Job Description

FACT Zimbabwe is a Christian based organisation that was instituted in 1987. Since
establishment, FACT Zimbabwe has been a leading national HIV and development
organisation implementing various projects directly and through partnerships. FACT seeks the services of staff as detailed below;

Position: Finance & Administration Officer (2)
2. Reporting to: Senior Finance Officer
3. Location: Mutare
4. Purpose of the position: The Finance and Administration Officer will be responsible
for managing all payments and overseeing financial transactions for the project. He /
She will be responsible for ensuring payments supporting documentation is properly constituted and filed.

Duties and Responsibilities

5. Roles and responsibilities:
• Process all payment requests (CASH & BANK) upon receipt of approved and complete
documents.
• Sending proof of payment to Creditors and procurement department whenever
payments are made.
• Timeous disbursement and recording of all payments making sure cash books and
ledgers are maintained and up to date.
• Prepare reconciliation for Creditor’s invoices as well as utility bills. Updating the
invoice tracking tool and submitting it on weekly basis to Senior Finance officer for
further reviews and follow up. Working with the finance and administration assistants
team reconciling accrual accounts and keeping them up to date.
• Allocating expenses to relevant projects and ledger accounts. Ensuring that all
accounting information, and transactions are captured on time and correctly in
accordance with FACT Financial reporting standards.
• To perform high standard of accuracy on transaction referencing and account coding
into accounting packages
• Perform date stamping of all vouchers before filling.
• Assisting the Senior Finance Officer with compilation of monthly funding request
from all departments.
• Maintenance and daily update of cash book and making sure bank accounts are
adequately funded to avoid overdrawing.
• Maintaining and checking bank balance daily and advising Senior Finance officer on
status as required.
• Ensure safe custody of the Organisation’s financial documents, BOL Token and all
security documents under lock and key.
• Ensuring that all finance documents are reviewed and approved before they are filed.
• Sequential numbering of documents accurately to enhance prudent referencing and
timely production of validation reports.
• Classification of data and filling in readiness of both internal and international audit to
ease retrieval for daily immediate use, making sure that all finance documents are
securely stored under lock and key.
• Chronological arrangement of files in both filling cabinets and the filling room
• Do trouble shooting on the operation of SAGE accounting package and report to the
Senior Finance Officer/Finance Manager for appropriate corrective action.
• Reconciliation of balance sheet accounts working closely with the rest of the finance
team in clearing outstanding balances and keeping all BS balances current and up to
date.
• Support Senior Finance officer in providing required information to clear and process
outstanding bank reconciliation items on time.
• Assist Senior Finance Officer in preparation of monthly Financial Reports to USAID
and forwards for approval and submission to FOM.
• Ensure payment packages have proper supporting documents in compliance with
policies and donor requirements.
• Preparation of VAT schedules, monthly submission of VAT Claims and supporting
documentation.
• Provide technical assistance and capacity building to finance Assistants and other staff
members, including interpretation of policies, setting up of systems, trouble shooting
and resolution of outstanding issues.
• Budget tracking of the project budgets during implementation to ensure that all budgets
are in accordance with plans.
• Ensure that project’s financial administrative processes are auditable and efficient and
carrying out financial administrative controls.
• Maintain and update project asset registers, ensure accuracy and completeness of asset
records. Conduct regular asset verifications and produce detailed reports on asset status.
Implement and manage asset tagging processes, ensure all assets are properly tagged
for tracking.

Qualifications and Experience

6. Experience and qualifications
• B Com (Hons.) Accounting/Bachelor of Accounting.
• studying towards a professional qualification e.g., ACCA, CIMA, or CA will be an
added advantage.
• A minimum of three (3) years post qualifying experience in management of programs
funded by the USAID as well as managing finances for other donors.
• Has in-depth knowledge of USAID financial management rules and regulations.
• Conversant with Pastel (SAGE) Evolution accounting package.
• Compliance related experience is an added advantage

How to Apply

How to apply:
a. Follow the button below and complete the form not later than 3 October 2024.
b. Send a detailed CV to [email protected] highlighting the post.
Please ensure that both steps are carried out to complete the application process.
-Background checks will be done for successful candidate to ensure child safeguarding
and protection in all our work. FACT commits itself to protecting children whom its staff,
volunteers as well as outsiders may get into contact with. The organization is mandated to
serve the best interest of all children through protection from abuse, harm and exclusion,
child participation and development in all its programs.
- FACT is an equal opportunity employer which does not discriminate in terms of race,
tribe, place of origin, political opinion, colour, creed, gender, pregnancy, HIV/AIDS
status or, subject to the Disabled Persons Act [Chapter 17:01].
- FACT does not charge a fee at any stage of the recruitment process.
NB: Only short listed candidates will be notifie

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