Finance & Administration Specialist
Grade – H
Job ID- 13-10658
Tanzania-Dar es Salaam
This position has primary responsibility of assisting the F&A Director to ensure that MSH operations in Tanzania are functioning efficiently and effectively, and aligned to support attainment of project results, donor regulations and client expectations. S/he is the administrative supervisor of all operations staff and oversees core systems by implementing and proactively engaging, coordinating and working with the following HO colleagues: human resource management in conjunction with the HO Human Resources Manager, financial budgeting and budget management with MTaPS Director of Finance and Operations, and the MTaPS Finance Manager, general management and operations with the HO Senior Manager and HO Senior/Project Officer field accounting and cash management in conjunction with MSH’s regional office; payment of payroll; management of local contract, consultant and vendor agreements; procurement and purchasing with HO Procurement; travel, fleet management and logistics; security; and facilities and communication services.
The F&A Specialist will be involved in the preparation of payroll information and provides F&A Director and Project Director with financial reporting and analysis. The F&A Specialist should be aware and adheres to the MSH Procurement Integrity policy and is responsible for safeguarding the assets (financial and physical) of MSH and ultimately USAID against fraud, loss, or misuse.
Financial Management System Administration (40%)
• Assist (F&A Director) to manage cash flow, including funds transfers from MSH headquarters, local currency exchange, and petty cash, as per MSH policies and procedures;
• Assist in preparation of project budgets and pipelines and in collaboration with the technical team, estimate upcoming cash needs, prepare expense projections and accrue expenditures as appropriate;
• In collaboration with (F&A Director) and MSH/HQ, participate in preparation of reports for donor agencies, as required;
• Assist (F&A Director) to perform (or oversee team’s preparation) analysis of financial data to identify financial risks in country;
• Assist (F&A Director) to provide support to monitor, mitigate or control financial risks in country;
• Oversee the issuance and collection of project advances, reconciling advance accounts each month. Follow up on outstanding advances which have not been liquidated in the timeframe prescribed by the SOP and local office policy and resolve any queries through dialogue with individual employees and their supervisors;
• Assist (F&A Director) to monitor MSH Country bank account transactions and reconcile account with project expenditures as part of the month end close process;
• Create and interpret financial reports (Pipelines, Budgets) and create journal entries. Create vendor identification numbers and records as necessary;
• Participate in recording of financial transactions and record financial transactions into the approved MSH Field Expense Accounting System, QuickBooks; submit each month’s expenses by the 5th business day each month for upload by Corporate Accounting into MSH’s Corporate Accounting System, Navigator. Ensure on-time, accurate data entry, completing the journal entries for non-routine expenses as necessary;
• Ensure that all paid invoices agree with supporting documentation, including price quotes, purchase requests, purchase orders, EPLS and ATTUS checks and shipping receipts, as per MSH procedures for procurement;
• Maintain current standing with all mandated tax liabilities and organization registrations including submission of payments and required statutory reports;
• Provide support in overseeing local procurement and the execution and proper recording in QuickBooks of all approved payments for local vendors, contractors and consultants for goods and services received, in accordance with the laws and regulations of the country, MSH standard operating procedures and USAID regulations;
• Assist the (F&A Director) and Country Project Director in providing an audit interface between MSH Corporate Accounting, MSH external audit firm, and donor auditors, and ensures timely follow up to reviews or audits conclusions and recommendations that are relevant to operations in collaboration with the Project Delivery Group;
• Manage timesheets for office staff ensuring timely submission, approval, accuracy and filing, as per MSH procedures for recording of time worked;
• Work with the contracted local accounting firm to administer, process and record local payroll, taxes and pension contributions and benefits.
Operations Management (30%)
• Collaborate with Finance and Administration Director and Project Director to (a) ensure that MSH activities and management operations are implemented as per MSH Mission, values, policies and standard operating procedures, and local laws and regulations, and (b) to safeguard MSH’s reputation – financial, contractual, and political integrity;
• Develop and execute responsive and appropriate operations management systems (for office management, local procurement, fleet management and logistics, consultant and subcontractor administration, etc.) in line with local laws and regulations, MSH policies and standard operating procedures, and donor requirements;
• Assist (F&A Director) to manage the operations functions described in “Overall Responsibilities” by aligning staffing and systems with country projects and available resources to provide timely, cost effective, and high quality support and administrative services to all MSH country-based projects and activities;
• Assist (F&A Director) to prove equitable, effective, timely, cost-effective, and responsive and high quality operations and administrative support to all MSH in-country projects within local laws and available resources, and in an environment with adequate internal controls, adherence to contracts regulations, MSH policies and standard operating procedures;
• Proactively engage, coordinate, communicate and collaborate with the key HO and regional based staff issues to ensure consultation, accountability, notification and resolution of important information and issues;
• Active participation in routine management team or other meetings with HO staff which are relevant to the program and operations activities;
• Assist (F&A Director) to provides administrative supervision to all operations staff and provide inputs in their performance management;
• Assist (F&A Director) to ensure the maintenance of controls over project office fixed assets such as vehicles, with the assistance of the operations staff. Directly manage the maintenance of controls on MSH inventory such as furnishings and computer equipment, in accordance with MSH and donor standards for inventory tracking.
Award Management (10%)
• Support Technical project staffs to monitor budgets to ensure that spending occurs as planned and that variances are anticipated, noted, and corrected; ensure that key program personnel are aware of budgetary resources and are able to monitor their respective budgets;
• Provide guidance to finance and non-finance staff and coordinate efforts to ensure compliance with donor i.e. USAID requirements
• Assist in building the capacity of staffs in USAID donor rules and regulations,
• Provide support and assist Director of Finance and Administration on donor financial reports preparation, budget reviews and realignment
• Perform other duties, as assigned by line manager.
Support Internal & External Audits (20%)
• Ensure accurate and timely submission of required administrative reports and other information as needed to the Finance and Administration Director, Project Directors, HO Senior/Project Officer project, or corporate offices;
• Facilitate the processing of documentation for obtaining VAT exemption certificates for procurements made with USAID and other donors’ funds, conducting quality control checks on and filing all documents for reimbursement;
• With support from MSH/HQ and as part of regular voucher analyses, aid in enforcing existing written policies on internal control systems for procurements, inventory maintenance and asset use which will ensure compliance with MSH policies and standards;
• Review and prepare as necessary country activity travel advances and process travel claims (TEFs) and work with country program staff to resolve accounting related issues, as per MSH policy and procedures for request for advances and reimbursement (TEF) procedures;
• Work with the HO Project Associate in providing administrative and logistics support for all short term consultants, serving as the liaison between MSH/Country and home office on administrative and financial matters related to these contracts;
• Any other duties as assigned by management and as required by the position.
Qualifications and Experience
• Bachelor’s degree in Finance, Accounting, or a similar field;
• ACCA / CPA (T), registered with the National Board of Accountant and Auditors (NBAA);
• Master’s degree in Business Administration, Accounting, or a similar field will be a plus.
• At least four (4) years of relevant work experience
• Experience in working with USAID funded projects required and knowledge of applicable regulations and requirements
• Work experience with projects supported by international organizations;
• Advanced spreadsheet skills required.
• Ability to create and monitor budgets. Understanding of the basic tenets of Cash Control, Asset Management, and Bank Reconciliation
• Experience creating and analyzing journal entries.
• Familiarity with accounting or business information systems software strongly preferred
• Database skills desired (Microsoft Office applications preferred)
• Experience in office management preferred
Knowledge and Skills:
• A knowledge in leadership, mentoring, management, analytical and organizational skills demonstrated by ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail;
• Understanding of the principles of adequate documentation and of audit, and of the procedures necessary to ensure audit compliance;
• English fluency required (including speaking, writing, understanding, and reading and the ability to work with vendors, staff and stakeholders);
• Excellent communication skills;
• Expert skills in Microsoft Word, Excel, and QuickBooks or similar accounting packaging, comfortable in a Windows PC environment;
• Ability to work in a cross-cultural team and willingness to travel.
• To continue process innovation, must be determined, self-motivated, and with excellent interpersonal skills;
• Group facilitation;
• Capable of managing work with shifting priorities;
• Able to manage and coordinate a variety of activities simultaneously;
• Can work in a team-oriented environment while driving for results;
• Perform logical analysis;
• Creative problem solving;
• Organized and detail-oriented;
• Process oriented.
• Travel requirements: Availability to travel domestically and internationally as needed.
• Keyboard use, pulling drawers, lifting papers