Office Administration & Tax Compliance Officer

Job ProfileJob Title: Tax Compliance & Office Administration OfficerLocation: ZambiaReports to: DirectorDepartment: Finance & AdministrationEmployment Type: Full-timeJob PurposeTo 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 ResponsibilitiesTax ComplianceTax ReturnsPrepare 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 applicableReconcile tax ledgers and ensure accuracy of all declarations before submissionProcess tax payments within statutory deadlines and maintain proof-of-payment recordsHandle ZRA queries, audits, and assessments; support objection and appeal processesExcise Duty AdministrationPrepare and submit excise duty returns and ensure timely paymentMaintain excise registers and supporting records in line with the Customs and Excise ActLiaise with ZRA on excise licensing and compliance inspectionsMonitor changes in excise rates and legislation and advise management on impactSmart InvoicingAdminister the ZRA Smart Invoice system: setup, user management, item and tax code mappingEnsure all invoices, credit notes, and debit notes are correctly issued and transmitted through Smart InvoiceReconcile Smart Invoice data with the accounting system and VAT returnsTroubleshoot system issues with ZRA and software vendorsGeneral ComplianceMaintain a tax compliance calendar to ensure zero late filings and penaltiesKeep abreast of Zambian tax legislation changes and brief management accordinglyOffice AdministrationPrepare professional company profiles and proposals for prospective clients, tailoring content to each opportunity and ensuring documents are accurate, well-presented, and up to dateManage company email correspondence: send, respond to, and follow up on emails promptly and professionally; escalate matters requiring management attentionEnsure smooth day-to-day operations: coordinate office activities, anticipate and resolve operational issues, and keep management informedMaintain organized filing systems for company records, client documents, and statutory filesSupport scheduling of meetings and coordination with clients, suppliers, and stakeholdersQualifications & ExperienceCertificate in Accountancy, Finance, Business Administration, or Taxation1+ years' combined experience in tax compliance and administrative rolesHands-on experience with ZRA TaxOnline II and Smart Invoice systemsWorking knowledge of the Income Tax Act, VAT Act, and Customs and Excise ActStrong proficiency in Microsoft Office (Word, Excel, PowerPoint) — essential for preparing polished company profilesKey CompetenciesExcellent written communication — able to draft professional emails and client-facing documentsStrong attention to detail and deadline disciplineOrganizational and problem-solving ability to keep operations running smoothlyIntegrity, discretion, and confidentialityProfessional, client-oriented attitudeProactive and self-managingKey Performance IndicatorsZero late statutory filings or penalties100% of sales invoices transmitted through Smart InvoiceCompany profiles/proposals delivered accurately and on timeEmails responded to within agreed turnaround time (e.g., 24 hours)Operational issues resolved promptly with minimal disruption