Finance & Operations Officer





Full Time

Job Summary

mothers2mothers (m2m) is an Africa-based NGO that unlocks the potential of women to eliminate paediatric AIDS and create healthy families across eight sub-Saharan African countries. m2m trains, employs, and helps empower HIV-positive women to work as community ...

Skills and Qualifications

mothers2mothers (m2m) is an Africa-based NGO that unlocks the potential of women to eliminate paediatric AIDS and create healthy families across eight sub-Saharan African countries. m2m trains, employs, and helps empower HIV-positive women to work as community healthcare workers in understaffed health centres and underserved communities. Through a peer-to-peer approach, these ‘Mentor Mothers’ deliver a range of health services, advice, and support to women and their families. Started in Cape Town, South Africa in 2001 with an initial focus on preventing mother-to-child transmission of HIV, m2m has innovated and built on its strengths and now provides family-centred support for a range of related health and social issues spanning pregnancy, birth, childhood, and adolescence. It also partners with governments and other NGOs on the adoption of its programme to spread the Mentor Mother Model and its benefits. m2m has a track record of scaling its services and proven impact. To date, m2m has reached over 11M women and children under two, and created more than 10,000 jobs for African women living with HIV. For more, visit www.m2m.org.
Job Title Finance and Operations Officer
Organisation Levels mothers2mothers -> m2m Zambia -> Finance
Location Lusaka - Lusaka, ZM (Primary)
Type of position Fixed Term Contract
Education Degree
Closing Date 18/10/2019
Job Description
The Finance and Operations Officer is responsible for operational, finance, human resources and administrative support to the m2m Zambia programme. This includes the management of procurement, travel, vehicles, recording and reconciliation of all financial transactional data of the Country Office including reviewing and coding financial information; preparing and processing documents to disburse funds, making deposits; compiling and reviewing information for accuracy; maintaining records and HR process support, as well as administration tasks as assigned. This position is based in Lusaka, Zambia, and reports to the Programme Manager. 
Key Performance Areas:
Purchasing and Navigator processing 
Enter all invoices into the accounting system and allocate them against purchase ordersCoordinate and manage the process to setup new suppliers in the accounting system and dealing with supplier queries regarding paymentsMaintain and update supplier information and do relevant background checks and terrorist/debarment checksEnsure that direct debits payment are checked to supporting documentation and correctly recorded in the accounting systemTo ensure monthly payment reports are produced for the cash flow analysisMaintain an updated list of preferred vendors for the officeManaging staff and vendor accounts 
Process travel requisitions and related staff advancesEnter staff expenses into the accounting system (reimbursements and/or advance liquidations)Timely payments to suppliers, payments done within 30 days of receipt of invoiceRun the creditor report at month-end
Cashbook management and reconciliations 
Prepare monthly bank reconciliations for the main operating account for submission to the Head Office Finance teamManage the petty cash process and balance petty cash monthlyPrepare monthly reconciliations of payables, payroll, accruals and prepayment control accountsEnsure that internal bank transfers are correctly managedFollow up on reconciling items above and pass correcting entries where necessaryProcessing of the cashbook on a monthly basis.
Month-end and year –end close activities, budgeting & reporting 
Support the Finance Business Partner in liaising with the finance and support services unit to close the month-end in time and conduct relevant reconciliationsSupport the Finance Business Partner in putting together budget inputs by liaising with various stakeholders.Analyse monthly actuals vs budget reports and provide reasons to the variances.
Administration Support, travel, HR and asset management 
Ensure review and timely submission of timesheets from the team (site and office staff)Ensure all HR staff information changes are collated and submitted timeously for payroll purposesEnsure all HR processes in liaison with the HR Officer are communicated and co-ordinated within the team such as performance reviews, policies and procedures, etcEnsure timely submission of all statutory deductions for ZambiaProvide logistics support to the programme staff on trainings/workshopsManage the filing system for all financial documentationSupport with the retrieval of financial data during auditsSupport proposal development and fundraising process, as neededManage travel and logistics support to the project team. Make hotel, transport, airline, and other bookings for domestic travel and provide support to m2m Travel Coordinator in arranging international travelEnsure compliance with m2m policiesMaintain the project inventory register
Job Requirements
Qualifications and Experience:
Bachelor’s degree in accounting, business, or similar field 3-5 years’ experience in similar rolesExperience working on NGO projects preferred
Excellent organisational skills and attention to detail, structured and process-drivenExcellent communication and interpersonal skillsAbility to work independently and manage multiple competing prioritiesSound critical thinking and problem solving skillsDemonstrated experience using MS Office suite (Excel, Word, Power Point, Outlook)Proficient in EnglishIntegrity, professionalism and transparencyValid driver’s licence an added advantage

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