Job Description

Posted on January 10, 2022

Overall Job PurposeWe are looking for an experienced Group Finance & Admin Manager who will responsible forthe overall financial management, including budgeting and monitoring of project expenditures;financial reporting and auditing; forecasting expenditures, and maintaining and supervisingproject accounts, books of accounts, banking and financial operations and all administrativework. The Finance and Administration Manager will play a critical role in partnering with thesenior leadership team in strategic decision making and operations. The Finance andAdministration Manager shall be responsible for overseeing the administrative and financialfunctions towards driving best practices within the organization to maximize efficiency andgrowth. The Finance & Administration Manager is expected to drive best practices in finance,administration and human resources management within the organization to maximize efficiencyand growth. As Finance and Administration Manager you will work closely with and report tothe Managing Director.Summary of Key Responsibilities & Functions:1. Financial Management:Under the direct supervision of the Managing Director the incumbent shall carry out theduties given below to achieve the mission:Supervise and maintain financial and administrative records and monitoring systems torecord and reconcile expenditures, balances, payments, statements and other data for dayto-day transactions and reportsEnsure efficient financial monitoring and reporting;Prepare the annual budget in consultation with the Managing Director;Manage financial and administrative teams to achieve company financial goals.Develop the overall corporate financial goals and objectives.Oversee preparation of financial records related to general to general ledger, payroll, budget, expense etc.Assist in account receivable and payable activities.Maintain accurate bank records of cash withdraws and deposits. Follow standard accounting process for financial analysis and reporting activities.Evaluate existing accounting system and recommend improvements if required.Assist in developing and managing budgeting system.Perform account reconciliations and generate financial reports.Identify and resolve invoicing issues, accounting discrepancies and other financialrelated problems.Manage all client accounts for payment settlements.Initiate orientation and training programs for employees.Track and monitor resource needs and other material needs for carrying out financialand administration tasks.Monitor and manage expenses within allotted budgets. Interview, hire and train newemployees in financial and administration activities.Design and implement internal controls to safeguard the company’s assets and maintainaccurate accounting records and Maintenance of the internal expenditures control systemProper control of the supporting documents for payments and financial reports.Analyze and present financial reports in an accurate and timely manner; clearlycommunicate monthly and annual financial statements.Coordinate and lead the annual audit process, liaise with external auditors.Manage organizational cash flow and forecasting.Update and implement all necessary business policies and accounting practices; improvethe finance department’s overall policy and procedure manual;Monitor the performance of the financial assets;Ensure all tax reporting and other statutory obligations such Napsa, Nhima and Paye aretimely fulfilled.Assist in resource identification, work assignment, performance evaluation, andpromotion decision activities.2. Administrative Management:Develop, improve and document administrative procedures;Prepare the bi-annual Board Meeting, convene and take minutes;Handle contacts and office contracts;Track progress of legal disputes and registrations;Prepare and proofread internal documents.Work closely and transparently with all external partners including third-party vendorsand consultants.Oversee administrative functions as well as facilities to ensure efficient and consistentoperations as the organization scales.Responsible for all matters related to the operations and administration of theorganization.Ensure registration requirements are kept current at all times and files statutory returnsand renewals.Manage all company infrastructure and oversee its procurement process3. Human Resources Management:Support the Managing Director in relation to recruitment processes and human resourcesmatters;Develop and manage human resources procedures in line with the legalframework/labour law requirements and the Collective Agreement as stipulated in theM’simbi Group Limited’s Human Resource Policy Manual;Ensure an efficient time and travel claim reporting;Supervise and attest payroll processing.Prepare and implement performance management contracts and ensure regular performancereviewsProvide ongoing coaching and development of staffCoach staff on product offerings and sales best practice4. Corporate Competencies and Stakeholder Engagement:Build and maintain strong relationships with Heads of Department to ensure that thecorrect long-term view is obtained for the growth and success of the BusinessProactively develop relationships with key external stakeholders, vendors and potentialpartners to ensure appropriate co-operation is requiredRegularly communicate the company’s vision and distribution direction to allstakeholders, including the teamDemonstrates integrity by modeling the M’simbi Group Ltd’s values and ethicalstandards peace, understanding between peoples and nations, tolerance, integrity, respect,results orientation impartialityPromotes the vision, mission, and strategic goals of M’simbi Group LtdDisplays cultural, gender, religion, race, nationality and age sensitivity and adaptabilityFunctional Competencies:Development and Operational Effectiveness:Strong analytical skillsStrong customer-service skills with demonstrated ability to effectively interact withtechnical and non-technical end users in a pleasant, cooperative, and helpful manner.Demonstrated ability to solve problems and work independently.Ability to read, analyze, interpret and apply general technical instructions and proceduresLeadership and Self-Management:Focuses on result for the client and responds positively to feedbackConsistently approaches work with energy and a positive, constructive attitudeRemains calm, in control and good humored even under pressureKnowledge Management and Learning:Shares knowledge and experienceSeeks and applies knowledge, information, and best practices from within and outsideM’simbi Group LimitedActively works towards continuing personal learning and development in one or morepractice areas, acts on learning plan and applies newly acquired skillsExperience & Qualifications required to perform in this job:Grade Twelve (12) CertificateKnowledge of Accounting Software Packages (Pastel Sage Evolution)Experienced in working with Microsoft Excel, Word and PowerPointKnowledge of International Financial Reporting Standards (IFRS).Degree in Accountancy, or related field and Full professional accountancy qualification(e.g. CA Zambia, CIMA, ACCA.)Master’s in Business Administration, Finance, Accounting or Project Management from arecognized university an added advantage.Membership of a Regulatory Body a must.Must have at least 5 years of Accounting/Finance and Administrative experienceMust have a valid driver’s license and a valid passport.Ability to handle sensitive and confidential informationMethod of ApplicationPlease email your letter, CV, and copies of supporting Academic and Professional Qualifications to these email links below and indicate Group Finance & Admin Manager in the subject line.