Office Administration & Tax Compliance Officer

Job Profile

Job Title: Tax Compliance & Office Administration Officer

Location: Zambia

Reports to: Director

Department: Finance & Administration

Employment Type: Full-time

Job Purpose

To ensure the company's full compliance with Zambia Revenue Authority (ZRA) statutory requirements — including tax returns, excise duty administration, and Smart Invoice management — while supporting business development through preparation of company profiles for prospective clients, managing company correspondence, and ensuring smooth day-to-day operations.

Key Responsibilities

Tax Compliance

Tax Returns

• Prepare and file all statutory returns via the ZRA TaxOnline II portal: VAT, PAYE, Withholding Tax, Corporate Income Tax (provisional and annual), and Turnover Tax where applicable
• Reconcile tax ledgers and ensure accuracy of all declarations before submission
• Process tax payments within statutory deadlines and maintain proof-of-payment records
• Handle ZRA queries, audits, and assessments; support objection and appeal processes

Excise Duty Administration

• Prepare and submit excise duty returns and ensure timely payment
• Maintain excise registers and supporting records in line with the Customs and Excise Act
• Liaise with ZRA on excise licensing and compliance inspections
• Monitor changes in excise rates and legislation and advise management on impact

Smart Invoicing

• Administer the ZRA Smart Invoice system: setup, user management, item and tax code mapping
• Ensure all invoices, credit notes, and debit notes are correctly issued and transmitted through Smart Invoice
• Reconcile Smart Invoice data with the accounting system and VAT returns
• Troubleshoot system issues with ZRA and software vendors

General Compliance

• Maintain a tax compliance calendar to ensure zero late filings and penalties
• Keep abreast of Zambian tax legislation changes and brief management accordingly

Office Administration

• Prepare professional company profiles and proposals for prospective clients, tailoring content to each opportunity and ensuring documents are accurate, well-presented, and up to date
• Manage company email correspondence: send, respond to, and follow up on emails promptly and professionally; escalate matters requiring management attention
• Ensure smooth day-to-day operations: coordinate office activities, anticipate and resolve operational issues, and keep management informed
• Maintain organized filing systems for company records, client documents, and statutory files
• Support scheduling of meetings and coordination with clients, suppliers, and stakeholders

Qualifications & Experience

• Certificate in Accountancy, Finance, Business Administration, or Taxation
• 1+ years' combined experience in tax compliance and administrative roles
• Hands-on experience with ZRA TaxOnline II and Smart Invoice systems
• Working knowledge of the Income Tax Act, VAT Act, and Customs and Excise Act
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint) — essential for preparing polished company profiles

Key Competencies

• Excellent written communication — able to draft professional emails and client-facing documents
• Strong attention to detail and deadline discipline
• Organizational and problem-solving ability to keep operations running smoothly
• Integrity, discretion, and confidentiality
• Professional, client-oriented attitude
• Proactive and self-managing

Key Performance Indicators

• Zero late statutory filings or penalties
• 100% of sales invoices transmitted through Smart Invoice
• Company profiles/proposals delivered accurately and on time
• Emails responded to within agreed turnaround time (e.g., 24 hours)
• Operational issues resolved promptly with minimal disruption