ThinkWell is recruiting for a Finance amp; Administration Specialist to oversee our growing portfolio's administration and financial operations in Zambia. The Specialist brings strong financial and administrative skills and a comprehensive understanding of donor financial and contractual requirements. The Specialist also brings a strong knowledge of Zambia's local law and operating requirements.
This full-time position is based in Lusaka and will report tothe Zambia Team Lead.
Office Administration and Management
- Prepare correspondence (editing documents and preparing presentations) and provide administrative support during meetings
- Procurement support and office responsibilities (manage IT equipment and service provision, office supplies, and equipment insurance)
- Support the establishment and growth of the ThinkWell country office including government registration, tax registration and liaison activities, administrative duties, legal and compliance requirements, and logistics
- Prepare the annual returns for organizational license renewals to PACRA
- Assist ThinkWell with the transition from the PEO to in-house systems
- Support the day-to-day running of the office (transport and accommodation bookings, organizing meetings and meeting rooms, managing the inventory lists and all related correspondences)
- Support drafting the required organization's quarterly implementation reports to the government
Financial Management
- Develop and manage a payroll system for local staff prepare payroll and process salary
- Remittance of all tax and other statutory obligations, including pensions, and NHIMA contributions
- Ensure proper accounting of all project transactions using ThinkWell’s accounting system and local funding agency requirements
- Manage banking operations (receipt of funds, movements of funds and payroll), under the supervision of the Team Lead
- Ensure statutory compliance with various local laws, maintain financial files, and support audits
- Prepare online expense reports and mandatory financial documents
- Develop and maintain a filing system for financial documents in readiness for audits or tax reporting purposes
- Liaise with tax authorities as required and ensure timely remittance of compulsory items
- Support the Team Lead in the preparation of program budgets, reviews, and reports
- Maintenance of staff advances within acceptable levels
Human Resources
- Maintain all staff files; ensure that contracts, timesheets, and other necessary documents are submitted, maintained, and updated
- Maintain leave schedules and advise staff accordingly
- Prepare staff contracts for sign off by Team Lead
- Assist the Team Lead in planning for annual team-building sessions
- Coordinate with Talent team to manage local staff recruitment and onboarding
- Develop and maintain a secure confidential HR filing system
We Are:
ThinkWell core values are our fundamental organizational guiding principles. They define our corporate culture, influence our behavior at work and help us achieve our mission. Our values are:
Think big
Influence the conversation
Empower others
Be exceptional
Always question
Relate authentically
Evolve by learning
You Are:
ThinkWell core competencies are foundational skills and behaviors that align with our values and are expected of all employees.
An entrepreneurial, results-oriented ‘do-er’ with a willingness to take risk, think big and challenge conventional wisdom.
A change maker who reaches independent judgement with an open mind, influences the conversation, and seeks innovation.
Able to help create an empowering environment in which everyone feels free to take initiative, be accountable and fail intelligently (learn from mistakes).
A collaborative colleague who engages constructively with people from different cultures, orientations, and perspectives and maintains positive relations in a virtual world.
Principally motivated by a growth mindset, meaning the pursuit of knowledge, experience, and self-improvement. You always question and continuously learn.
Authentic, honest, direct, self-aware, and open to giving and receiving feedback.
Requirements
- BA/BS and 5+ years of experience or graduate degree and 3+ years of experience;
- Demonstrated skills and experience in financial management, accounting, donor compliance, human resources managemen