Finance and Operations Assistant

Job Posting Organization:
FHI 360 is a nonprofit human development organization dedicated to improving lives in a long-lasting way by advancing integrated, locally driven solutions. Established to address various global challenges, FHI 360 operates in more than 50 countries, including Zambia, and employs experts across diverse fields such as health, education, economic development, and social marketing. The organization is committed to creating sustainable solutions that enhance the quality of life for individuals and communities worldwide.

Job Overview:
The Finance and Operations Assistant will play a crucial role in supporting the Finance Manager and the Finance and Administrative team. This position is primarily focused on providing financial services that ensure high quality, accuracy, and consistency in service delivery for the STRengthening Infectious Disease DEtection Systems (STRIDES) project in Zambia. The assistant will be responsible for managing payment requests, maintaining financial records, and ensuring compliance with established standards. This role requires a proactive approach to problem-solving and effective communication with various stakeholders, including service providers and internal staff.

Duties and Responsibilities:
The Finance and Operations Assistant will have a comprehensive set of responsibilities, including but not limited to: receiving and reviewing daily payment requests from service providers and staff members; ensuring that the payments tracker is updated with all payment request submissions; working with service providers to address and resolve queries related to submitted invoices; capturing invoices ready for payment on the accounting system; preparing and sending remittance advice to service providers; maintaining physical inventory listings according to FHI 360 standards; performing accurate and timely reconciliations of advances, including travel and workshop advances; assisting with routine procurement requests and purchase order administrative processes; preparing monthly bank reconciliation statements; reviewing petty cash reconciliations and conducting spontaneous petty cash spot checks; and reviewing travel expense reports. The assistant may also be required to perform other related duties as necessary to support the Finance and Administrative team.

Required Qualifications:
Candidates must possess a diploma in accounting, finance, business administration, or a recognized equivalent qualification such as CIMA, ACCA, or NATECH certified by ZICA. Registration with ZICA is mandatory. Prior experience in a non-governmental organization (NGO) and familiarity with USG funding is preferred. A minimum of three years of accounting or finance experience is required. The ideal candidate should be self-directed, self-motivated, and possess excellent attention to detail, strong organizational skills, and effective time management abilities. Interpersonal skills and the ability to work collaboratively as a team player are essential, along with proven communication, diplomacy, and problem-solving skills. Strong writing skills and proficiency in producing documents and reports in English are also necessary, along with high proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.

Educational Background:
The educational background required for this position includes a diploma in accounting, finance, or business administration, or an equivalent qualification recognized by relevant professional bodies. Candidates with certifications such as CIMA, ACCA, or NATECH certified by ZICA will be given preference. Registration with ZICA is a prerequisite for this role, ensuring that the candidate meets the professional standards required in the field of finance and accounting.

Experience:
The position requires a minimum of three years of relevant experience in accounting or finance, preferably within a non-governmental organization (NGO) setting. Experience with USG funding is highly desirable, as it indicates familiarity with the financial regulations and reporting requirements associated with such funding sources. Candidates should demonstrate a track record of effectively managing financial processes and supporting administrative functions in a dynamic work environment.

Languages:
Proficiency in English is mandatory, as the role involves producing documents and reports primarily in this language. While English is the primary language required, knowledge of additional languages may be considered an asset, particularly if it enhances communication with diverse stakeholders or service providers.

Additional Notes:
This position is based in Lusaka, Zambia, and may require the candidate to travel approximately 10% to 25% of the time. The role is full-time, and the last day for receiving applications is 11 February 202

• FHI 360 is an equal opportunity and affirmative action employer, committed to safeguarding against abuse, exploitation, and harassment in the workplace. The organization emphasizes a healthy work/life balance and offers a competitive benefits package, professional development opportunities, and policies that support employee well-being. All offers of employment will be subject to appropriate screening checks, including reference, criminal record, and terrorism finance checks.