to staff regarding restricted grant award terms and conditions.
• Support the preparation of grant reporting for submission to funding agencies.
• Support program teams with creating work orders, updating budgets and forecasts numbers in Unit 4.

Grant Management

• Participate in the review of financial reports from Grantees to ensure completeness and compliance with award terms.
• Conduct random spot-checks, including site visits, to Grantees.
• Provide required documentation for the organization’s Grants database and ensure full reconciliation with the general ledger.
• Responsible for drafting and reviewing of all grant payments requests and ensure that they meet the standards of allowable, allocable, and reasonable. In coordination with Project Manager, monitor grantee budgets so that they do not exceed allowable amounts.

Administration

• Support the execution of monthly payroll including calculation and preparation of wage statements, salary, tax, withholdings and other related payments and filings.
• Support the monthly payments of wages and incentives for field operational support teams.
• Provide administration support during trainings and meetings
• Process of insurance covers for Ifaw vehicles and manage vehicle usage
• Support the review and development of contracts and other agreements, ensuring compliance with jurisdictional and organizational requirements.
• Act as IFAW bank agent and assist with cash collection, deposits, cheque book collection etc.
• Manage other day-to-day finance and administrative resources of IFAW’s Zambia Office

QUALIFICATIONS AND EDUCATION REQUIREMENTS

• Bachelor’s Degree Accounting/Finance or in a relevant discipline
• At least 5 years’ experience in the accounting/finance/administrative
• Advanced computer knowledge and expertise with Microsoft Office software required. Experience with, or knowledge of Unit4 ERP or other related financial software preferred.
• Ability to manage and prioritize competing demands, deadlines and processes with an exceptional customer service ethic and orientation.
• Demonstrate proactive critical thinking and practical problem-solving abilities.
• Excellent organizational and analytical skills with attention to detail.
• Effective communication skills and ability to operate in a culturally diverse international organization.

At IFAW, we aim to create and foster a workforce that reflects and contributes to the diverse, global community in which we work to improve the lives of both animals and people. We are dedicated to fostering justice, equity, diversity, and inclusion so we actively encourage candidates from diverse backgrounds.

Hiring range is 372,000-460,000 ZMK

Closing date for receipt of applications: 31 August 2025