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Finance and Administrative Assistant at Tearfund

Background on Tearfund

Who we are: We are a Christian organisation partnering with the local church wherever possible to see change in the lives of those in greatest economic need. We believe poverty is caused by broken relationships with God, others, the environment and ourselves, and working to see those relationships restored is key to how we work. We want to see change that is economic, material, environmental and spiritual. See: Tearfund’s Theory of Mission

Our vision: To see people freed from poverty, living transformed lives and reaching their God-given potential

Our mission: We follow Jesus where the need is greatest, responding to crisis and partnering with local churches to bring restoration to those living in poverty

Our values: We aspire to be courageous, truthful, compassionate, servant-hearted and Christ-centred

Job Title- Finance and Administrative Assistant

Location-Lusaka, Zambia
Responsible to Country Director

Overall Purpose of the Team:

To contribute towards Tearfund’s corporate vision to: See all people freed from poverty living transformed lives and reaching their God give potential.

1. Main purpose of the job

The Finance and Administrative Assistant is responsible for providing office support to Tearfund Zambia office and its partners by ensuring financial, administrative and logistics functions are executed in a timely and professional manner and that procedures and systems for financial management and control are in compliance with Tearfund policies, systems and donor requirements.

2. Position in the organisation

Reports to the Zambia Country Director

Based in Zambia

Works closely with the Country Director, Cluster level staff and Finance team

3. Tearfund’s Christian culture

We believe that prayer and discernment is fundamental to Tearfund achieving its mission of restoring relationships, ending extreme poverty and transforming lives. As a Tearfund staff member you are encouraged to:-

Engage with Tearfund Prays and the Prayer hub

Be committed to Tearfund’s Mission, Values and Beliefs statement and to be actively working and living in accordance with Tearfund’s Christian beliefs and theory of mission

Maintain your own spiritual development, discover your gifts/callings and grow in discipleship

4. Organisational requirements

All staff are expected to live out Tearfund’s values as they represent Tearfund externally

All post-holders are expected to fulfil their personal objectives set by their line manager, contribute to their team’s overall objectives, take responsibility for reviewing their ongoing personal development and maintain an awareness of Tearfund’s strategy.

All Tearfund staff share responsibility to promote and maintain a strong safeguarding culture, including identifying the key actions they should take given their role and responsibilities.

5. Scope of job

The Finance and Administrative Assistant is expected to provide (70%) support to Zambia Office and (30%) to the Cluster Office. She/he will be responsible for providing day to day general finance, logistics and administrative support to the Country Office and specified areas of support to the Cluster office including:

Maintenance of general office systems including filing, printing, photocopying and maintenance of contact database

Attends to the Reception

Ensures smooth functioning of the office premises and oversees office equipment and inventory tracking;

Organizes the logistics of meetings and events as required, provides support for the preparation of background documents and take notes as required

6. Duties & Key Responsibilities

Financial Duties

Keep financial records and performs financial procedures (e.g. processing of receipts, payments requests, and petty cash).

Facilitate bank transactions and preparation of monthly cash books

Remit ZRA and NAPSA Payments

Assist in the organisation and management of internal and external audits.

Ensure expenses are authorized and processed in accordance with agreed Tearfund procedures

Maintains the accounting reporting process, ensuring accuracy and completeness of ledgers and all supporting documentation and compliance with finance and procurement regulations

Maintain accounting records, ensuring they are complete, accurate, well archived and safeguarded

Ensure agreed reporting dates are maintained according to Tearfund’s policies.

Assist in managing partners’ finance reporting ensuring compliance with Tearfund’s and donor regulations.

Monitor expenditure against budgets; monitors cash flow and predicts news trends

Administrative and logistical Support

First point of contact for office visitors or enquires for the office

Manage the schedule of the Country Director

Provide visitors with timely and accurate information about security, important contacts and all the information required to make their travel arrangements;

Monitoring and maintaining office equipment and inventory supplies; orders replacement supplies as needed

Organize a filing system for important and confidential company documents

Booking of meeting rooms as required

Arrange travel and accommodations for Country staff and visitors

Maintains a calendar of Country level activities.

Ensure compliance with the Tearfund  administrative policies and procedures

In collaboration with HR prepare documents required for international staff and visitor visas, and other related personnel requirements stipulated by the Zambia Government;

Manage logistics and arrangements for workshops, conferences and meetings

Proactively identify administrative needed, recommends and implements improvements to administrative processes;

Oversee the proper upkeep and maintenance of office premises and facilities to ensure the best possible physical environment for staff

Ensure timely verification of stocks and assets, inventories at the office as deemed fit.

Ensure proper upkeep of vehicles, proper maintenance, insurance and usage as per Tearfund policies.

Ensure log books are accurate in order to have complete transparency in its usage.

Participation in the spiritual life of Tearfund:

The post-holder will be required to actively participate in the spiritual life of Tearfund in the following ways:

To be committed to and actively work to share in the outworking of Tearfund’s Mission, Purpose, Values and Beliefs statement.

To facilitate  or contribute in Christian worship, prayer, teaching and biblical reflections remotely, and participate in corporate weekly Staff Prayers if that is possible, during collective staff

To model godly leadership in all aspects of character and conduct.

To pursue and maintain a Christian faith through ongoing personal spiritual development and a relationship with God.

Committed to actively working and living in accordance with Tearfund’s evangelical Christian beliefs

The post-holder will be expected to behave in accordance with Tearfund’s ‘Code of Conduct’ as referred to in the Code of Conduct.

The post-holder will, at all times, carry out their responsibilities with the utmost respect for the safeguarding and protection of children and vulnerable adults in accordance with Tearfund’s safeguarding policy.

Person Specification

QUALIFICATIONS

Qualification in Business Administration, Finance (or equivalent)
2 or more years’ experience with general and financial administrative duties.
Experience in planning and coordinating events.
Proven experience in Humanitarian or Development work.
Experience of and proven ability to develop and manage a range of administrative processes
Experience of working in a fast paced environment

SKILLS/ ABILITIES

Excellent spoken and written English
Ability to work both independently and in collaboration with others, as part of a team
Ability to work well under pressure and
own initiative.

Ability to prioritize and manage varied tasks
Ability to travel occasionally
High level of accuracy and attention to detail
Pro-active approach to problem solving
Ability to maintain confidentiality

Proven ability to manage Microsoft Office programmes
Ability to set up systems and processes
Ability to manage small projects

PERSONAL QUALITIES

Committed Christian with a personal relationship with God
Committed to Tearfund’s Mission, Values and Beliefs
Committed Christian actively engaged in a local church
Ability to lead group times of biblical reflection, worship and prayer
Ability to work in isolation when necessary.

OTHER All roles require a Police check

How to Apply

To apply for this job email your details to zambia-recruit@tearfund.org

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