Finance and Administration Officer, Global Platform – Southern Africa

Location: Lusaka, Zambia

About The Organization

ActionAid is an international organisation, working with over 25 million people in 45 countries for a world free from poverty and injustice. ActionAid Zambia (AAZ) is an Associate member of the ActionAid International Federation, and has been operating in Zambia since 2006.

About The Global Platform

The aim of establishing the Global Platform (GP) in Zambia is to facilitate capacity development for young women and men in issues concerning them particularly related to governance and gender. The capacity development hub will further provide support to strengthen the space for youth dialogue.

The GPs are an extension of ActionAid’s strong experience providing formal and non-formal training using participatory methods.

Role Overview:

Reporting to the Global Platform Manager, the Finance and Administration Officer shall manage the finances at Global Platform Southern Africa and ensure the AAZ procedures are followed, to participate in the development and implementation of the procurement policy and strategy, to co-ordinate procurement practices and to support the trainers with administrative and logistics matters. Finally, the Finance and Administration Officer shall ensure all assets and facilities are well secured and operating and managed efficiently.

Qualifications & Experience

• A Bachelor’s Degree in Purchasing and Supplies Management, Procurement, Business administration or its equivalent from a recognized institution; and
• Satisfactorily served as Procurement and Administration Assistant or Office Administrator in a comparable position with similar responsibilities in like organizations for a minimum period of three (3) years.
• Knowledge of assets and facilities management.
• Knowledge of import and export processes is an advantage.
• Experience with development and maintenance of systems and structures regarding budgeting, security, administration and procurement.

Key Responsibilities

1. Finance

• Maintain petty cash and keep all appropriate financial records up to date and liaise with AAZ country office on regular basis and when necessary;
• Prepare monthly and annual financial reports to donors in close collaboration with GP Manager;
• Enter local expenses in AAZ finance system;
• Create annual budgets and forecasts in close collaboration with GP Manager;
• Be in charge of the funding frame and reports in close collaboration with GP Manager

2. Procurement

• Prepare periodic procurement plans;
• Implement procurement plans;
• Prequalification of suppliers;
• Prepare and analyze tender documents;
• Implement and enforce procurement policies and regulations;
• Compile requests for supplies and prepare purchase orders;
• Maintain an up-to-date database of suppliers;
• Evaluate tenders and requests for proposals;

3. Administration

• Develop and implement an effective stores management system;
• Issue local purchase orders and service orders;
• Receive and keep custody of pre-qualifications, RFPs and Quotations;
• Be responsible for effective assets management;
• Ensure effective performance of support staff;
• Coordinate the Platform’s operational and logistics aspects, including transport and communication services;

4. Security procedures & Requirements

• Participate in safety and security matters including liaising with the Security Focal Person to deal with emergencies;
• Ensure all facilities are of high sanitary standard.

Competency Profile

• Good interpersonal relations and communication skills;
• High degree of integrity and dependability;
• Structured, organized and can keep an overview
• Able to systemize workflows in a dynamic and creative workplace
• Good analytical skills
• Good negotiation skills.
• Good skills and proficiency with spreadsheet programs, especially Excel.
• Self-motivated person and able to work without supervision.

Application Procedure

To apply, please send a Cover Letter and Curriculum Vitae ONLY highlighting how you match the criteria for the role to the following email address; careers.zambia@actionaid.org, no later than 14:00hrs on Friday 8th April, 2016.
Alternatively, applications can be sent to The Human Resource and Organizational Development Manager, ActionAid Zambia, P. O. Box 51407, Lusaka.

Please clearly indicate “Application for Finance and Administration Officer – Global Platform” in your subject line
Although all applications will be considered on their individual merit, suitably qualified women are especially encouraged to apply. While we respect all candidates, due to the high volume of applications we can only respond to shortlisted candidates.