Location: Bulawayo, Zimbabwe
Starting Date: As soon as possible
Line Manager: Finance and Human Resources Manager
The Operations and Administration Officer work with the Finance and Human Resources Manager on issues of finance & accounting of all programmes managed by the Cultural Information Trust. In addition,
~She/he is responsible for assisting the program staff with the logistics of all programme activites
~Responsible for keeping proper supporting documentation for all transactions and implementing the Trust’s policies and procedures.
~ Closely with the programme staff to ensure the programmes are compliant at all levels of Funders’ rules and regulations.
Key Areas of Responsibility
Accounting: Supporting the Finance and Human Resources Manager in preparing and submitting to the Project Director a monthly expenditure report; Assisting the Finance and Human Resources Manager in monitoring business advances to project staff; Ensuring payment vouchers are all signed by the Project Director, and that no supporting documentation is missing; Assisting the Finance and Human Resources Manager in the maintenance of Finance and Accounting files; Maintaining records of Annual Leave
Finance: Assisting the Finance and Human Resources Manager in preparing all payments, verification and validation of all documents submitted for payment. Writing cheques and payment vouchers and attaching relevant supporting documentation for review and approval by the Project Director; Assisting the Finance and Human Resources Manager in securing the cash needs of the projects, preparing and submitting to the Project Director and HQ wire transfer requests (WTRs) for approval; Assisting the Finance and Human Resources Manager in arranging for the delivery of funds as required to programme locations; Reconciling the petty cash account as required for replenishment; Preparing cash counts on a weekly basis and submitting to the Project Director; Ensuring that the ZIMRA VAT and PAYE remittances requirements are met.
Operations and Administration: Responsible for all office operation requirements such as assets, inventory and other office consumables; Preparing Procurement Approval Requests and submitting them to the Project Director and HQ for approval; Preparing payroll, maintaining HR filing, staff contracts etc as per the legal requirements, meeting tax requirements.
Subgrants: Monitoring subgrantees by reviewing vouchers and transactions and advising on best accounting practices and compliance; Providing necessary training to the subgrantees; Monitoring the subawards spending against budgets; Conducting office visits and checks to sub grantees to monitor and verify records where applicable.
Program Support: Support the programs staff and partners with logistics for training and other program activities; Ensuring that participants coming for program activities have been accommodated, reimbursed on funds according to policies and procedures
Any other duties as assigned by the Finance and Human Resources Manager and the Project Director
Skills, Knowledge and Competencies
Excellent organizational skills, demonstrated ability to follow tasks through to completion, over time; Self-starter, ability to work independently; Multi-tasker, capable of working on multiple projects at one time, often under pressure; Ability to keep accurate records and statistics; Attention to detail and a conscientious attitude; Awareness of administrative and financial regulations and how to apply them to daily workflows
Education and Qualifications
-Accounting Degree/Higher National Diploma; Professional qualification and added advantage;
-Excel experience (essential) AND QuickBooks experience (preferred);
-At least 5 years of operational/financial experience, preferably in a nonprofit environment, including working knowledge and experience with government funding sources and contracts
Interested candidates need to send their CVs and cover letter to [email protected] not later than 19th of November 2019. Only shortlisted candidates will be contacted for interview, applications sent beyond this date will not be considered.