Summary
Date Posted: Monday, October 21, 2019 , Base Salary: Not Disclosed

JOB DETAILS:
  JOB PROFILE
Background on Tearfund
Who we are: We are a Christian organisation partnering with the local church wherever possible to see change in the lives of those in greatest economic need. We believe poverty is caused by broken relationships with God, others, the environment and ourselves, and working to see those relationships restored is key to how we work. We want to see change that is economic, material, environmental and spiritual. See: Tearfund’s Theory of Mission
Our vision: To see people freed from poverty, living transformed lives and reaching their God-given potential
Our mission: We follow Jesus where the need is greatest, responding to crisis and partnering with local churches to bring restoration to those living in poverty
Our values: We aspire to be courageous, truthful, compassionate, servant-hearted and Christ-centred
Job Title- Finance and Administrative Assistant
Location-Lusaka, Zambia
Responsible to Country Director
Overall Purpose of the Team:
To contribute towards Tearfund’s corporate vision to: See all people freed from poverty living transformed lives and reaching their God give potential.
1. Main purpose of the job
The Finance and Administrative Assistant is responsible for providing office support to Tearfund Zambia office and its partners by ensuring financial, administrative and logistics functions are executed in a timely and professional manner and that procedures and systems for financial management and control are in compliance with Tearfund policies, systems and donor requirements.
2. Position in the organisation
Reports to the Zambia Country Director
Based in Zambia
Works closely with the Country Director, Cluster level staff and Finance team
3. Tearfund’s Christian culture
We believe that prayer and discernment is fundamental to Tearfund achieving its mission of restoring relationships, ending extreme poverty and transforming lives. As a Tearfund staff member you are encouraged to:-
Engage with Tearfund Prays and the Prayer hub
Be committed to Tearfund’s Mission, Values and Beliefs statement and to be actively working and living in accordance with Tearfund’s Christian beliefs and theory of mission
Maintain your own spiritual development, discover your gifts/callings and grow in discipleship
4. Organisational requirements
All staff are expected to live out Tearfund’s values as they represent Tearfund externally
All post-holders are expected to fulfil their personal objectives set by their line manager, contribute to their team’s overall objectives, take responsibility for reviewing their ongoing personal development and maintain an awareness of Tearfund’s strategy.
All Tearfund staff share responsibility to promote and maintain a strong safeguarding culture, including identifying the key actions they should take given their role and responsibilities.
5. Scope of job
The Finance and Administrative Assistant is expected to provide (70%) support to Zambia Office and (30%) to the Cluster Office. She/he will be responsible for providing day to day general finance, logistics and administrative support to the Country Office and specified areas of support to the Cluster office including:
Maintenance of general office systems including filing, printing, photocopying and maintenance of contact database
Attends to the Reception
Ensures smooth functioning of the office premises and oversees office equipment and inventory tracking;
Organizes the logistics of meetings and events as required, provides support for the preparation of background documents and take notes as required.

  Job Responsibilities:
• Keep financial records and performs financial procedures (e.g. processing of receipts, payments requests, and petty cash).
• Facilitate bank transactions and preparation of monthly cash books
• Remit ZRA and NAPSA Payments
• Assist in the organisation and management of internal and external audits.
• Ensure expenses are authorized and processed in accordance with agreed Tearfund procedures
• Maintains the accounting reporting process, ensuring accuracy and completeness of ledgers and all supporting documentation and compliance with finance and procurement regulations
• Maintain accounting records, ensuring they are complete, accurate, well archived and safeguarded
• Ensure agreed reporting dates are maintained according to Tearfund’s policies.
• Assist in managing partners’ finance reporting ensuring compliance with Tearfund’s and donor regulations.
• Monitor expenditure against budgets; monitors cash flow and predicts news trends
• Administrative and logistical Support
• First point of contact for office visitors or enquires for the office
• Manage the schedule of the Country Director
• Provide visitors with timely and accurate information about security, important contacts and all the information required to make their travel arrangements;
• Ensure that all procurement and payment approvals are obtained in line with Tearfund policies and procedures
• Monitoring and maintaining office equipment and inventory supplies; orders replacement supplies as needed
• Organize a filing system for important and confidential company documents
• Booking of meeting rooms as required
• Arrange travel and accommodations for Country staff and visitors
• Maintains a calendar of Country level activities.
• Ensure compliance with the Tearfund administrative policies and procedures
• In collaboration with HR prepare documents required for international staff and visitor visas, and other related personnel requirements stipulated by the Zambia Government;
• Manage logistics and arrangements for workshops, conferences and meetings
• Proactively identify administrative needed, recommends and implements improvements to administrative processes;
• Oversee the proper upkeep and maintenance of office premises and facilities to ensure the best possible physical environment for staff
• Ensure timely verification of stocks and assets, inventories at the office as deemed fit.
• Ensure proper upkeep of vehicles, proper maintenance, insurance and usage as per Tearfund policies.
• Ensure log books are accurate in order to have complete transparency in its usage.
• Participation in the spiritual life of Tearfund:
• The post-holder will be required to actively participate in the spiritual life of Tearfund in the following ways:
• To be committed to and actively work to share in the outworking of Tearfund’s Mission, Purpose, Values and Beliefs statement.
• To facilitate or contribute in Christian worship, prayer, teaching and biblical reflections remotely, and participate in corporate weekly Staff Prayers if that is possible, during collective staff
• To model godly leadership in all aspects of character and conduct.
• To pursue and maintain a Christian faith through ongoing personal spiritual development and a relationship with God.
• Committed to actively working and living in accordance with Tearfund’s evangelical Christian beliefs
• The post-holder will be expected to behave in accordance with Tearfund’s ‘Code of Conduct’ as referred to in the Code of Conduct.
• The post-holder will, at all times, carry out their responsibilities with the utmost respect for the safeguarding and protection of children and vulnerable adults in accordance with Tearfund’s safeguarding policy.
• Person Specification

Job Skills: Not Specified

Job Qualifications:
• Qualification in Business Administration, Finance (or equivalent)
• 2 or more years’ experience with general and financial administrative duties.
• Experience in planning and coordinating events.
• Proven experience in Humanitarian or Development work.
• Experience of and proven ability to develop and manage a range of administrative processes
• Experience of working in a fast paced environmentt

  Job Education Requirements:
• Qualification in Business Administration, Finance (or equivalent)

Job Experience Requirements:
• 2 or more years’ experience with general and financial administrative duties.

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Job application procedure
To apply for this job email your details to zambia-recruit@tearfund.org 

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