Blessed To Bless AssociationÂ
ORS/102/21/192Â
Email: blessedtoblessinc@gmail.com
Web: www.zambiaschild.ngo
Address:Â PO Box 11129, Chingola, Zambia
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POSITION DESCRIPTION –  FINANCE AND ADMINISTRATION MANAGER – FEBRUARY 2024
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SCOPE
- Blessed to Bless in Zambia is a charity funded by overseas sponsors and donors.
- Students supported comprise more than 350 in primary and secondary schooling.
- There are currently approximately 50 teaching and support staff.
- The role reports directly to the Australian Committee.
- The role falls under the leadership of ICS Principal Mr Amos Simfukwe.
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CANDIDATE CAPABILITIES AND ATTRIBUTES
- Qualified accountant (University Degree or Diploma preferred) with minimum 5 years post-qualification experience and registered with relevant authority (ie ZICA in Zambia, CA ANZ in Australia)
- Outgoing and confident
- Fluent in English
- Computer literate with significant experience using Excel
- Self-starter and able to work unsupervised
- Experience with online accounting systems
- Experience working in a school would be beneficial
- Honesty, integrity and transparency are key attributes of the role
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KEY RESPONSIBILITIES
- Accounting
- Appropriate end-of-year accrual and reversal journals
- Maintain chart of accounts to reflect changing requirements of the organisation
- Checking requisitions to ensure that budgets are adhered to
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- Internal controls
- Ensure internal controls are being maintained by accountant
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- Payroll
- Check monthly payroll and sign off on it before payroll is processed
- Ensure leave records are being accurately maintained by accountant
- Establish online Payroll System
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- Financial reporting
- Prepare annual accounts for Blessed to Bless Association
- Facilitate the audit of the annual accounts through timely and complete provision of accounting records and related documents
- Arrange cost recoveries as required eg Boarding House Opex and Capex expenditures
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- Management reporting
- Monthly and Year-to-Date analysis of expenses for each cost centre
- Variance analysis against prior year and current year budget
- Timely projections of cash drawdown requirements from Australia
- Investigate unusual and exceptional items
- Writing monthly reports for the Australian Committee highlighting any changes or concerns in the areas of Finance or Non-Teaching Staff
- Monthly meetings with Australian Finance Sub-Committee
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- Budgeting
- Work with accountant to provide a detailed annual budget for each cost centre operating costs
- Compile table of key financial assumptions including projections for cost inflation
- Projections for student and staff headcount and their related expenses
- Projections for tertiary student courses
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- Tax reporting
- Do regular checks to ensure relevant tax reporting is being carried out by the accountant as required
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- Asset management
- Maintain Fixed Asset Register with additions and divestments
- Update annual depreciation expense model
- Post end-of-year depreciation journals
- Oversee regular stocktake of property, plant and equipment (including uniforms)
- Investigate missing items; identify write-offs where required
- Review property, plant and equipment for maintenance or repairs when required
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- Administration
- Support the Principal as required in other senior financial and administrative duties
- Document standard work procedures for all accounting activities and revisit existing Procedure Manuals where appropriate. Ensure adherence to documented Procedures including recipients of cash payments and advances.
- Ensure staff registrations are renewed: Teaching Council of Zambia (TCZ); Zambia Institute of Human Resource Management (ZIHRM); Zambia Institute of Chartered Accountants (ZICA).
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- Management
- Responsible for overseeing the role of Accountant and ensuring that all tasks required of the Accountant are completed to an exemplary standard.
- Responsible for overseeing non-teaching staff including administration, agriculture, maintenance, security, boarding nursing and cooking staff.
- Ensur that non-teaching staff (as mentioned above) are carrying out their duties as per their role descriptions.
- Hold regular departmental meetings with non-teaching staff.
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- Capital projects reporting
- Projections for plant and equipment capital purchases including breakdown for new and replacement items
- Support Australian management in preparing financials for building and expansion projects
- Sourcing and assessing quotes for projects
- Conduct due diligence on contractors
- Liaising with legal firms in drafting construction contracts
- Assist staff in preparation of Capex justifications
- Manage Building Development Contracts and arrange costs recoveries where required
- Establish Major Maintenance Schedule
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- Procedures
- Migrate responsibility for QuickBooks reporting from Australian office to Zambian office (this will depend upon reliability of internet access)
- Implement rollover of current spreadsheet accounting system to an appropriate web-based accounting software which is accessible both in Zambia and in Australia, including set up of Chart of Accounts and all accounts – Customers and Accounts Receivable/Accounts Payable
- Train staff on best practice procedures
- Establish a set of performance standards for support staff to achieve
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- Risk management
- Compile and maintain a Risk Register together with a risk mitigation strategy (Australian management to assist)
- Conduct regular site safety review
- Ensure effective insurances are executed and kept up to date (including staff medical and funeral insurances).