Summary
Date Posted: Wednesday, January 19, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Republic of Zambia
Ministry of Commerce, Trade and Industry Lobito Corridor Trade Facilitation Project
The Ministry of Commerce, Trade and Industry is inviting suitable applicants to fill a vacancy in the Lobito Corridor Trade Facilitation Project. The Lobito Corridor Trade Facilitation Project (LCTFP) is a technical assistance and capacity building Project under the Ministry of Commerce, Trade and Industry. The LCTFP is financed by a grant from the African Development Bank to support development and implementation of trade facilitation measures and the development of value chains and economic clusters along the Corridor. The objective is to contribute to the expansion of domestic and cross-border trade and inclusiveness along the Corridor. The following are the main focus areas for the Project:
Capacity Building for Trade Facilitation and Corridor Development; and
Technical Assistance for Value Chains and Economic Clusters Development
The Ministry, therefore is inviting suitable applicants to fill the following position:
Administration and Accounting Specialist

Background
The Lobito Corridor Trade Facilitation Project is a technical assistance and capacity building Project under the Ministry of Commerce, Trade and Industry and financed by a grant from the African Development Bank to support development and implementation of trade facilitation measures and the development of value chains and economic clusters along the Corridor The objective is to contribute to the expansion of domestic and cross-border trade and inclusiveness along the Corridor. The following are the main focus areas for the Project:
Capacity Building for Trade Facilitation and Corridor Development and
Technical Assistance for Value Chains and Economic Clusters Development

Job Purpose
To maintain financial and administrative records and execute financial transaction under the supervision of the Project Manager. He/She is responsible for maintaining, reviewing, reconciling and balancing financial records for the Project
He/she shall also provide administrative support to ensure that project activities are maintained in an effective, up to date and accurate manner

Key Result Areas
• Management and maintenance of Project Funds and financial record
• Administrative and record management, including project reports communications, procurement documents.
• Provide assistance to Project Team with administrative activities such as meetings

Specific Duties and Responsibilities
The Project Administration Assistant will be responsible for the management of all the financial functions of the Lobito Corridor PIU and ensuring that Financial Reports are timely and accurately prepared. He will report to the PLU Coordinator
Administration Functions
Specific Project Administration functions will include:
• Ensures that staff contracts are up to date and maintain as accurate record of leave days for PIU staff
• To accurately maintain the project Asset Register
• Ensure that financial project documents are properly filed and secured
• Manage use of project motor vehicles
• To perform any other duties that may be assigned from time to time by the Project Manager
Finance Functions
Specific finance functions include but not limited to:
• Maintain the PIU's Cash Books and ensure that all the Payment Vouchers are posted and filed
• Collaborate with the Project Coordinator in preparing budgets and activity plans
• Establish a central financial management filing system:
• Draft timely accounts and financial reports in dual currencies
• Prepare payment vouchers. Local Purchase Orders and cheques for all approved payment requests:
• Prepare and maintain monthly Bank Reconciliation Statements:
• Prepare monthly, quarterly and annual financial reports
• Maintain and monitor expenditure of the PIU's petty cash and ensure records files are up to date:
• Ensuring that the prime books of Lobito Corridor Project accounts are accurately posted and maintained;
• Check all payment vouchers for accuracy and support documentation
• Prepare performance reports for budgetary control purposes,
• Ensure prompt payment of suppliers
• To monitor the budgetary application of funds by the PIU to ensure adherence to a work plans and approved budgets
• Facilitate procurement of goods and services and ensure that all procurements are compliant with procedures
• Maintain project asset register by ensuring that all assets are recorded and labelled:
• Prepare documents required for facilitating Project operations, including request for expression of interest, procurement notices, bidding documents, tender evaluation reports, contract and other related documents
• Ensure timely response to financial management questions and the preparation of documentation to facilitate audit and expenditure verification missions
• Maintain and facilitate insurance for all Project assets
• Follow up on audit queries/Management letters and contribute to the implementation of Audit recommendations
• Perform any other duties that may be assigned from time to time by the Project Coordinator
• Participate in preparing annual and quarterly work plans and request for funding in accordance with the applicable format
• Ensures documentation relating to payments are duly approved by the Project focal point
• Report any financial risks to the project coordinator
• Ensure internal financial controls in order to uphold financial management and to satisfy audit requirements

Qualification, Experience and Essential Competencies
• University degree or professional qualification in Accounting and Finance
• At least 5 years work experience in accounting, including 3 years at a project finance level.
• Excellent written and verbal communication skills in English
• Knowledge in administrative and accounting procedures of Government.
• Knowledge of African Development Bank procedures will be an added advantage.
• Knowledge of national and/or African Development Bank financial regulations and procedures
• Excellent team player and interpersonal skills and capacity to work with stakeholders
• Excellent accounting skills and conversant with international accounting standards
• Proven integrity and confidentiality in handling public resources
• Self-motivated individuals with the ability to work with minimum supervision
• Good computer skills in word processing. Spread sheets and accounting software
• Member of the professional accounting body

Reporting: The Administration and Accounting Specialist shall report to the Project Manager
Duty Station: The duty station is Lusaka with frequent travel to border sites identified under this project. The Project Implementation Unit for the Lobito Corridor Trade Facilitation Project is stationed in Lusaka but the Project involves frequent travels to identified Project site

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure
Interested, qualified and experienced candidates should submit their CVs complete with copies of certified academic qualifications to the address below on or before 28th January, 2022. Submission must be in hard copies only. No electronic submission will be accepted. Only shortlisted candidates will be contacted
Directorate of Human Resource and Administration,
For/Permanent Secretary,
Ministry of Commerce, Trade and Industry,
8th Floor, New Government Building Complex,
P. O. Box 31968, Lusaka.

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