JOB PROFILE
Position: Finance and Administration Assistant
Department: Finance
Supervisor: Finance and Administration Manager
Duty Station: Lusaka, Zambia
1.0. ABOUT STRONGMINDS ZAMBIA
StrongMinds (www.strongminds.org) Zambia (SMZ) is a fast growing and dynamic social enterprise, and the only organization scaling an intervention to deliver life-changing mental health treatment to vulnerable African women and adolescents suffering from depression. Our cost-efficient, rigorously tested therapeutic model uses Group Interpersonal Psychotherapy (IPT-G)—a WHO-recommended first-line treatment for depression in resource-poor settings. Since 2014, StrongMinds has provided mental health treatment to more than 230,000 clients in Uganda and Zambia, transforming their psychological health, increasing their economic security, and improving the well-being of their family.
StrongMinds has earned an impressive reputation in the global mental health space. In addition to media coverage in the New York Times, Forbes, BBC World Service, and the Stanford Social Innovation Review, we are described by UK organization Founders Pledge as the most cost-effective mental health organization working in the developing world.
Following many successful years in Uganda, StrongMinds has grown significantly from when it established its operations in Zambia in 2019 with a small team of 8 staff and an annual budget of $300,000 delivering IPT-G to just under 2,500 clients, to today where we have a staff of over 55, an annual budget exceeding $1 million and are expected to treat more than 50,000 clients in this calendar year alone.
StrongMinds Zambia expects to treat over 100,000 clients in the next 12 months and recognizes that scale will only be achieved by prioritizing the integration of its proven group interpersonal psychotherapy (IPT-G) model through partnerships – within existing community, government, and NGO structures.
2.0. JOB PURPOSE
Under the leadership of the Finance and Administration Manager, the Finance and Administration Assistant is responsible for providing technical expertise and supporting the finance and administration operations of the Strong Minds Zambia (SMZ) office and ensures timely and accurate financial/procurement payments, reports and practices. Review and entry of transactions into the accounting system, cash management, financial disbursements, ledgers, risk management and ensuring high levels of compliance for both internal policies and statutory requirements.
This new role will be part of an expanding finance and administration unit and is an integral means of ensuring that SMZ is able to continue to scale its operations quickly and more efficiently. Maintaining a razor-focused drive to keep our cost per patient as low as possible to ensure we are providing value for money and building a sustainable, replicable, and attractive model for our partners to adopt.
3.0. RESPONSIBILITIES
Petty Cash Management
Ensure timely and accurate review of petty cash transactions.
Prepare all supporting documentation (requisitions, receipts, invoices, reports) for all SMZ petty cash payments from all locations.
Post all paid petty cash and credit card transactions in QuickBooks to enable timely reconciliations and reporting.
Accounts Receivable Management
Prepare and disseminate staff advance statements and other accounts receivable statements through performing monthly reconciliations.
Perform all month-end closure routines for accounts receivables.
Prepare and post receipts, expenses, and other transactions in the system.
Accounts Payables Management
Prepare and disseminate accounts payable reconciliation statements.
Regular review of the accounts payables aging report for accuracy. Troubleshoot and resolve any discrepancies or accounts over 30 days.
Perform all month end closure routines for accounts payables.
Financial Systems and Financial Reporting
Ensure that the QuickBooks Accounting System is accurately and timely updated with all SMZ related financial transactions.
Prepare monthly reconciliations of accounts payables, accounts receivable, bank accounts, petty cash accounts, credit card, cash accounts and other balance sheet accounts to identify differences and discrepancies in the accounts and prepare adjusting journals to make the relevant corrections.
Document and journalize salaries, wages, bonuses, statutory deductions and workers compensation of all employees at month end which includes functional and restricted grant allocations.
Assist with the preparation of monthly financial reports including budget vs actual for each SMZ department and intercompany reconciliations with other SM offices.
Audit and Evaluations
Support the annual audit process, both internal and external, by providing information and clarifications as needed by the auditors in a timely manner.
Assist in adoption and implementation of any audit recommendations.
Provide progress reports on the status of implementation action items to the Finance and Administration Manager on time.
Budgeting and Forecasting
Lend technical support and guidance during the preparation of the annual organization budget. Support program teams in the monitoring and tracking of their budget expenditures by participating in budget review meetings.
Participate in the preparation of donor proposal budgets.
Compliance and Accountability
Support the Finance and Administration Manager in allocating other organization’s expenses as per donor budgets.
Ensure that all grant closeout processes are done on time and in relation to the grant agreements.
Work hand in hand with the program and administration teams to ensure correct coding of timesheets.
Capacity Building
Support the Finance and Administration Manager in building financial management skills for all SMZ staff.
Identify gaps and collaborate with Field teams to facilitate & coordinate training and capacity building for the staff.
4.0. DESIRED QUALIFICATIONS AND SKILLS
Qualifications
- Grade 12 Certificate with 5 ‘O levels including Mathematics and English.
- Diploma/Bachelor’s degree in Finance/Accounting or related field.
- A minimum of 2 years of working experience in a similar role in an International NGO setup.
- Membership affiliation with ZICA.
Skills
- Excellent Finance and administrative skills.
- Conversant with QuickBooks Accounting System will be an added advantage.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
- Good analytical skills and ability to present and report findings verbally and in writing.
- Comfortable in a fast-paced, high-growth environment.
- Fluent spoken Nyanja, Bemba and English.
- Ability to establish and maintain conducive work relations and perform effectively as a member of a team.
- Proven ability to work with a team under minimal supervision and being able to prioritize work and meet tight deadlines.
- Confidentiality and interpersonal skills.
- Excellent planning, budgeting, reporting and presentation skills.
- Communication, networking, and people management skills.
The successful Finance and Administration Assistant will also be expected to embrace and role model the core values of Strongminds:
- We are people focused.
- We think big and act fast.
- We are data driven.
- We do what we say and say what we do.
- We believe in collaboration, not competition.
StrongMinds Zambia is an equal opportunity employer. Candidates are therefore encouraged to apply at the earliest opportunity; however, only shortlisted candidates will be contacted.
StrongMinds is committed to prioritizing the safety and well-being of children and young people, therefore all successful applicants will be required to sign onto our safeguarding/Child Protection Policy, Code of Conduct and complete a Police Check Clearance.
