Finance Assistant

Job Description

Special Hope Network exists to bring glory to God by creating a world where all kids are valued. We impact communities by improving care for kids with intellectual disabilities. This starts by equipping families and caregivers to provide these children with a loving home, holistic health care, and exceptional education and therapies.

We are looking to fill the position of Finance Assistant with the following duties and responsibilities.

Compliance

Load all ZRA/NHIMA/NAPSA/WC/etc. payments into bank account for payment, after getting the correct approvals and making a neat, detailed payment voucher.

Maintain impeccable records, saving all Zambian compliance receipts in hard and softcopy, keeping systems currently working in both paper and digital formats.

Records

Write all Vendor Invoices/ Payment Vouchers and load to FNB online banking after authorization has been given in writing on PV

Keep detailed, organized records of all intake and outflow of money, including petty cash, banking, revenue, and payments

Make sure SHN and Manager’s Petty Cash is updated daily, all records kept, and all have enough for the following month

Enter Petty Cash Receipts from the Managers into the PC Worksheet, collect receipts, and file in correct binders, by end of every week.

Reconcile the previous day’s transactions, making sure to note any gaps and correct by end-of-da

Prepare deposits by 28th of every month, give the deposit a Deposit Numbe

Record all transactions in both soft and hard copy

Send a photo of Vendor invoices on the Invoice Only group w/Pay Voucher with all correct class/general ledger number, date, totals and appropriate signatures

Post Payment Vouchers to GL in QuickBooks Online

Check FNB Accounts for Bank Card Purchases, gather backup receipts within two days of expenditures by staff, give a check # from the voucher # spreadsheet, and write up a PV for the purchase.

Write up Sales Receipts as donations/payments are made and add them to the income worksheet, record sales receipt on the sales receipt worksheet.

Track In-Kind Donations on appropriate Excel document.

Online job boardBuy vitamins and supplements

Payments

Put in prepayment of funds into appropriate accounts (cGrate, Puma, etc).

Manage Inventory through a physical count before the last day of each month and enter adjustments for what was taken into QuickBooks, report to Ops Director by month-end

Prepare and load all payments including monthly payroll, after authorization, into the FNB account online and record accordingly.

Prepare and load all Konsekonse payments for ZESCO, internet and talk time monthly after confirming amounts with the Director of Operations and getting authorizations, double checking cGrate spreadsheet to note the entries have been done.

Track incentive packs each month, double-checking attendance, and amounts, specifically spot-checking for fraud.

Meticulousness and Communication

Respond to all emails and messages relating to finance as soon as possible

Be responsive to your team, keeping clear communication and a humble attitude with those you are working with, keep short accounts of miscommunications and sort quickly

Be neat, precise, and careful before presenting payment vouchers to be checked, double-checking your own work, and in that way, making your supervisor’s job easier

Keep track of daily/weekly/monthly tasks, and keep up with each, not getting behind throughout the month.