Summary purpose and
objective of role
The role will be responsible for maintaining financial information, providing
project finance and administrative support to the Tanzania project team, and
submitting monthly financial reports to the UK headquarters office. The Project
Finance and Administrative Coordinator will work closely with the Team Leader
based in Dar es Salaam and support the Regional Advisors based i
n Lindi,
Mtwara, Mbeya and Tanga. The role holder will also liaise with staff in London,
UK. The role holder will be the most senior finance person in the local team
and will ensure Options’ financial policies and procedures are adhered to.
The role is based in Dar es Salaam, with occasional travel within Tanzania as
required.
Main Duties
Financial Accounting: prepare and update monthly accounts; undertake regular
account reconciliations and management of all local bank accounts; prepare
monthly cash flow statements for fund advances; adhere to standard chart of
accounts, ledgers and other standard financial management systems and
instruments; oversee payroll preparation for all locally paid staff; carry out
disbursement checks, ensure all supporting documentation is in order; manage
project timesheets and travel advances in line with Options policies.
Budget Management & Reporting: prepare monthly budget vs. actual reports
for Team Leader and Regional Advisors; support budget re-forecasting aligned to
the project work plan.
Financial Integrity & Compliance: implement internal controls; safeguard
the company¡¦s assets; ensure compliance to donor regulations and Tanzanian law
in all project dealings; support and facilitate audit procedures and ensure
that audit findings are acted upon; take initiative on cutting costs to promote
value for money.
Support Financial Audit Coordination: coordinate financial audits and liaise
with auditors to ensure appropriate monitoring of Tanzania finances is
maintained.
Project Administration: provide overall support to the project, including but
not limited to:
Oversee all project finance and administration tasks, including petty cash,
procurement, staff travel, and HR administration.
Logistics: make travel arrangements for the team members locally and based in
other regions of Tanzania, including but not limited to:
Liaise with traveller and local team to identify travel needs
Book travel in line with budget limits using local agents
Arrange airport pick-ups for both local and international travellers in
discussion with the team
Identify suitable accommodation for international or national staff and
consultants in line with project budget and security plan. Book and pay for
accommodation as required
If necessary, provide logistical support to travellers in Tanzania during their
visit.
Systems and
Policies:
Contribute to the development and improvement of internal project management
systems and procedures where required, including finance policies, procedures,
forms, tools and other relevant policies.
Develop a database of preferred suppliers, source preferred suppliers in line
with Options¡¦ procurement policies and manage such suppliers to provide
services by identifying work required, gathering quotes, analyse quotes
Procure IT fixed assets in accordance with Options¡¦ Procurement Policy. Create
and maintain a fixed asset register covering IT and associated assets and for
the procurement. Liaise with external IT support consultants where necessary.
Any other relevant tasks supporting the team, and London based Programme
Manager as required.
Person specification
The successful candidate will have a proven track record in financial and
administrative functions, preferably a Bachelors Degree in Finance/Accounting
or a CCAB qualified accountant. The role holder will need to have experience
in: financial management and reporting; establishing robust administration
systems; working in an international team; organising events, meetings and
workshops. A confident self-starter, you will have excellent communication
skills in both English and Kiswahili, an eye for detail with excellent
accuracy.
About Options
Options Consultancy Services Limited was established in 1992 and is a wholly
owned subsidiary of Marie Stopes International. We are a consultancy
organisation providing technical and management expertise in the health and
social sectors to governments and international development partners to
transform the health of women and children. We provide information, expertise
and influence to governments, health workers, NGOs and businesses to catalyse
change so that health services can be accessed by the people who need them
most.
Options is leading a consultancy support team to the Tanzanian-German Programme
to Support Health in Tanzania. The team is providing policy advice and capacity
development at national level, quality improvement in district hospitals, and
strengthening cooperation and networking as part of the Tanzanian German
Project to Support the Health Sector. Team members are based in Dar es Salaam,
Lindi, Mtwara, Mbeya and Tanga
Other information
· Options is an equal opportunities employer
· Candidates require the right to work in Tanzania.
HOW TO APPLY:
· To apply, please send your CV with a summary note of your skills and
experience toopportunities@options.co.uk. Candidates should state the role in
the subject header.
· Closing date for applications is: 5 June 2016.
· Only shortlisted applicants will be contacted for interview.
