Summary
Date Posted: Monday, November 22, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
About On Call Africa
On Call Africa was set up by a group of doctors and international development experts, all with a shared desire to improve access to healthcare and health outcomes within rural communities. In particular, looking to support communities with traditionally poor access to medical professionals and amenities – Zambia was selected due its low ratio of doctors to people. Following a consultation with the Ministry of Health, the Southern Province was selected as the starting point.

We work in partnership with the Ministry of Health, Rural Health Facilities, volunteer Doctors from the UK, and delivery partners to support the development of strong and effective rural health systems in Southern Province, Zambia. We also work with Rural Health Facilities that have been identified by the Ministry of Health as being in need of capacity building and support. With these Rural Health Facilities we map their catchment area, carry out in depth assessments of health facility needs, and the needs of their communities, and use these to work with the health facility staff to develop detailed quality improvement and implementation plans to improve access to and quality of healthcare. Once in place we work with the Ministry of Health, and our partners to deliver identified programmes of work.

We are currently experiencing rapid growth as an organisation, and working in partnership with large reputable partners to develop programmes, and submit funding proposals to deliver this work. This diverse role will work across all funding streams, and support the organisation to effectively manage and funds and report on their use.

Main Duties & Responsibilities
Finance 80%
• Support the finance manager to manage financial control, prepare, and analyse budgets, develop financial reports, and make recommendations to the project team on budget expenditures.
• Support the programme team to monitor the expenditures to ensure that program funds are utilized appropriately by the close of the fiscal year.
• Support the finance manager to oversee the financial audits of the projects.
• Ensure accurate coding by staff in Zambia of all invoices ready for posting to SAGE.
• Ensure supporting documentation has been provided for all purchases and is clearly authorized
• Scan and upload copies of all supporting documentation, giving references that can ensure the records are easily found
• Take responsibility for the monitoring of all cash transactions including weekly reconciliations and ensuring sufficient cash is held for day to day transactions.
• Take responsibility for the asset register, ensuring the safe keeping of all assets. Maintaining a daily log for all assets given out for short term use and ensuring their return.
• Checking purchase orders against stock levels.
• Support the Finance Manager with the month end process with timely, accurate information.
• Visit the bank, statutory bodies or suppliers when necessary to make payments which require a physical presence.
• Maintain the Zambia staff records for annual leave, unpaid leave, parental leave and sickness
• Ensure all Financial & HR records are kept securely.
• Support the procurement process, placing orders, checking deliveries and requesting quotes.
• Ensure digital copies of all relevant documentation is scanned and uploaded to the shared drive/cloud
• Maintain service logs for all vehicles, ensuring required service dates are booked and keep a regular record of mileage.
• Take any necessary reading for the utilities
• Support the meeting of all requirements that should be met for the Sesheke office in terms of health and safety, security, permits and pest control.
Administration 20%
• Ensuring office supplies are maintained, including checking inventory and working with vendors to always ensure adequate levels of necessary supplies
• Ensuring the confidentiality and security of files and filing systems
• Preparing delivery schedules.
• Coordinating maintenance and repairs of office equipment.
• Coordinating transportation of staff for field work and travels outside project area
• Maintaining vehicle compliance with regulations like OCA Transportation requirements and passenger safety laws
• Managing project vehicle/s, and coordinating maintenance
• Overseeing and ensuring efficient and effective running of the office administrative system.
• Complying with head office requests in a timely manner.
• Maintain, monitor and order all office and stationery supplies within agreed budgets
• Book staff travel, and other related activities where required
• Undertake any other duties that may reasonably be requested by management
• Whenever possible, taking notes during meetings.
• Oversee and manage information management systems.
• Maintaining office calendar and scheduling external meetings.
• Manage Sesheke driver
Further
• Respect the confidentiality of any OCA data

Person Specification: Essential Skills/ Competencies
Essential
• Minimum Degree in finance related subjects, preferably ZICA technician accreditation
• 2-3 years proven experience in office and finance administration
• BA Accounts, Full NATECH, Part 2 of CIMA OR ACCA
• Two (2) years or more of practical experience.
• Must have hands on experience in operating Sage Accounting Package.
• Must have knowledge of Microsoft Office Package.
• Must have Excellent record keeping ability.
• Must have excellent verbal and written communication skills
• Highly numerate individual with good attention to detail
• Ability to work independently but also a strong member of a team
• Proficient with Microsoft Office – WORD, Excel etc
• Good written and verbal communication skills
• Excellent organizational skills and the ability to prioritize work
• Ability to problem solve, work positively with others to deliver results
• Excellent interpersonal skills and ability to relate to people including volunteers at all levels internally and externally
• Good written and verbal communication skills
• Ability to plan, balance and cope with competing priorities
• Excellent administrative and logistical skills gained through previous employment
• A creative and proactive approach to all areas of work in line with OCA’s values
• Commitment and agreement to OCA’s values
Desirable
• Experience of accounting software
• Experience of working in finance

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
Please email your CV and cover letter to recruitment@oncallafrica.org by 17:00 on 3rd December 2021.

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