Finance and Administration Manager – Zambia Medical Association

Lusaka
5 hours ago
Full Time
Apply Now

Call employer

Call Finance and Administration Manager – Zambia Medical Association to apply
recruitment@zma.co.zm

Job Description

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.

Related Jobs