Project | Organisation Description

Nutrition Action Zimbabwe (NAZ) is a local registered PVO operating in Zimbabwe since 2014, focusing on combating malnutrition through both nutrition-specific and nutrition-sensitive programming.

NAZ will implement a consortium-led project aimed at improving nutrition and health outcomes in shock-affected communities in Binga and Gokwe North districts. The project targets the critical first 1,000 days and integrates: Multipurpose Cash Transfers (MCT), Integrated Community Case Management (ICCM) , Maternal, Adolescent, Infant and Young Child Feeding (MAIYCF) , WASH and Risk Communication , Protection, SGBV referral systems and MHPSS and  Strengthening of local health systems and service delivery The project addresses both proximal and underlying causes of malnutrition, while reinforcing resilience through linkages to livelihoods and social protection systems.

Position summary:

The Finance and Administration Assistant will support the efficient financial, administrative, logistics, and compliance functions at field level.

The role ensures: Accurate financial processing and reporting, Strong internal controls and audit readiness, Efficient office and logistics operations, Full compliance with donor, NAZ, and statutory requirements. The position provides comprehensive finance, accounting, administration and operational support to the project. and plays a critical operational support role, enabling effective implementation of cash-based interventions, health and nutrition programming, and protection-sensitive services aligned with NAZ financial rules and donor regulations.

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Duties and Responsibilities

include but are not limited to:  

Objective 1: Finance and Accounting Management (Field Level)

• Process, verify, and record all financial transactions (payments, advances, reimbursements, vendor invoices) in compliance with NAZ and donor regulations.
• Review and verify all payment requests, travel advances and expense reports for completeness, accuracy, proper authorisation, budget availability and correct account coding prior to processing.
• Maintain accurate and up-to-date cashbooks, ledgers, and supporting documentation (both manual and digital systems).
• Maintain and reconcile field office petty cash and bank accounts; ensure proper authorization for access, conduct regular cash counts and ensure sufficient liquidity for project operations and distributions.
• Conduct monthly bank and cash reconciliations, ensuring discrepancies are identified and resolved promptly.
• Prepare and submit monthly financial reports, including expenditure tracking and budget variance analysis.
• Support budget monitoring, ensuring expenditures align with approved budgets and donor conditions.
• Prepare cash forecasts and fund requests in coordination with Finance Manager and HQ.
• Ensure correct account coding and cost allocation for all transactions.
• Support payroll inputs, including casual labour tracking and statutory deductions (PAYE, NSSA, etc.).
• Maintain proper financial filing systems to ensure audit readiness.
• Support financial tracking and reconciliation for Multipurpose Cash Transfer (MCT) activities.

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Objective 2:  Program Support and Coordination

• Provide financial and administrative support to program teams (nutrition, health, protection, WASH).
• Support activity budgeting, tracking, and reconciliation for field-level interventions.
• Facilitate coordination between finance, logistics, and program teams to ensure smooth implementation.
• Support reporting requirements for donor compliance and program monitoring.
• Assist in financial planning and tracking for outreach, ICCM, and community-based interventions.

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Objective 3: Administration, Logistics and Human Resources Support

• Office Management & Daily Administration
  • Assume overall responsibility for all administrative aspects of the Field Office in accordance with NAZ policies, ensuring smooth daily operations.
  • Ensure office supplies, utilities, equipment, cleaning services, and security are maintained and adequately resourced.
  • Manage the repair, servicing and preventative maintenance of office and field equipment, furniture and fixtures; maintain a tracking system.
  • Facilitate administrative coordination for meetings, trainings, and workshops.
• Fleet and Asset Management (Field Level)
  • Manage the field office fleet – fuelling, vehicle servicing scheduling, mileage and fuel consumption tracking, driver supervision.
  • Ensure logbooks are accurately maintained and fuel reconciliations are performed monthly.
  • Maintain and update field office asset and inventory registers; conduct quarterly physical asset verifications and submit consolidated reports to HQ.
  • Manage programme assets at field office and project sites.
  • Manage office equipment, maintenance schedules, and service contracts.
• Procurement and Logistics (Field Level)
  • Follow NAZ procurement guidelines: collect competitive quotations, prepare Purchase Requests and Purchase Orders, verify goods received.
  • Ensure proper documentation and filing of procurement processes for compliance and audit purposes.
  • Regularly review and update vendor/service provider lists; negotiate terms and monitor performance.
  • Coordinate with HQ Logistics for procurements exceeding field office threshold.
  • Ensure proper storage, issuance and tracking of supplies.
  • Ensure compliance with logistics and supply chain procedures
• Human Resources Support (Field Level)
  • Assist the Field Supervisor and the overall H.R function in implementing HR policies and procedures; monitor compliance and propose updates.
  • Support recruitment of casual labour engagement, and daily manual workers: their induction and onboarding, contract issuance, timesheet completion and validation.
  • Help track attendance, leave, and timesheets for field staff and enforce compliance, application and authorization protocols.
  • Help the Payroll admin in Compiling payroll input information (attendance, overtime, casual labor days) and forward to HQ HR for processing.
  • Assist the Field Supervisor in scheduling and organizing staff performance appraisal meetings.
  • Maintain confidentiality of all HR information and ensure compliance with Zimbabwe labour laws.
• Supervision of casual Support Staff
  • Directly supervise field office support casual staff (cleaner, caretaker, driver, administrative casuals), setting priorities, monitoring performance, and providing coaching.
• Filing, Reporting and Knowledge Management

• Establish and maintain a well organised filing and archiving system (both paper and electronic) for all financial, administrative, HR and procurement documents, enabling quick retrieval and audit readiness.
• Ensure all finance vouchers, contracts, procurement files and payroll records are properly labelled, complete and securely stored.
• Participate in the training of project staff on financial policies, donor compliance, cash handling procedures and fraud prevention.
• Contribute to knowledge sharing within the Finance Unit and with programme stakeholders, documenting lessons learned and good practices in MPCT administration and field finance.

• Other Administrative Duties

• Perform any other administrative, logistics or HR-related tasks as assigned by the Field Supervisor or Finance Officer.

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Objective 4: Compliance, Internal Control and Audit Support (Field Level)

• Ensure full compliance with NAZ operational rules (as laid out in NAZ policies), donor terms and conditions, and applicable local laws (including statutory regulations).
• Monitor project expenditure against approved budgets, flagging under/overspends and communicating risks to the Senior Finance Officer and Project Manager.
• Implement internal control measures to safeguard assets, prevent fraud and ensure that all transactions are properly authorised, documented and recorded.
• Prepare and submit ad hoc and periodic donor financial reports (monthly, quarterly, annual) in line with grant agreements and donor reporting calendars.
• Support internal and external audits by providing accurate, complete financial records, supporting documentation and timely responses to auditor queries.
• Maintain an up-to-date risk register for field finance activities and contribute to the development of mitigating actions.
• Prepare monthly project expenditure reports and submit to HQ for review and posting

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Objective 5:  I.T Systems and Data Management (Field Level)

• Utilize procurement/accounting /Admin software or ERP (e.g., ODOO, SAGA, QuickBooks or equivalent) for transaction processing and reporting.
• Maintain well-organized digital and physical filing systems.
• Ensure data accuracy, integrity, and security of financial and administrative records.
• Use Microsoft Excel (advanced) for financial tracking, reconciliations, and reporting.
• Support digitization and documentation of finance and administrative systems.
• Support awareness & training of staff on general ICT tools, digital literacy, and safe technology use practices.
• Provide first-level technical support to staff on ICT-related issues (hardware, software, connectivity, user access) and escalate complex issues where necessary.

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Policy compliance – Mandatory Reporting Policy (MRP):

• Comply with all NAZ policies.  
• Assist where necessary in undertaking activities that aim to prevent the occurrence of sexual abuse and exploitation of beneficiaries by NAZ and other humanitarian workers.

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Confidentiality:

• Ensuring the non-disclosure of any information whatsoever relating to the practices and business of NAZ acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty.

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Confidentiality:

Note:  The role of Finance and Administration Assistant cannot be limited to the specific duties and tasks detailed herein and may be adjusted in accordance with the needs and operational circumstances of the organization. The success of the NAZ’s mission is the highest priority and all issues which arise must be addressed accordingly. Therefore, the Finance and Administration Assistant will be required to manage all unforeseen issues and circumstances and remain flexible to perform other duties, as and when required.

Qualifications and requirements:

The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training.

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Education & Experience

• Base Qualification: A bachelor’s degree (B.Sc.) in Accounting, Finance, Business Administration/Management, Economics, Banking & Finance Commerce or a closely related field;
• Professional Certifications are considered an added advantage.
• Core Experience: At least 2 years of professional experience encompassing Finance, Administration, Human Resources, and/or Logistics.
• Essential Background: Prior experience working with Non-Governmental Organizations (NGOs), managing donor-funded programs,

Technical Competencies

• Financial & IT Systems: Proficiency in utilizing accounting or ERP software (such as QuickBooks, ODOO, SAGA, ETC) and advanced proficiency in Microsoft 365 Apps for reconciliations and reporting.
• Statutory & Compliance Knowledge: Familiarity with Zimbabwe statutory laws, and donor compliance standards.
• Operations & Logistics: Proven ability to manage procurement processes, fleet scheduling, inventory registers, and asset verifications.
• Project-Specific Skills: Experience supporting financial tracking for Multipurpose Cash Transfers (MCT) and assisting with audit preparations.
• IT Troubleshooting: Ability to provide first-level ICT support to staff regarding hardware, software, and connectivity issues.

Core Skills & Attributes

• Organization & Time Management: Exceptional planning skills with the ability to effectively juggle competing priorities and manage stress.
• Interpersonal Dynamics: Highly developed communication and negotiation skills, with the ability to give effective feedback and operate as a strong team player.
• Core Values: A demonstrated champion of the NAZ Charter values, including Professionalism, Transparency, Neutrality, Commitment to PSEA, safeguarding, and NAZ policies.
• High integrity, professionalism, and confidentiality

HOW TO APPLY 

Use this smart recruiter’s platform link  to upload your CV and application letter and to input the required information in the  data fields on the platform by the 15th of May 2026: 

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Nutrition Action Zimbabwe (NAZ) upholds the highest standards of integrity and accountability in all its operations. We maintain a strict zero-tolerance policy towards fraud, sexual exploitation and abuse, harassment—including sexual harassment—and discrimination. To safeguard our values and ensure transparency, all candidates selected for recruitment will undergo comprehensive reference and background checks.

It is important to note that NAZ does not request, require, or accept any form of payment at any stage of the recruitment process. Any solicitation of payment in exchange for recruitment consideration is fraudulent, undermines our principles, and must be reported without delay. This safeguard ensures that our recruitment practices remain fair, merit-based, and free from exploitation.

For verification or reporting concerns, please contact:

Toll Free: 0808 0418   |   Phone: +263 24 2886 541 |