Finance Administrator

SUMMARY:
-

POSITION INFO:

ROLE PURPOSE

At our client, careful stewardship of resources is an expression of our values of Love, Compassion, Patience, Respect, Justice and Hospitality. The Finance Administrator is the custodian of the day-to-day finances of our client and the single point of accountability for cash management, payroll, supplier payments and statutory financial compliance in Zimbabwe.

This is a well-rounded, hands-on role: the incumbent manages cash and banking in a multi-currency environment, runs the monthly payroll and statutory remittances, controls creditor payments, maintains accounting records to trial balance, and ensures that every return due to ZIMRA, NSSA and other Zimbabwean authorities is submitted accurately and on time. The role reports to the Chief Financial Officer in Cape Town, works within the Region's financial policies and delegated authority, and gives the General Manager and Executive Management Team reliable, timely financial information.

KEY DUTIES AND RESPONSIBILITIES

1. Cash and Treasury Management

• Manage the daily cash position; prepare rolling weekly and monthly cash-flow forecasts in USD and ZiG and submit funding requests to Regional Finance in good time.

• Control all bank accounts, petty cash and cash on hand; perform daily cash counts and enforce dual control. Cash is receipted at reception or by the Facility Administrator; the Finance Administrator banks it within agreed timeframes and reconciles receipts to bankings.

• Prepare monthly bank reconciliations for every account and clear reconciling items within the month.

• Administer foreign- and local-currency transactions in line with Reserve Bank of Zimbabwe exchange-control requirements and our clients Care policy, accounting accurately for exchange differences.

2. Payroll and Employee Statutory Deductions

• Process the monthly payroll accurately and on time from authorised inputs (time and attendance, leave, appointments, terminations) received from the Facility Administrator and Heads of Departments.

• Calculate, remit and file by due date: PAYE and AIDS Levy (ZIMRA), NSSA pension and Workers' Compensation contributions, ZIMDEF manpower development levy, Standards Development levy, NEC dues, and medical aid, pension, union, garnishee and other third-party deductions.

• Reconcile payroll to the general ledger and bank monthly; issue payslips, post payroll journals and prepare annual employee tax returns.

• Compute leave and terminal benefits in accordance with the Labour Act and the applicable NEC agreement; keep payroll information strictly confidential.

3. Supplier Payments, Creditors and Resident Accounts

• Process supplier invoices against approved orders, quotations and goods-received confirmation, with correct authorisation under the delegation of authority before payment.

• Prepare weekly payment runs for release by authorised signatories; maintain the creditors age analysis and monthly supplier reconciliations to statements.

• Verify suppliers' ZIMRA tax clearance certificates and apply withholding tax where required; account correctly for VAT and the intermediated money transfer tax on payments.

• Control the supplier master file, in particular the verification and independent confirmation of all new or changed supplier banking details before payment (the contracts and SLA register remains with the Facility Administrator).

• Raise monthly resident fee invoices and statements from the admission, fee and movement information handed over by the Facility Administrator; allocate receipts and follow up outstanding accounts respectfully with residents and families in consultation with the General Manager; account for donations and grants separately and report to donors as required.

4. Statutory Submissions and Compliance in Zimbabwe

• Own the statutory compliance calendar: ensure all ZIMRA returns (PAYE, withholding tax, VAT where registered, income tax and exemption filings), NSSA, ZIMDEF, NEC and other statutory returns and payments are submitted before due date, with proof of submission filed.

• Maintain a valid ZIMRA tax clearance certificate and current registrations; support the registration and annual reporting obligations under the Private Voluntary Organisations Act.

• Meet fiscalisation, record-keeping and retention requirements; attend to ZIMRA, NSSA and other regulatory queries and audits with Regional Finance.

• Monitor changes in Zimbabwean tax, labour, exchange-control and PVO legislation and advise the CFO and General Manager of their financial impact.

5. Accounting Records, Reporting and Audit

• Capture all transactions daily in the approved accounting system; maintain cashbooks, general ledger, fixed asset register and balance sheet reconciliations to trial balance.

• Complete month-end within the Regional close timetable: journals, accruals, reconciliations and management accounts with variance commentary against budget for the General Manager, CFO and Executive Management Team.

• Attend or independently verify stock counts coordinated by the Facility Administrator, and account for stock, stock adjustments and write-offs in the ledger.

• Support the annual budget and year-end closure; prepare audit files and respond to internal and external auditors.

6. Governance, Controls and Values

• Apply our clients financial policies, delegated authority and internal controls; report fraud risks, control weaknesses or irregularities to the CFO without delay.

• Safeguard confidential resident, employee, donor and supplier information; live the values of our clients ; perform other reasonable duties aligned with the role as assigned by the CFO or General Manager.

QUALIFICATIONS & EXPERIENCE

• Diploma or degree in Accounting or Finance; a professional qualification (ACCA, CIS or ICAZ), complete or in progress, is advantageous.

• Three to five years' hands-on experience in a full-function finance role covering cash management, payroll and creditors; non-profit, healthcare or residential care experience is advantageous.

• Proven working knowledge of Zimbabwean payroll and statutory requirements (ZIMRA e-filing, NSSA, ZIMDEF, NEC) and multi-currency accounting.

• Proficient in a recognised accounting package, payroll software and Microsoft 365, particularly Excel.

COMPETENCIES (ESSENTIAL)

• Integrity, discretion and confidentiality; accuracy, attention to detail and deadline discipline.

• Strong reconciliation, analytical and problem-solving skills; clear written and verbal communication.

• Works independently under remote line management, collaborates closely with the team, and is committed to the mission and values of our client