Financial Administrator and Operations Coordinator at Fresh Life

Responsabilités

Finance & Administration Associate – Lusaka Position Overview: This role encompasses a wide range of financial and administrative duties essential to the smooth operation of our Lusaka office. The successful candidate will be responsible for managing accounts payable and receivable, preparing financial reports, and ensuring compliance with regulatory standards. Additionally, they will oversee general administrative functions, such as coordinating office operations, maintaining records, and providing support to staff. Proficiency in financial software, strong organizational skills, and meticulous attention to detail are required. The ideal candidate possesses excellent communication abilities and the capacity to work independently in a fast-paced environment. About Fresh Life Fresh Life serves as a founding partner of The Synergy Collaborative and is a distinguished social enterprise recognized for its innovative work in urban sanitation across rapidly expanding African cities. With operations strategically based in Nairobi, Kisumu, Elmore, and Lusaka, Zambia, the organization delivers comprehensive, non-Seward sanitation solutions designed to guarantee dignified access to essential services for urban residents residing in informal settlements. We align our operations with Sustainable Development Goal 6 and collaborate with governmental bodies to design and implement safe sanitation and waste management solutions for urban populations. Since its establishment in 2011, Fresh Life has been serving 300,000 urban residents daily across four cities. Each year, we responsibly remove approximately 20,000 metric tons of sanitation waste and prevent the release of 30,000 metric tons of CO2 equivalent into the atmosphere. We have assembled a highly skilled and diverse team of over 400 professionals, all united by a shared mission to ensure sanitation is accessible to every individual. Our groundbreaking initiatives have earned global acclaim, including recognition from the Bill & Melinda Gates Foundation. Fast Company As a globally recognized leader in innovation and social impact, this organization stands at the forefront of driving meaningful change worldwide. About the role We are seeking a dynamic and detail-oriented Finance & Admin Associate To become a valued member of our Zambia team, you will assume a pivotal role in enhancing financial integrity and optimizing operational efficiency throughout our Zambia operations. As a collaborative member of our Kenya Finance team, you will provide assistance in budget preparation and monitoring while ensuring adherence to internal financial policies and donor regulations. This position encompasses responsibilities in cash and asset management, data entry within Odor, procurement and inventory oversight, statutory compliance, and logistical coordination. You will additionally deliver financial analysis to facilitate successful project execution, alongside managing documentation, coordinating IT assistance, and performing other essential operational duties as required. Duties and Responsibilities Authorization and Documentation Verify that all float and petty cash disbursements receive appropriate authorization and are accompanied by complete supporting documentation. Work collaboratively with operational teams to verify that all incurred expenses adhere to established accounting policies and are supported by appropriate documentation. Please generate the invoice by coordinating with the procurement department for prepaid accounts. Payment and Billing Preparation On designated payment days, generate and validate bank upload files to maintain precision. Process and verify vendor bills in the system, ensuring each is accompanied by valid supporting documentation, such as invoices, Ears, or contracts. Daily cash transactions must be accurately recorded and promptly posted, with receipts verified to maintain current accounts receivable (AR) records. Prepare Ears (Electronic Tax Records) in strict compliance with the organization’s established tax policy. Prepare customer invoices in collaboration with the Customer Support and Sales teams. Reconciliation and Review Each week, perform comprehensive audits of employee petty cash accounts, pursue outstanding receipts diligently, and compile supporting documentation to facilitate precise account reconciliation. Reconcile trial balances pertaining to revenue and generate necessary documentation, such as monthly revenue analysis reports and toilet registers. Reconcile discrepancies between Odor system records and Airtel Money sales transactions to ensure accuracy and consistency in financial data. Perform reconciliations and prepare necessary schedules to facilitate and enhance audit processes. Conduct comprehensive evaluations of processes to identify opportunities for enhancement and implement continuous improvement initiatives. Investigate the underlying causes of persistent issues and work alongside colleagues to develop and execute proactive solutions. Regularly evaluate and revise work instructions to ensure alignment with evolving processes or confirmation outcomes. Suggest enhancements to finance forms, templates, and documentation processes in alignment with the monthly AP/AR plan. Tax and Schedule Management Maintain and reconcile tax records within the accounting system and the Zambia Tax Online platform to ensure accuracy and compliance. Ensure timely preparation and filing of all statutory returns, including those required by ERA, NASA, AHIMA, and Workers Compensation, to maintain full compliance. Collaborate effectively with the Sales team to obtain and compile necessary supporting documentation from customers whose payments are overdue, thereby streamlining the collections process. Ensure that the organization consistently complies with all registration obligations mandated by governing bodies and renews necessary certifications in a timely manner. Procurement, Inventory, and Asset Management encompasses the strategic acquisition of goods and services, the meticulous tracking and control of stock levels, and the systematic oversight of company assets to ensure operational efficiency and compliance with organizational policies. Oversee the fixed asset register and conduct periodic stock control updates within the accounting records. Facilitate the procurement process by maintaining accurate documentation and meticulously tracking inventory levels. Qualifications A bachelor’s degree in Accounting, Finance, or a related discipline is required. A minimum of three years of pertinent professional experience, ideally within the NGO or development sector, is required. Experienced in leveraging financial and ERP systems, notably Odor and other comparable accounting software solutions. Proficiency in both Microsoft Office Suite and Google Workspace (G Suite) is essential. Active membership in the Zambia Institute of Chartered Accountants (RICA) is a mandatory requirement. Sharing is caring! Kindly utilize the icons provided below to distribute this content.

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