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Accounting Coordinator CARE Zambia


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CARE Zambia an International Non-Governmental relief and development organization with various projects in Central, Copperbelt, Eastern, Muchinga, Luapula, Lusaka, Northern, North-western, and Southern provinces of Zambia, has the following vacancies available at Head Office in Lusaka;

Job Title: Accounting Coordinator                                 

Reports to: Finance Manager

Type of Contract: Fixed Term

Job Summary

The primary role of the Finance Coordinator is to ensure complete and accurate financial data, records and proper documentation are maintained by the Country Office (CO). S/He coordinates the processing of all financial data in the system in a timely manner to assist management in meeting donor compliance and other statutory requirements. S/He is a key participant in the management of the day-to-day financial operations at the Country Office level by coordinating activities including vendor payments, cash receipts, payroll journal entries, accruals and other adjusting journal entries as well as account reconciliations. S/He supports annual audit preparations including Project specific audits monthly cash flow planning and funds requests preparations including the required banking services

The Finance Coordinator will also be responsible for review of transactions in the general ledger, accounts payable, accounts receivable and cash management. Within the general ledger, he/she will review certain GL journal entries such as payroll and spreadsheet uploads from disconnected sub-offices. Within accounts payable, s/he ensures advances are settled timely and substantiated adequately, and s/he reviews transactions such as spreadsheet uploads. Within accounts receivable, s/he ensures that payments received by the Country Office are deposited and recorded properly.


Area of delivery Scope and expected outcomes
Data Processing and Accounting (30%) 
  • General Ledger: ensure all payroll journals, accruals journals and other adjusting entries are processed timely and posted in the system; spreadsheet journals are prepared and processed correctly
  • Accounts Payable:  Manage the Global AP process working closely with the SSC Global AP team, review performance of the CO and propose ways and means of improving CO’S AP performance .
  • Coordinate and supervise process of recording account payable and receivable transactions to vendors account in People soft and ensure payments are timely executed,
  • Accounts Payable: Review supporting document for all AP entries to ensure validity, correctness and appropriate use of account codes and other required fields prior approval of the recorded transactions by budget holders,
  • Review and confirm payment selection after the pay cycle is run by SSC.
  • Review all payments initiated in the bank online system before they are submitted to approvers
  • Accounts Receivable: ensure all deposits are booked in the system with correct accounting entries
  • Assets Management: ensure assets accounting and depreciation reports are reviewed prior to period closing; assist admin staff with assets reconciliation;
Month End Closure process
  • The Finance Coordinator is responsible for coordinating the monthly financial books closing and ensuring complete, accurate, reliable and timely recording of financial information to facilitate the month end close. S/He plays a major role in the period closing process. Some key activities assigned to this position include:
  • Participate in the management of the period closing process by using the closing checklist or other appropriate tools to ensure all required activities are completed accurately and timely.
  • Prepare monthly amortization schedule for all prepaid expenses and ensure amortization is done before month end close
  • Monitor accruals on monthly basis and ensure accruals are cleared within a reasonable time- within 3 months.
  • Monitor unposted vouchers and journals and follow up with budget holders or approvers to ensure all transactions are processed before closing the period;
  • Perform account quality controls prior to period closing, to include: accounts reconciliations (e.g. payroll recon, sub-office reports review, sub-ledger recon, etc.); review of accounts fluctuation to identify and address any unusual movements; generate and review reports to ensure accounting entries are properly created (e.g. asset depreciation, prepayment amortization,) etc.;
  • Support the Senior Finance Manager in the preparation and submission of cost allocation (SPC and other cost pool allocation as appropriate
  • Prepare all required payroll related accrual schedules including reconciliations and journal entries, for data entry in the financial system.
  • Ensure Staff terminal benefits are accurate and recorded in the system on time before project closure and month end close
Banking and Treasury
  • Assist with Country Office cash needs forecasting, ensure cash requests and settlements are properly recorded in the system;
  • Coordinate banking operations and maintain liaison with Country Office bankers as delegated by the Finance Manager;
  • Initiate negotiation with bank on exchange of dollars when it’s needed,
  • Ensure all Country Office bank statements and bank fees template are submitted to SSC by the 3rd of every month
  • Review bank and cash accounts reconciliations completed by SSC and initiate necessary corrective actions before month end close
  • Resolve all reconciling items on the bank reconciliation with SSC before month end closure.
Staff Management and capacity building
  • Supervise, direct and review the work of the AP analyst and finance assistant, including account reconciliations, payroll, accounts payable transactions, etc.) and ensure appropriate segregation of duties;
  • Provide training to new and existing finance staff as requested
  • Manage direct reports’ performance. Establish annual goals and objectives and monitor and advise on the progress to enhance the professional development of staff.
Audits
  • Participate in audit preparation and provide support to internal and external auditors;
  • Assist the CO management in preparing responses to audit findings, planning and implementing audit recommendations.

Qualification, Experience and Competencies:

  • Bachelor’s Degree in accounting, Finance or Business Management or related field
  • Certified Public Accountant, Chartered Accountant, Certified Management Accountant or other relevant accounting profession certification is desired.
  • Must be a paid up member of ZICA – Zambia Institute of Chartered Accountants
  • Ability to work effectively as part of office team and coordinate with a variety of stakeholders, maintaining harmonious and productive working relationships
  • Excellent and demonstrable writing and communication skills
  • Excellent facilitation skills to conduct training sessions for small, medium and large sized groups
  • Excellent skills in computer applications
  • Team player- willing to work with country office teams to achieve desirable results
  • Customer oriented – internal and external

Contacts/Key Relationships 

This role is expected to establish and maintain open, professional, and cordial relations with the COs internal and external customers. These include and not limited to.

Internal

  • Finance Manager, Awards and Seaward Coordinator, Awards accountants, Program Managers and other CO program staff; Shared Service Center; RMU, program support teams

External

  • Government agencies /, Other organizations (peer organizations)

Suitably qualified and interested members of the public are invited to apply. Application letters accompanied by detailed CVs and daytime contact numbers should be sent to: zamcarejobs@care.org.

Closing Date: 20th June, 2021

CARE is an Equal Opportunity Employer promoting gender, equity, and diversity. Female candidates are strongly encouraged to apply.

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