Opportunities

Position: Finance and Programme Assistant

Location: Zambia

Department: Finance and Programmes

Reports to: Finance & Administration Manager and Country Director

Job Purpose

The Finance and Programme Assistant provides administrative, financial, and programme support to ensure the effective implementation of organizational projects. The role supports financial management, budget monitoring, procurement, grant compliance, logistics, reporting, and programme coordination while ensuring adherence to organizational policies, donor regulations, and the laws of Zambia.

Key Responsibilities

1. Financial Management

• Prepare payment vouchers and maintain complete supporting documentation.

• Process staff advances, activity advances, reimbursements, and vendor payments.

• Record financial transactions accurately in the accounting system.

• Maintain cashbooks, petty cash records, and bank reconciliation schedules.

• Assist in preparing monthly, quarterly, and annual financial reports.

• Support budget preparation, monitoring, and variance analysis.

• Ensure statutory deductions (PAYE, NAPSA, NHIMA, VAT, WHT, etc.) are correctly processed and remitted.

• Maintain organized financial records for internal and external audits.

• Assist in preparing donor financial reports and supporting schedules.

2. Programme Support

• Assist in planning and coordinating project activities.

• Support implementation of work plans and activity schedules.

• Monitor programme expenditures against approved budgets.

• Prepare activity budgets and cost estimates.

• Coordinate logistics for meetings, workshops, trainings, and field visits.

• Prepare participant payment schedules and attendance registers.

• Support collection, verification, and filing of programme documentation.

• Monitor project deliverables and assist in tracking milestones.

3. Procurement and Asset Management

• Support procurement processes in accordance with organizational procurement policies.

• Obtain quotations, prepare comparative bid analyses, and facilitate purchase approvals.

• Coordinate with suppliers to ensure timely delivery of goods and services.

• Maintain procurement files and contract documentation.

• Assist in maintaining the organization's fixed asset register.

• Participate in periodic inventory verification and asset tagging exercises.

4. Grants and Compliance

• Ensure compliance with donor regulations and organizational financial policies.

• Verify that expenditures are allowable, allocable, reasonable, and adequately documented.

• Support grant administration and documentation.

• Maintain grant files and compliance records.

• Assist during donor reviews, audits, and monitoring visits.

5. Administration and Logistics

• Coordinate travel arrangements, accommodation, and transport for staff and consultants.

• Maintain office filing systems and administrative records.

• Assist in organizing meetings, workshops, and stakeholder engagements.

• Prepare meeting minutes and follow up on agreed action points.

• Support office inventory management and supplies.

6. Reporting and Documentation

• Prepare periodic financial and programme reports.

• Maintain accurate electronic and physical filing systems.

• Compile supporting documentation for donor reporting.

• Assist in preparing management reports and presentations.

• Maintain confidentiality of organizational information and financial records.

Qualifications

• Bachelor's Degree in Accounting, Finance, Business Administration, Project Management, or a related field.

• Professional qualification such as ZICA Technician, ACCA (Part Qualified), CIMA (Part Qualified), or equivalent is an added advantage.

• Minimum of 2–4 years relevant experience in finance and programme support, preferably in an NGO or donor-funded environment.

Required Skills and Competencies

• Sound knowledge of accounting principles and financial reporting.

• Understanding of donor compliance requirements and grant management.

• Strong budgeting and financial analysis skills.

• Knowledge of procurement procedures and inventory management.

• Proficiency in Microsoft Excel, Word, PowerPoint, and accounting software (e.g., QuickBooks, Sage, Pastel, or similar ERP systems).

• Excellent report writing and documentation skills.

• Strong organizational and time-management skills.

• High level of integrity, accountability, and attention to detail.

• Ability to work independently and within multidisciplinary teams.

• Excellent interpersonal and communication skills.

Key Performance Indicators (KPIs)

• Timely processing of payments and financial transactions.

• Accuracy and completeness of financial records.

• Timely submission of financial and programme reports.

• Compliance with donor and organizational policies.

• Effective budget monitoring with minimal variances.

• Timely procurement and logistical support for programme activities.

• Successful audit outcomes with minimal findings.

• Proper maintenance of financial, procurement, and programme documentation.

Working Relationships

The Finance and Programme Assistant works closely with the Finance & Administration Manager, Programme Manager, Country Director, project staff, consultants, suppliers, government institutions, donors, auditors, and implementing partners.

Send your Cover Letter & CV to hr@brasys.org by 31st July 2026.