Application Deadline: 11 Oct 2016
Finance & Accounting Manager POSITION DESCRIPTION:
Finance & Accounting Manager, Tanzania
Innovations for Poverty Action (IPA) seeks a qualified Finance and
Accounting Manager to join the team of the IPA Tanzania office. This
position is responsible for developing and coordinating financial
operations and procedures in order to ensure organizational
effectiveness and efficiency. He/she will lead accounting and financial
management and support operational and administrative tasks within
Tanzania. The Finance and Accounting Manager will report to IPA
Tanzania’s Country Representative and work in close coordination with
all IPA-Tanzania office staff and IPA headquarters.
Responsibilities
Country Office Setup / Management
In coordination with the IPA Tanzania Country Representative, the Finance and Accounting Manager will be responsible for:
Developing best practice policies, procedures, and systems to
facilitate efficient financial and operational management of the country
office and its activities;
Consulting with IPA Local Counsel to ensure that IPA-Tanzania policies
and procedures are compliant with applicable local and international
regulations;
Providing capacity building for staff on financial management;
Assisting the Country Representative with the general administration and management of the IPA-Tanzania Country Office; and
Other work related duties that will be assigned by the Country Representative or her designee.
Financial Management
Banking
Preparation of cheques and attendance to other bank activities
Timely and accurate preparation of monthly bank reconciliation statements for all IPA Tanzania bank and petty cash accounts;
Drawing cash and making deposits into the organization’s bank account
Submitting all other bank correspondence e.g. drafts, transfer requests etc.
Writing receipts for cash received and ensuring that this cash is deposited promptly
Writing bank instructions whenever appropriate
Cashflow Management
Collecting and compiling monthly budgets and cash requests
Preparing and submitting monthly/quarterly/annual funding forecasts, cash flows and funding requests
Processing all fund transfers (international and within country)
Disbursements / Payments
Verifying advance requests and advance / expense returns
Reconciling expense advances and ensuring that accounts are within acceptable levels
Submitting expense advance statements to ensure that staff are aware of outstanding amounts
Ensuring that advance requests are monitored against budgets and authorized by the Country Representative
Reviewing expense advance retirements to ensure that they are complete
and accurate, and have appropriate supporting documentation
Processing cash disbursements including petty cash reimbursements and expense advances
Processing accounts payable ensuring timeliness and accuracy of information
Processing accounts receivable ensuring timeliness, accuracy of codes and appropriate backup
Working with Country Representative to set up an internal control system to prevent fraudulent transactions
Payroll and Taxes
Processing of payroll and ensuring that pay slips are issued to staff at the end of each month
Managing staff registration with relevant government authorities (e.g. NSSF) and monthly filing of returns
Maintaining staff database and payment records
Reporting
Submitting monthly financial reports to IPA Global and in-country management
Assisting with financial reports to donors, as required
Accounting
Raising of payment vouchers and entering them in the check registers
Ensuring payments have appropriate authorization and appropriate supporting documentation
Recording payments, petty cash, expense reports, and receipts into SAGE
Making NSSF, PAYE and any other relevant (Pensions & Tax) submissions
Preparation, filing, and maintenance of proper accounting and financial records
Ensuring that confidentiality of all accounting related issues are respected and maintained at all times
Ensuring that the highest ethical standards of accounting and related issues are adhered to at all times
Upholding and enforcing all IPA accounting policies and procedures
Operations / Procurement
Note: these responsibilities will be temporary and directly related to
the start-up of the office. When the office is large enough to justify
the hiring of an Operations Manager, these responsibilities will be
dropped from the FAM job description.
Source and manage relationships with competitive and reliable vendors
to provide country office / project supplies, transportation, insurance,
and personnel benefits (e.g. healthcare)
Ensure that all procurements being made in line with IPA procurement
and finance policies and proper records of the process are maintained
Coordinate with clearing agents to ensure proper and expedient import and export from overseas and within East Africa
Ensure projects and the country office maintain appropriate inventories of assets and that these assets are insured
Work with Country Representative to secure all necessary permits to conduct research and operate within Tanzania
Assist Country Representative with the selection of an appropriate
office site, lease negotiations and landlord relationships management,
and office security management.
Qualifications
Bachelors degree in Commerce, Accounting, Business Administration, or other relevant field required. Masters Degree preferred.
Must be a registered accountant in Tanzania
At least 2 years of experience in a non-profit required
Enthusiasm for developing systems in a growing organization at start-up phase
Strong understanding of financial and tax regulations in Tanzania is essential
Knowledge of SAGE accounting software strongly preferred
Ability to maintain a high level of accuracy in preparing and entering information
Analytical and problem solving skills; decision making skills
Effective written, verbal and listening communications skills in English and Swahili
Attention to detail; good planning and organizational skills
Well-developed interpersonal and communication skills; high degree of professionalism
Computer literacy, specifically MS Excel for Windows
Ability to manage staff (supervisory experience)
Experience working within a complex organizational structure and
managing work across multiple offices or field sites, spread across
large geographic distances
Experience with USAID rules and regulations preferred
APPLICATION INSTRUCTIONS:
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