Finance and Administration Specialist

About the Company

Enigma Pharmaceuticals Limited operates as a prominent supplier of pharmaceutical and medical products throughout Zambia. The company focuses on improving healthcare delivery by ensuring reliable procurement, distribution, and support for essential medicines and supplies nationally.

Job Purpose

The Finance and Administration Specialist will manage the financial and administrative operations, ensuring accuracy in financial records, compliance with regulatory requirements, and efficient office management. This role supports the strategic growth plans of the organization.

Key Responsibilities

• Keep accounting records and ledgers updated and precise.
• Compile financial reports monthly, quarterly, and annually for both internal use and external stakeholders.
• Prepare and oversee budgets, forecasts, as well as cash flow reports.
• Administer payroll, ensuring compliance with statutory obligations such as ZRA, NAPSA, and NHIMA, including managing remittances.
• Handle supplier payments, staff expense reimbursements, and perform bank reconciliations.
• Ensure all financial transactions are correctly documented and authorized.
• Coordinate yearly audits by working closely with external auditors and financial institutions.
• Manage inventory accounting and reconcile stock valuations against warehouse records.
• Oversee administrative duties, including procurement, fleet management, and facilities maintenance.
• Maintain and update fixed asset registers, ensuring adequate insurance coverage.
• Support procurement procedures and enforce adherence to internal controls.
• Manage timely renewal of licenses, leases, and service agreements.
• Supervise administrative personnel ensuring smooth office operations.
• Arrange logistics for meetings, workshops, and external company events.
• Maintain secure and organized filing systems for financial and administrative documents.

Qualifications and Experience

• Completion of Full Grade 12 certificate.
• Bachelor’s degree in Accounting, Finance, Business Administration, or related discipline.
• Professional certifications such as ZICA Licentiate, ACCA Level II/III, or an equivalent CIMA qualification.
• At least three years of relevant experience in finance and administration, preferably within pharmaceutical or FMCG sectors.
• Proficiency in accounting programs like QuickBooks, Pastel, or comparable software.
• Strong understanding of financial compliance, ZRA regulations, and payroll management systems.
• Membership in ZICA or another recognized accounting body is advantageous.
• Possession of a valid Zambian Driving License.

Skills and Competencies

• Meticulous attention to detail, with a focus on accuracy and maintaining confidentiality.
• Strong analytical and problem-solving skills.
• Effective communication and interpersonal abilities.
• Competent in Microsoft Office tools including Excel, Word, and Outlook.
• Capacity to prioritize and juggle multiple tasks effectively under pressure.
• Excellent organizational and leadership skills for managing a team.
• Candidates must state their salary expectations in their application cover letter.

Additional Information

Interested applicants should send their CV, cover letter, National Registration Card or Passport, valid Driver’s License copy, and verifiable references to the company's official email. Enigma Pharmaceuticals Limited will perform background checks on shortlisted candidates. Include the subject line: "Finance and Administration Specialist Application – [Your Full Name]" and mention the soonest available start date in the cover letter. Applications close on 8th August 2025. Only candidates shortlisted for the next phase will be contacted.