Finance & Administration Manager

JOB DESCRIPTION

JOB TITLE: FINANCE & ADMINISTRATION MANAGER

The Finance & Administration Manager will play a critical role in overseeing financial operations, budgeting, and strategic planning. The role requires strong expertise in managing donor funding, accounting activities (including bank reconciliations, accounts payable, and accounts receivable), and ensuring compliance with organisational policies.

Catchment Area

Based in Lusaka, along Leopards Hill Road (opposite Co‑operative College), the Bauleni Special Needs Project (BSNP) is managed by the Sisters of the Sacred Hearts of Jesus & Mary. BSNP provides holistic education to children with special needs, ranging from mild to severe disabilities. The Project serves as a centre of excellence, offering best practices in inclusive education, care, and support for vulnerable children and their guardians.

Line Manager

The Finance & Administration Manager reports directly to the Project Director, unless otherwise directed.

JOB SUMMARY - RESPONSIBILITIES:

1. Financial Management:

• Oversee and manage all financial aspects of the Bauleni Special Needs Project to achieve organisational goals.
• Monitor financial performance, analyse trends, and provide insights to support informed decision‑making.
• Track and maintain daily cash flow to ensure clarity, transparency, and accountability.
• Ensure full compliance with the BSNP Financial Policy and the Accounting Manual of the Sisters of the Sacred Hearts of Jesus & Mary, carefully monitoring all control procedures.
• Provide financial advice and support to the Management Team to strengthen overall project management.
• Maintain accurate and up‑to‑date books of accounts for BSNP.

2. Budgeting and Forecasting

• Collaborate with Management to develop and manage budgets, ensuring alignment with organisational goals and strategic plans.
• Apply financial modelling to support business development, grounded in a clear understanding of BSNP’s identity and vision.
• Assist departmental staff in preparing budgets and monitor expenditure to ensure compliance with approved allocations.
• Work with the Management Team to prepare budgets for activities and project proposals

3. Financial Reporting

• Prepare accurate and timely financial reports, including general ledger, payroll, budgets, expenses, profit and loss statements, balance sheets, and cash flow statements.
• Ensure all financial reporting deadlines are consistently met.
• Maintain books of accounts in readiness for audits.
• Manage and update the Assets Register, monitoring all inventory movements.
• Produce monthly and annual financial reports as required.

4. Risk Management

• Identify and mitigate financial risks, ensuring compliance with all relevant regulations.
• Stay informed of legal and regulatory changes that may affect the financial integrity of BSNP.
• Promptly alert management to any financial concerns or irregularities.

5. Team Leadership

• Lead and manage the finance team, providing clear guidance and support.
• Foster a collaborative, accountable, and professional work environment.
• Encourage continuous learning and capacity building within the team.

QUALIFICATIONS:

• Grade 12 Certificate with five O- levels
• Bachelor’s degree in Finance, Accounting, or related field. (ACCA or CIMA) preferred.
• Active member with ZICA
• Minimum of 5 years’ experience in finance management.
• Strong knowledge of financial and accounting procedures.
• Proven experience managing donor funds.
• Excellent analytical and numerical skills
• Proficiency in MS Excel, Word, and PowerPoint.
• Minimum of 5 years of experience in finance management
• Sharp time management skills and Strong ethics, with an ability to manage confidential data
• Knowledge of Pastel Accounting is an added advantage.
• Strong time management skills, ethics, and ability to handle confidential data.