Finance and Administration Graduate Trainee || Nutrition Action Zimbabwe

DUE: 08 JUL 2024

FINANCE AND ADMINISTRATION GRADUATE TRAINEE | x1
POSITION TITLE Finance and Administration Graduate Trainee | x1
CONTRACT DURATION Fixed Term Contract | 6 months
WORK LOCATION Mberengwa

Project / Organization Description

Nutrition Action Zimbabwe a local registered PVO operating in Zimbabwe since 2014. The organization’s primary focus is combating malnutrition in all its forms, through effective implementation of quality programming for both nutrition-specific and nutrition-sensitive programming. NAZ’s community-based approach focuses on implementing programs that empower communities through capacity building, knowledge sharing, and promoting sustainable practices. To foster sustainable and effective interventions, NAZ works closely with national, regional, and international organizations to design and implement evidence-based nutrition and other programs across Zimbabwe. NAZ seeks to recruit for the aforementioned position.

Position summary:

The Finance and Administration Assistant will be responsible for daily finance / accounting and administration of project support activities, through well-maintained and appropriate office systems. Reporting to Field Supervisor the assistant shall provide administrative and finance support and is responsible for performing, completing and/or overseeing specialized administrative and financial management support services in an efficient, effective and client-oriented manner. Throughout the Traineeship , the GT will have the opportunity to gain valuable hands-on experience in Finance and
Admin operations, develop problem-solving and analytical skills, and contribute to the overall success of the organization’s Finance and Admin functions.

Duties and Responsibilities

include but are not limited to:

Objective 1: Human Resources, Administration and Logistics.
• Ensure all project human resources are managed and dealt with appropriately and that HR files and databases are maintained for all employees contracted to the district.
• Assist the Field Supervisor for all tasks related to HR for the office and projects: recruitment, hiring casuals’ staff or labour contract issuance.
• Compile payroll input information and forward to HR for processing.
• Assist field supervisor in setting meetings for conducting staff performance appraisal.
• Assist Field Supervisor in implementing HR, administration policy and procedures. Monitoring the compliance and update changes
• Assist the Field Supervisor and other teams/staff in daily administrative routine, ensuring the smooth running of office and projects.

• Ensure logistics procedures are followed in accordance with NAZ procurement guidelines, including collecting quotations,
preparing Purchase Request Forms and Purchase Orders.
• Assume responsibility for all administrative aspects of the Field Office in accordance with NAZ policies and procedures governing NAZ’s support functions.
• Regularly review and update field office equipment inventory. Consolidate programme assets and inventories reports for the district. Manage programme assets located at field office and project offices.
• Manage the repair, servicing and maintenance of office and field equipment and furniture; maintain system for efficient use.
Update vendors and services.
• Manage the field office fleet – fuelling, vehicle service, mileage calculations, fuel consumption etc
• Other tasks if assigned.
.

Objective 2: Finance and Accounting.
• Monitor and control project expenditure in line with the agreed budget and in co-ordination with the Field Supervisor, Project
Manager, Finance Assistant and Senior Finance Officer
• Check, verify and process financial documentation, including orders, invoices and payment to vendors and reimbursement to
office staff/consultant in accordance with NAZ policies and procedures.
• Keep track and process the pay as you earn (PAYE) for casual staff and consultants if any,
• Manage field office petty cash and bank accounts

• Conduct / review project cash books and submit to Headquarters’ corresponding accountants for review and post to financial
software.
• Prepare program monthly expenditure report.
• Reconcile cash / bank and expenses / income accounts.
• In charge of monthly treasury forecast to Headquarters and transfers of fund to field offices
• Be in charge of monitoring the spending of approved field budget, ensuring the spending complies with donor’s contractual
regulations.
• Other finance-accounting related work as required or needed.
• Supervise field finance staff and review performance. In charge of internal finance monitoring at field
• Support of internal and external audit
• Liaison with HQ for any financial matters

Policy compliance – Mandatory Reporting Policy (MRP):

• Comply with all NAZ policies.
• Assist where necessary in undertaking activities that aim to prevent the occurrence of sexual abuse and exploitation of
beneficiaries by NAZ and other humanitarian workers.

Confidentiality:

• Ensuring the non-disclosure of any information whatsoever relating to the practices and business of NAZ acquired in the course
of duty, to any other person or organization without authority, except in the normal execution of duty.
Note: The role of Finance and Admin Assistant cannot be limited to the specific duties and tasks detailed herein and may be adjusted in
accordance with the needs and operational circumstances of the organization. The success of the NAZ’s mission is the highest priority and
all issues which arise must be addressed accordingly. Therefore, the Finance and Admin Assistant will be required to manage all unforeseen
issues and circumstances and remain flexible to perform other duties, as and when required.

Qualifications and requirements:
Education and Qualifications.
• B.Sc. in Accounting, Bachelor level Degree in Management, Finance, or related field; or similar higher degree a plus

Skills and Experience
Essential:
• 1+ years of experience in one or more of the following areas: Administration, HR, Finance, Logistics
• Exceptional organization and planning skills, ability to manage and follow work plans.
• Highly developed interpersonal, communication, able to negotiate, influence, give effective feedback, be a team player.
• Able to manage stress effectively, juggle competing priorities, balance various programmatic, logistic and team needs.
• Champion of NAZ Charter values of Professionalism, Transparency, Neutrality, Access to Victims and Non-Discrimination
Preferred:
• Previous INGO experience
• Experience with donor-funded programs.
• Experience supervising others.

TO APPLY
Use the smart recruiter’s platform link below to upload your CV and Application Letter and to input the required information in the data fields on the platform no later than the 08th of July 2024:
Application Link: https://smrtr.io/m8bWs