Job Title: Finance and Admin Specialist

Department: Administration and Finance

Reporting line: Accounting Manager

Location: Lusaka

Grade: HL13

Job Overview

The Finance and Admin Specialist supports the company in optimizing the best administration and finance practices. S/he will provide excellent customer experience working closely with the administration and finance team. The Finance and Administration Specialist will support and demonstrate effective organizational and resource management skills. S/he will work closely with the line manager to ensure national and local regulations are complied with.

Key Responsibilities

• Serve as main point of contact for maintenance, office improvements, mailing, shopping supplies, equipment, bills, and errands.
• Supervise the day-to-day operations at ENGIE Energy Access Zambia office including managing office support staff – cleaners, gardeners, kitchen staff and security guards.
• Always maintain a highly professional working environment, ensuring that the office buildings and surroundings always look its best.
• Manage and ensure all insurance policies i.e Property, GPA, Risk, Goods in Transit, IT equipment’ Fixed assets’ fleet (motor vehicles and motor bike) are in place, up to date and premium charges are paid promptly’.
• Manage all insurance claims for ENGIE Energy Access Zambia.
• Conduct performance reviews such as 2x2x2 and 360s for all direct reports. i’e kitchen staff and security guards
• Manage the company shared mailbox and respond to those emails within 3 days and maintain polite and professional communication via phone, email etc
• Prepare minutes of meetings for administration and finance and make follow-ups on recommended action points.
• Ensure canteen services are closely monitored and in line with agreed deliverables and verify the cost associated with it
• Maintain and develop filling systems on SharePoint for invoices, contracts, administrative schedules and reports, and other relevant documentation.
• Provide general support to global visitors and ensure the cost related to their stay is always in line with Global policies.
• Submit and reconcile expense reports within 7 days of incurring such expenses
• Cover the reception desk.
• Obtain and renew company required licenses like business and trading licenses with the local authority.
• Assist in the development and implementation of security policies, protocols, and procedures in line with ENGIE Energy Access Zambia group security protocols.
• Lead the team of security guards to ensure they are equipped with all the necessary tools and are always ready for any emergencies or alarms.
• Investigate and report any security incidents to the Administration and Procurement Manager and HSE Manager for resolve when necessary.
• Monitor inventory of office supplies (Grocery and stationery) and kitchen supplies including plates and cutlery, and the purchasing of new material with attention to budgetary constraints.
• Monitor costs and expenses; and develop cost saving initiatives.
• Oversee facilities services, maintenance activities and trades persons (e.g. electricians’ plumbers etc.)
• Organize and supervise other office activities (garbage removal, recycling, renovations, event planning etc.)
• Invoice and Payments postings in SAP as a finance support function.
• Effective planned preventative maintenance schedule for office equipment such as air conditioning, printers, fire extinguishers, etc. to be put in place for ENGIE Energy Access Zambia
• Advice on all risks associated with each of the buildings and provide an action plan to remedy/minimize the risk.
• Lease Management and administration, ensure leases are renewed on time.
• Ensure that building rentals paid are within or below the prevailing market rates.
• Manage and co-ordinate Logistics across ENGIE Energy Access Zambia to ensure maximum benefit.
• Identify and develop relationships with key airlines and airline agents and track their performance and capability.
• Manage housekeeping, ensuring that there is an effective use of office space, the right furniture is procured, allocation of office spaces and meeting rooms.
• Organize a hiring system for important documents – effective records management.
• Identify and develop key relationships with hotels, ensuring that EEA gets the best rates possible for event meetings and conferences as well as accommodation for both internal and external visitors where necessary.
• Ensure cost effective but efficient and quality logistics management is in place – events, meetings conferences, travel arrangements and accommodation bookings are made.
• Identifying and developing key vendor relationships with contractors and managing their performance and capability.
• Management of refurbishment of office spaces/outlets
• Developing and implementing Facilities management strategies.

Any other duties that will be assigned by the Accounting Manager.

This is a non-exhaustive list which will be subject to change from time to time. As our business evolves, so too might the specifics of our work. This flexibility allows us to better meet the changing needs of the company.

Required Skills & Experience

• 3 years minimum work experience
• Bachelor’s degree in business administration/finance/accounting.
• Microsoft Office Excel skills, and accounting systems (preferably SAP)
• Attention to detail, strong organizational skills
• Enjoys working with a team to achieve joint goals
• Demonstration of integrity and honesty
• Demonstrated resourcefulness in proposing new ways of driving efficiencies .