Finance and Administration Assistant - Maternity Cover
Accounting & Finance Jobs
Job Description
About Trócaire
Trócaire is an International NGO. We work with local partners in the world’s most at-risk communities and with people in Ireland to tackle the underlying causes of poverty and injustice and respond to the crises they create. Together we bring about positive and lasting change for a just world. Trócaire works in up to 20 countries across Africa, Asia, Latin America and the Middle East. We work towards five goals:
• Promote Access to Justice;
• Achieve Climate & Environmental Justice;
• Ensure Women & Girls’ Protection, Voice & Influence;
• Save Lives and Protect Human Dignity and
• Mobilise the Public on the island of Ireland to achieve Global Justice.
Our work is rooted in Catholic Social Teaching and in our values of Solidarity, Courage, Participation, Perseverance and Accountability.
The Zimbabwe Finance Team is headed by the Finance and Administration Manager. The Finance and Administration Assistant will support the work of the Finance and Administration Team in country.
The Finance and Administration Assistant reporting to the Finance Officer (FO) will assist in the delivering on finance and administration functions for the Zimbabwe office and programmes. Specifically, the role covers the following broad responsibilities either as accountable, consulted, informed or responsible:
• Financial control and reporting.
• Internal systems and processes.
• Procurement
• Operations Support
• Reception management
The role is based in Harare.
Contract Duration: 4 months
Duties and Responsibilities
Requirements
Key responsibilities
Financial Control and Reporting:
Ensure the accurate and timely posting of all field office finance transactions into the Unit 4 system. This involves reviewing each transaction for correctness and completeness, with a specific focus on correctly allocating each transaction to the appropriate funding source (donor, project). This process is critical to maintaining proper financial records and ensuring transparency.
Assist in the retrieval of documents for both internal and external audits. This includes organizing and providing requested financial records, supporting documentation, and transaction histories, ensuring that auditors have access to the necessary materials to perform their assessments.
Prepare periodic journals, ensuring that all field/office financial activities are accurately reflected and aligned with donor agreements, financial policies, and internal controls.
Uphold financial control processes and ensure that all financial activities are conducted in accordance with organizational policies, donor regulations, and generally accepted accounting principles (GAAP).
Internal Systems and Processes:
Assists in improvement of work processes and increase efficiency within the scope of responsibility.
Recording of correcting general ledger journals on Unit 4.
Daily management of petty cash, disbursement and cash reconciliations.
Communicate and follow up with staff on outstanding supporting documentation and acquittals for prefinanced transactions/payments.
Uploading payments on Business Online.
Ensuring that all payments have adequate supporting documents.
File documents systematically, ensuring they are easy to retrieve and organized in a manner that supports ongoing reporting and auditing needs.
Procurement:
Actively participate in the procurement process, ensuring the smooth acquisition of goods and services by obtaining quotations from vendors and conducting bid analyses as necessary.
Supplier vetting/verification using the Lexis Bridger software.
Follow up diligently on the receipt of goods or services to confirm their delivery in accordance with the procurement terms, ensuring that invoices match the delivered items.
Manage and track invoices to ensure timely payments, addressing discrepancies, and following up with suppliers to resolve any issues that may arise.
Ensure compliance with tax regulations by confirming that Withholding Tax (WHT) is deducted from payments to non-compliant suppliers, where applicable. This involves reviewing contracts, payments, and verifying that the correct tax deductions are made in line with relevant legislation.
Maintain accurate and up-to-date Tax clearance certificates for suppliers.
Keep the Withholding Tax tracker current, maintaining an organized and transparent record of all relevant transactions and tax deductions for easy reference and audit purposes.
Enforce company finance policies and procedures, ensuring that all procurement activities are carried out in adherence to organizational guidelines, ethical standards, and financial regulations.
Operations Support:
Ensuring timely preparation of meeting rooms and refreshments ahead of meetings with staff, partners or external stakeholders as agreed with the chair of such meetings.
Managing all office stationery and promotional materials including issuing out of such materials and maintain up to date inventory list.
Assisting the Administrator with fixed assets management/verification.
Reception Area Management
Oversee the efficient and organized operation of the office reception area. Ensure that the space remains clean, tidy, and welcoming always. This includes arranging the reception area to make it presentable, ensuring seating is available for visitors, and maintaining an overall professional environment that reflects the organization’s standards.
Manage the intercom system within the office, ensuring it operates smoothly and is used appropriately. This includes answering intercom calls in a professional and timely manner, screening calls, and directing them to the appropriate person or department. It may also involve ensuring visitors’ access to restricted areas is properly coordinated and tracked.
Serve as the first point of contact for all visitors, greeting them promptly and courteously upon their arrival. Ensure that all visitors feel welcomed and are informed about the office protocols. This involves verifying visitor credentials and providing any necessary instructions regarding office policies or their visit (e.g., where to wait, which staff member they are meeting, etc.).
Effectively manage and direct visitors to the appropriate person or meeting room. Notify the relevant staff members of their visitor’s arrival and ensure smooth communication between the visitor and their host.
Assist with the scheduling of appointments and meetings as requested by staff or visitors, ensuring there is no overlap and that all logistical details are in place. This may include preparing meeting spaces, ensuring equipment is available (such as projectors, conference phones, etc.), and confirming the availability of necessary resources ahead of time.
Receive and appropriately handle incoming packages, and deliveries, ensuring that items are accurately logged and promptly delivered to the correct department or individual.
Ensure that visitor access to the office complies with security protocols and ensuring that sensitive areas are not accessed by unauthorized individuals.
Provide general administrative support as required, such as assisting with document preparation, photocopying, handling office supplies/consumables, and managing office equipment.
You may also assist in setting up events or office meetings by coordinating logistics, catering, or materials.
Other Responsibilities: Any other duties as set out by the Finance Officer & Administrator.
Qualifications and Experience
Requirements
Skills
Excellent communications skills (oral, presentation and written)
Fluent in English
A good command of both Ndebele and Shona is an added advantage.
Ability to network, form and maintain relationships, and build partnerships.
Ability to use own initiative and to work effectively both independently and as part of a team.
IT Literacy (MS-office applications i.e. Word, Excel, PowerPoint; E-mail, Internet).
Experience
3 years’ experience preferably from NGO/INGO sector
Key demonstrated interest and track record in finance and administration.
A good understanding of project cycle management skills
Knowledge of accounting softwares like Unit 4 (Agresso) will be an added advantage
Familiarity with online payment platforms such as BOL is desirable
Qualifications
A Bachelor’s Degree in Accounting, Finance and any other business related program from any recognised institution or any relevant professional accounting qualification from an internationally recognized institute of accountancy.
Essential requirements
Supporting: Reflecting our values of Participation & Accountability, demonstrating Trócaire’ s values with integrity to achieve our organisation’s objectives.
Communicating: Reflecting our value of Participation, being one organisation, communicating clearly and transparently across, teams, units, divisions, locations, and other external organisations. Getting our message across with impact.
Collaborating: Reflecting our values of Participation & Solidarity, partnering effectively as One Trócaire organisation and, in solidarity, maintains positive relationships built on trust and respect.
Stewardship of Resources: Reflecting our value of Accountability and decision-making around the best use of resources. Using our resources transparently, sustainably, ethically, fairly & with integrity; acknowledging Trócaire’ s reputation in the use of resources.
Delivering Results: Reflecting our values of Accountability & Perseverance, getting a quality job done through effective performance, planning, and decision-making.
Continual Improvement and Learning: Reflecting our values of Participation & Courage, constantly looking to learn and develop self, employees, and partners to better fulfil Trócaire’ s’ mission.
Flexibility and Change: Reflecting our values of Participation & Courage, adapts positively to change and to different ways of doing things; manages or takes part in change processes in a way that is appropriate to the role in the organisation.
Qualities
Team player with strong commitment to working with others to achieve mutual objectives.
Availability and flexibility to work outside normal hours when necessary.
Strong commitment to respect of human rights, democracy, women empowerment, and gender equality.
Good interpersonal and communication skills.
Coordination skills.
Excellent organize
How to Apply
