Finance and Administration Manager

Zambia Institute of Purchasing and Supply - Location: Lusaka, Lusaka Province, Zambia, Lusaka

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Finance and Administration Manager



The Zambia institute of purchasing and supply (ZIPS) was  established underthe Act No, 150f 2003 of the laws of Zambia. The main function of the institute is to certify and regulate professional conduct of all Procurement and Supply practitioners as well as build capacity for the practitioners in the Purchasing and Supply Profession inZambia.

The Institute now seeks to recruit a suitable, highly motivated and goal oriented professional to fill the following vacancies.



The Finance and Administration Manager will be in charge of overall management of the Zambia Institute of Purchasing and Supply (ZIPS) financial and administration in consultation with  Executive Director and the National Treasurer.


Working under the supervision of the Executive Director (ZIPS), the specific responsibilities of the Finance and Administration Manager shall be;

  • Ensures that the Institute’s financial transactions are recorded in various books of accounts on a daily basis
  • Monitor effectively expenditure to ensure compliance to budget and accounting principles
  • Timely preparations of monthly, quarterly and annual financial statements and reports for audit certification
  • Ensure formulation of accounting policies and standards that are in line with the International Standards
  • Timely provision of relevant information to ZIPS Council as may be required from time to time for decision making
  • Ensures timely preparation of daily, monthly, quarterly and yearly bank reconciliations and general ledger reconciliation
  • Promote the use of efficient money transmission system for receipts and payments
  • Ensure timely preparation and review of daily cash report and ensure that funds are banked in appropriate accounts to optimise effciency and return on shortterm funds
  • Ensure that all cash received agrees with the banking summary report priorto banking and ensure that all monies received are banked in the respective bank accounts
  • Ensure timely preparation of annual
  • Prepare weekly cash-flows and cash forecast to ensure efficient cash management and sufficient funds for operations and capital expenditure for major projects are available
  • Identify sources of funds received via electronic transfer (EFT) and ensure that the funds are receipted and properly accounted forin the Institute’s books of accounts
  • Analyse the exchange gain and loss account to ensure that transactions are properly recorded in the financial statements
  • Re-value foreign exchange dominated balance sheet accounts as required for the preparation of financial statements
  • Analyse exchange rates on foreign exchange transactions offered by various financial institutions and give guidancc to management on the most competitive
  • Keep under review and recommend changes where necessary, providers of short, medium and long term investment/deposits to ensure security and maximise revenue from placement of these funds
  • Prepare salaries and statutory contributions for example, NAPSA contributions, PAYE and others on time
  • Review reports from Chapters accounts and ensure adequate supen/ision and motivation
  • Promote team vork and tasks sharing and ensure treasury functions are met on a daily basis
    Write and maintain written procedures for inclusion in the finance procedures manual concerning all the aspects of the accounting procedures
  • Agree, monitor and review performance of subordinate staff to ensure that they work towards meeting their performance objectives
  • Work with external auditors at the time of auditing the Institute
  • Develop and implement Reporting templates
  • Perform any other functions that may be assigned by the Executive Director from time to time


  • Full Grade 12 certificate
  • Degree in Accountancy Professional qualifications such as ZICA
  • Must have at least Five years working experience at Senior Management level in a reputable organization in a similar position,
  • Must be conversa nt vith Accounting packages
  • Excellent communication skills, both oral and written.
  • Must be a member of ZICA


Min education
Primary school
Required experience
4 Years
Not defined
Not defined
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