Finance and Administration Officer

The Finance and Administration Officer is responsible for maintaining complete books of accounts, managing supplier invoices, supporting financial controls and compliance, assisting in financial planning and analysis, supporting audits, and overseeing general office administration to ensure smooth daily operations in Gweru, Zimbabwe.

Responsibilities

• Maintain complete books of accounts in line with SCI Zimbabwe Finance Manual ensuring transactions are recorded and posted on a weekly basis.
• Prepare weekly bank and cash general ledgers and Cash Offline Spreadsheet (GLACOS) for posting.
• Ensure all project payments and invoices are properly coded and authorized as per SCI-Zimbabwe CO Scheme of Delegation before posting.
• Follow SCI financial calendar to ensure timely posting of expenses before soft close.
• Participate fully in month end closure processes.
• Reconcile supplier invoices in ProSave, ensuring accuracy of bank details and commodity codes.
• Review project Purchase Order commitment reports before month end and work with Supply Chain to close active Purchase Orders in ProSave to mitigate auto accruals.
• File proof of payments and authorized payments runs for all reconciled invoices in ProSave.
• Support strengthening of internal controls and adherence to regulatory requirements.
• Ensure segregation of duties in all financial tasks.
• Prepare monthly cash and bank reconciliations in Agresso with month end closure deadlines.
• Review and reconcile petty cash accounts daily.
• Track and reconcile partner liquidations for the GCF AY4SF project.
• Participate in partner monitoring visits and expenditure verifications for the project.
• Work with Finance and Admin Coordinator to mitigate donor expenditure disallowances.
• Assist in preparing donor financial reports for the GCF AY4SF Project.
• Monitor project budget performance and provide variance analysis.
• Upload SOF budgets accurately and on time.
• Prepare project monthly cash forecasts to ensure liquidity for operations.
• Support donor specific internal and external audits.
• Provide documentation and clarifications during audits.
• Participate in audit meetings and follow up on audit recommendations.
• File and archive transaction vouchers with supporting financial documents, both physically and electronically on SharePoint for easy retrieval.
• Communicate with suppliers to resolve queries and reconcile accounts.
• Escalate financial risks identified or suspected fraud.
• Perform other finance tasks as required to support departmental operations.
• Oversee general office administration to ensure smooth daily operations.
• Manage office supplies, stationery, and consumables, ensuring timely procurement and replenishment.
• Coordinate maintenance of office equipment and facilities, liaising with service providers as needed.
• Support logistics for meetings, workshops, and staff travel arrangements.
• File and archive administrative records alongside financial documentation, both physically and electronically.
• Maintain a safe, organized, and professional office environment in line with SCI Health & Safety policies.
• Monitor and track office utility bills to ensure timely settlement and accurate record-keeping.
• Ensure Child Safeguarding is incorporated in partnerships with stakeholders and key private sector partners as per the Minimum Operating Standards.
• Familiarise with Save the Children’s Child Safeguarding Policy and strictly adhere to it.
• Carry out responsibilities reflecting Save the Children’s commitment to safeguarding children, in accordance with Code of Conduct and Child Safeguarding Policy.
• Report any Child Safeguarding concerns to the focal person or using other available reporting mechanisms (e.g. Datix).

Requirements

• Degree in Accounting
• Partial professional qualification (ACCA, CIMA, CIS) preferred.
• Minimum 5 years’ relevant experience, ideally with international NGOs.
• Strong knowledge of accounting systems (Agresso, ProSave) and financial reporting.
• Excellent analytical, organizational, and communication skills.
• High integrity, self motivation, and ability to meet deadlines.
• Excellent analytical skills – the ability to analyse complex financial data and design and produce effective management information.
• Excellent experience of budgeting and budget management.
• Excellent understanding of financial systems and procedures.
• Strong business acumen and the ability to contribute to strategic decisions.
• Excellent experience of computerised accounts packages, Excel, PowerPoint and Word.
• Strong communication and interpersonal skills.
• Ability to manage a complex and diverse workload and to work to tight deadlines.
• Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies.
• A full appreciation of the value of co-operation, both internationally and within a team environment.
• Understanding of Save the Children’s vision and mission and a commitment to its objectives and values.
• Willingness and ability to travel extensively in country
• Written and verbal fluency in English
• External Audit Experience (Desirable)

Skills

• Accounting
• Financial Reporting
• Budget Management
• Financial Systems
• Agresso
• ProSave
• Computerized Accounts Packages
• Excel
• Power Point
• Word
• Analytical Skills
• Financial Data Analysis
• Management Information Systems
• Business Acumen
• Audit Support
• Supplier Invoice Management
• Financial Planning
• Compliance Management
• Office Management
• Workload Management

Languages

English