Accounts & Admin Assistant

An Accounts/Admin Assistant provides essential support across an organization’s financial and administrative functions. This role bridges core bookkeeping responsibilities with day-to-day office management, ensuring smooth operations, accurate financial records, and effective communication.

Key Responsibilities

1. Accounting Support

• Process accounts payable (invoices, expenses) and accounts receivable (issuing invoices, tracking outstanding payments).

2. Reconciliations & Reporting

• Assist with month-end processes by reconciling bank statements.
• Prepare basic financial reports and summaries.

3. Data Entry & Record Keeping

• Accurately record financial transactions, including petty cash, journals, and ledgers.
• Maintain organized and up-to-date financial records.

4. General Administration

• Manage daily office communications (emails, phone calls, visitor reception).
• Schedule meetings and handle correspondence efficiently.

5. Inventory & Procurement

• Monitor, order, and manage office supplies.
• Liaise with vendors regarding orders, billing, and payments.

6. HR & Payroll Support

• Maintain staff timesheets and leave records.
• Assist in preparing payroll data and related documentation.

Qualifications

• Diploma or Degree in Accounting, Business Administration, or a related field.

Experience

• 1–3 years of practical experience in bookkeeping, accounting, or administrative roles.

Accounting Knowledge

• Strong understanding of basic accounting principles.
• Familiarity with double-entry bookkeeping and debt collection practices.

Core Skills

Technical Skills

• Proficiency in Microsoft Office, especially MS Excel (spreadsheets, formulas, and basic data analysis).

Organization & Attention to Detail

• Excellent time management and multitasking abilities.
• High level of accuracy when handling financial data.

Communication Skills

• Strong verbal and written communication skills for interacting with clients, vendors, and internal teams.

Compliance & Regulatory Responsibilities

• Ensure timely submission of statutory obligations to:
• Zambia Revenue Authority (ZRA)
• National Pension Scheme Authority (NAPSA)
• National Health Insurance Management Authority (NHIMA)
• Maintain compliance with local regulatory bodies such as:
• Lusaka City Council
• Zambia Public Procurement Authority (ZPPA)
• Zambia Tourism Agency (or relevant tourism boards)

This role is critical in maintaining financial accuracy, operational efficiency, and regulatory compliance within the organization.