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

JOB DETAILS:
Assistant Accountant – PEAS Kafula Musungu Secondary School
PEAS (www.peas.org.uk) is a fast-growing not for profit with a mission to “expand access to sustainably delivered quality secondary education across Africa”.
PEAS uses funding to build schools in areas where, each year, hundreds of children complete primary school but have no secondary school available to them.
We want all students in our schools to be safe, happy and learning. We empower our school leaders and teachers to deliver great outcomes for students by providing them with ongoing support and mentorship.

Role Overview
We are looking to recruit a school accountant for one of our schools is Chinsali.
The Role of the School accountant is very diverse as the person managing this position is required to manage and account for school finances, thus the position requires the school accountant to be flexible, solution focused and be able to apply energy and enthusiasm to all aspects of the role. The candidate will need to be a team player capable of and willing to support colleagues where needs arise.
Reports to;
• Directly Reports to the Head teacher -School Level
• Reports to the Finance and Operations Assistant at PEAS ZM Central office.

Purpose and Responsibilities of the Role
Financial Related Duties
Income Management
• Issues Invoices to all the students in QuickBooks on a termly basis, to ensure that income is properly accounted for.
• Ensure that receipts are issued timely to students as and when money is received from them and the corresponding entries are made in QuickBooks.
• Recognise a prepayment for all income received in advance to ensure proper accountability.
• Maintain an up-to-date student ledger for all the students and ensure that the ledger corresponds to the class registers.
• Work with School leadership team to achieve a target of 85% and above on school fees collection
• Ensure that All income collected at the school is properly accounted for by making sure that it is properly receipted and banked, this includes but not limited to:
1. Income collected from school fees (Both Day and Boarding) ·
2. Income from IGAs ·
3. Sale of uniforms ·
4. Other income that is made available to the school through any other means i.e., Contributions etc
Expenditure management ·
The school accountant is responsible for budget monitoring at school level therefore should ensure that expenditure is in line with the budget ·
• Ensure that a proper channel is followed before any payment is issued. The process being:
1. A requisition raised for all payments by the responsible dept.
2. A requisition is checked and authorized by the head teacher
• Ensure that all payments are supported with the necessary documentation
• Maintain a proper stock management system to ensure efficient utilization of resources.
• Reconciliation of stock to before any requisition is authorized
• All Payments should be posted into QuickBooks as soon as possible (all payment should be properly coded with cheque numbers and stamped paid & Posted) ·
• All Payments made should be retired within a week of payment being issues
Petty cash Management
• Handle petty cash for the organisation ·
• Properly check the relevance of all petty cash requisition before money is issued ·
• Ensure that the requisition is approved before money is given out to any individual
• Ensure that Petty cash is retired with supporting document within two days of money being released ·
• Properly reconcile petty cash with impress before making a new requisition ·
• Ensure that all petty cash retirement is properly filed for future reference.
School reports
• The assistant accountant shall be responsible for preparing the following reports at school level · On a Monthly basis the school bursar shall prepare the income statement, balance sheet in QuickBooks and send a backup to the FOA before or on the 3rd of the following month.
• Bank reconciliation in QuickBooks ·
• Reconciliation of debtors in QuickBooks and in the student ledger (recommend to the Finance and grants manager for possible write off.)
• Ensure that the undeposited account on the balance sheet is properly reconciled and is always at Zero ·
• Cash flow forecast to monitor the cash flow position of the schools ·
• Payroll reconciliation to ensure that all liabilities have been properly recognized in the balance sheet.
• Work with SLT to come up with a school budget during the planning and budgeting process ·
• Maintain an updated fixed asset register at school level and ensure all school assets are properly maintained ·
• Any other reports requested either by the school or central office.
Procurement and Suppliers
• Follow the guidelines of the PEAS Zambia Procurement Committee to ensure strict procurement discipline and compliance with PEAS-Zambia procedures.
• Collect three quotations whenever procurement is required ·
• Arrange procurement meetings to analyse the quotation ·
• Review all the quotations and highlight the pros & cons of each quotation to the procurement team ·
• Take note of recommendations whilst in the meeting ·
• Help manage relationships with suppliers and ensure that payments are made according to PEAS financial procedures.
• Make a request for approved quotation and commence the process of buying.
Banking & statutory Payments
• Banking for all income collected should be done as soon as practicable (Not less than 48 hours of receiving income) ·
• Act as an agent for the organisation for all banking requirements i.e., withdraw and deposits ·
• Ensure that all statutory payments are paid before the 10th of every month (Through online banking) ·
• Ensure that all new employees are registered with NAPSA and ZRA · Attend to any queries from Napsa on behalf of all the employees.
Filling
• Ensure that all Payments are deposits are properly filed in the respective folders ·
• Support Other departments with Filling as and when required · Ensure that all official Document are Properly filled both in Hard copy and soft copy.
Cash Management
• The Assistant accountant should ensure that the school should not hold more than enough cash at any time. (thus, banking should be done within 48hrs) ·
• The assistant accountant should advise all students to pay through the bank and should at all cost avoid cash receipts.
• All payment should be made by cheque or online transfer unless otherwise it is not feasible to do so ·
• Employee salaries should be made through bank transfers (No employee should be paid cash)
Any Other Duties Assigned by the superiors in line with PEAS work

NOTE: Please note that your performance will be evaluated after 3months by your supervisor after which you’ll be given a letter of confirmation.

Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

Job application procedure
If you are interested in the role above, please Send your Applications to: linda.chewe@peas.org.uk
Closing Date: 25th November 2021
Responses will be sent to shortlisted applicants only

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