Finance and Admin Assistant
CHILD SAFEGUARDING: Level 2: either the role holder will have access to personal data about children and/or young people as part of their work; or they will be working in a ‘regulated’ position; therefore a police check will be required.
ROLE PURPOSE: The Finance and Administration Assistant is responsible for the effective application and enforcement of SC accounting, administration, reporting systems and internal control procedures.
SCOPE OF ROLE:
Reports to: Nduta/Kibondo Field Manager, dotted line to Kasulu Finance Officer
Number of direct reports: 1 – Kibondo part-time Office Assistant
KEY AREAS OF ACCOUNTABILITY:
Finance support
Implementation of SC technical accounting policies and practices and enforcement of SC financial reporting systems and internal financial control procedures across the Kibondo Programme.
Ensure SC Kibondo Programme complies with all local taxation regulations.
Ensure that all bank/cash transactions are accurately entered into General Ledger And Cash Offline spreadsheets [GLACOS] and trackers on a daily basis and monthly accounts are closed timely.
Review all supporting documentation to ensure it complies with the SC financial procedures, donor policies and provides a complete audit trail.
Review balance sheet accounts on a monthly basis including all debt monitoring.
Responsible for cash /bank reconciliation at month end.
Responsible for supporting Budget versus Actual Reviews on a monthly basis and supporting any necessary re-classing exercises.
Ensure that financial documents are archived properly and submitted to Dar office in appropriate manner
Liquidity and cash flow management
Manage and control cash in hand for Kibondo office including ensuring weekly and monthly cash reconciliation.
Ensure all payments to suppliers are made in a timely and accurate manner for smooth implementation of program activities.
Request cash transfers from Dar es Salaam in consultation with Kibondo Field Manager and Emergency Response Manager to ensure adequate but not excessive cash is held in order to carry out programme activities.
Ensure all cash and bank reconciliations are conducted on monthly basis.
Keep track of program floats /advances and ensure that the advances are issued and liquidated according to financial procedures as described in SCI financial manual.
Prepare a list of outstanding floats for Kibondo Field Manager’s review on weekly basis and follow up to ensure retirement of all floats within TWO weeks.
Ensure Kibondo field office expenditure is recorded in GLACOS and shared with Kasulu office for review consolidation before being sent to Dar on a weekly basis.
Advise Kibondo Field Manager of any operational challenges or discrepancies relating to the financial management of the programme in a timely manner.
Makes sure that events and workshop involving MPESA payments are planned properly for cash flow purpose and during the events documentation are collected and initiated /Shared for timely MPESA payments.
Be the MPESA focal point in Kibondo field office.
Administration support
Greet all visitors to the office and deal with their requirements.
Make travel bookings which include flight and hotel bookings for SC staff and visitors followed SC policies and procedures and ensure that the Travel Planner is updated weekly.
Act as the contact person to help visitor enquiries and arrangements where necessary
Prepare data base and update contacts (INGO, donors, government and other collaborators)
Acknowledge receipt of sundries & stationery before entered into SC stores
Update invoice register on daily basis and provide weekly updates of invoice tracker to Kasulu Finance Officer, Kasulu Logistics Assistant, and the Kibondo/Nduta Field Manager
Process on a timely manner all invoices for payment of services and utilities, based on an updated invoice checklist for the Kibondo office
Provide monthly analysis of stationery and consumables and ensuring that the same is well managed, issued to staff and orders placed with procurement staff on a timely basis
Support Field Office staff in preparation for and organization of workshops and meetings ensuring value for money and due diligence process for selecting venues. Maintain a database of approved venues
Process business cards for staff as requested by line managers
Ensure effective and efficient use of all SC resources in order to keep costs low and ensure the security of all staff
Comply with all SC policies and procedures with respect to child protection, health and safety, security, equal opportunities and other relevant policies.
BEHAVIOURS (Values in Practice)
Accountability:
Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
Widely shares their personal vision for Save the Children, engages and motivates others
Future orientated, thinks strategically and on a global scale.
Collaboration:
Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
Values diversity, sees it as a source of competitive strength
Approachable, good listener, easy to talk to.
Creativity:
Develops and encourages new and innovative solutions
Willing to take disciplined risks.
Integrity:
Honest, encourages openness and transparency; demonstrates highest levels of integrity
QUALIFICATIONS AND EXPERIENCE
Essential
Commitment to and understanding of Save the Children’s values, principals and Child Safeguarding policy.
Degree/ diploma in relevant subject i.e. Finance or Business Administration
At least 3 years accounting and administration experience
Demonstrated good skills and experience in managing financial, office administration
Previous experience in Humanitarian emergency settings will be added advantage
Knowledge and experience of financial computer applications, including spreadsheets (e.g. Excel), and Microsoft Office
Good personal organisational skills including time management and ability to meet deadlines.
Ability to work as part of the team with interpersonal skills
Ability to work under pressure.
Fluency in written and spoken English.
An understanding and appreciation of, and commitment to “customer service”
Strong organization and planning skills to prioritize a busy workload and meet deadlines
Ability to develop and implement effective and efficient admin systems
Desirable
Good negotiation skills
High levels of self motivation, integrity, commitment and enthusiasm
A person with positive attitude
Location: Tanzania
Contract - Full-Time
Closing date: Monday 5 September 2016
All jobs close at midnight UK time on the date specified
CHILD SAFEGUARDING: Level 2: either the role holder will have access to personal data about children and/or young people as part of their work; or they will be working in a ‘regulated’ position; therefore a police check will be required.
ROLE PURPOSE: The Finance and Administration Assistant is responsible for the effective application and enforcement of SC accounting, administration, reporting systems and internal control procedures.
SCOPE OF ROLE:
Reports to: Nduta/Kibondo Field Manager, dotted line to Kasulu Finance Officer
Number of direct reports: 1 – Kibondo part-time Office Assistant
KEY AREAS OF ACCOUNTABILITY:
Finance support
Implementation of SC technical accounting policies and practices and enforcement of SC financial reporting systems and internal financial control procedures across the Kibondo Programme.
Ensure SC Kibondo Programme complies with all local taxation regulations.
Ensure that all bank/cash transactions are accurately entered into General Ledger And Cash Offline spreadsheets [GLACOS] and trackers on a daily basis and monthly accounts are closed timely.
Review all supporting documentation to ensure it complies with the SC financial procedures, donor policies and provides a complete audit trail.
Review balance sheet accounts on a monthly basis including all debt monitoring.
Responsible for cash /bank reconciliation at month end.
Responsible for supporting Budget versus Actual Reviews on a monthly basis and supporting any necessary re-classing exercises.
Ensure that financial documents are archived properly and submitted to Dar office in appropriate manner
Liquidity and cash flow management
Manage and control cash in hand for Kibondo office including ensuring weekly and monthly cash reconciliation.
Ensure all payments to suppliers are made in a timely and accurate manner for smooth implementation of program activities.
Request cash transfers from Dar es Salaam in consultation with Kibondo Field Manager and Emergency Response Manager to ensure adequate but not excessive cash is held in order to carry out programme activities.
Ensure all cash and bank reconciliations are conducted on monthly basis.
Keep track of program floats /advances and ensure that the advances are issued and liquidated according to financial procedures as described in SCI financial manual.
Prepare a list of outstanding floats for Kibondo Field Manager’s review on weekly basis and follow up to ensure retirement of all floats within TWO weeks.
Ensure Kibondo field office expenditure is recorded in GLACOS and shared with Kasulu office for review consolidation before being sent to Dar on a weekly basis.
Advise Kibondo Field Manager of any operational challenges or discrepancies relating to the financial management of the programme in a timely manner.
Makes sure that events and workshop involving MPESA payments are planned properly for cash flow purpose and during the events documentation are collected and initiated /Shared for timely MPESA payments.
Be the MPESA focal point in Kibondo field office.
Administration support
Greet all visitors to the office and deal with their requirements.
Make travel bookings which include flight and hotel bookings for SC staff and visitors followed SC policies and procedures and ensure that the Travel Planner is updated weekly.
Act as the contact person to help visitor enquiries and arrangements where necessary
Prepare data base and update contacts (INGO, donors, government and other collaborators)
Acknowledge receipt of sundries & stationery before entered into SC stores
Update invoice register on daily basis and provide weekly updates of invoice tracker to Kasulu Finance Officer, Kasulu Logistics Assistant, and the Kibondo/Nduta Field Manager
Process on a timely manner all invoices for payment of services and utilities, based on an updated invoice checklist for the Kibondo office
Provide monthly analysis of stationery and consumables and ensuring that the same is well managed, issued to staff and orders placed with procurement staff on a timely basis
Support Field Office staff in preparation for and organization of workshops and meetings ensuring value for money and due diligence process for selecting venues. Maintain a database of approved venues
Process business cards for staff as requested by line managers
Ensure effective and efficient use of all SC resources in order to keep costs low and ensure the security of all staff
Comply with all SC policies and procedures with respect to child protection, health and safety, security, equal opportunities and other relevant policies.
BEHAVIOURS (Values in Practice)
Accountability:
Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
Widely shares their personal vision for Save the Children, engages and motivates others
Future orientated, thinks strategically and on a global scale.
Collaboration:
Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
Values diversity, sees it as a source of competitive strength
Approachable, good listener, easy to talk to.
Creativity:
Develops and encourages new and innovative solutions
Willing to take disciplined risks.
Integrity:
Honest, encourages openness and transparency; demonstrates highest levels of integrity
QUALIFICATIONS AND EXPERIENCE
Essential
Commitment to and understanding of Save the Children’s values, principals and Child Safeguarding policy.
Degree/ diploma in relevant subject i.e. Finance or Business Administration
At least 3 years accounting and administration experience
Demonstrated good skills and experience in managing financial, office administration
Previous experience in Humanitarian emergency settings will be added advantage
Knowledge and experience of financial computer applications, including spreadsheets (e.g. Excel), and Microsoft Office
Good personal organisational skills including time management and ability to meet deadlines.
Ability to work as part of the team with interpersonal skills
Ability to work under pressure.
Fluency in written and spoken English.
An understanding and appreciation of, and commitment to “customer service”
Strong organization and planning skills to prioritize a busy workload and meet deadlines
Ability to develop and implement effective and efficient admin systems
Desirable
Good negotiation skills
High levels of self motivation, integrity, commitment and enthusiasm
A person with positive attitude
Location: Tanzania
Contract - Full-Time
Closing date: Monday 5 September 2016
All jobs close at midnight UK time on the date specified
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