Options Consultancy Services Jobs in Tanzania

Options Consultancy Services Programme Finance and Administrative Coordinator Jobs in Tanzania


Programme Finance and Administrative Coordinator

Job title - Programme Finance and Administrative Coordinator

Programme - Consultancy Support to the Tanzanian-German Programme to Support Health

Location - Dar es Salaam, Tanzania

Post holder - Vacant

Reporting to - Team Leader

Responsible for - N/A

Liaison with - Team Leader, Regional Advisors, Short-term Technical Experts, UK-based Programme Manager and UK-based Programme Business Accountant

Hours - Full time

Type of contract - Fixed term for 12 months, with the possibility of extension

Organisation

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 run by GIZ. 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 Programme to Support the Health Sector. Team members are based in Dar es Salaam, Lindi, Mtwara, Mbeya and Tanga.

Main purpose of job

  • To maintain accurate and reliable financial information for submission to the UK on a monthly basis, as well as providing programme finance and administrative support to the Tanzania based team, and support to the London based Programme Manager.

  • The Programme Finance and Administrative Coordinator will work closely with the Team Leader based in Dar es Salaam and support the Regional Advisors based in Lindi, Mtwara, Mbeya and Tanga.

  • The Programme Finance and Administrative Coordinator will also liaise with Options headquarters staff in London, UK. The post 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. The Programme Finance and Administrative Coordinator will be the primary point of contact for the main duties as detailed below.

    Main duties

  • Financial Accounting: prepare timely and accurate 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 programme 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 and input to the bi-annual Options budget re-forecasting process, aligned to the programme work plan.

  • Financial Integrity & Compliance: implement internal controls; safeguard the company’s assets; ensure compliance to donor regulations and Tanzanian law in all programme 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.

  • Programme Administration: provide overall support to the programme, including but not limited to:

  • Oversee all programme finance and administration tasks, including petty cash, procurement, staff travel, regional fund requests and HR administration.
  • Prepare and support timely procurement of essentials to programme implementation.
  • 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 programme 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 programme 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 and analysing quotes.
  • Procure fixed assets in accordance with Options’ Procurement Policy. Create and maintain a fixed asset register covering IT and associated assets. Liaise with external IT support consultants where necessary.
  • Any other relevant tasks supporting the team, and London based Programme Manager as required.

    Person specification

    Criteria

    Qualifications

  • Equivalent to Advanced Level education - Essential
  • A Bachelors Degree in Finance / Accounting or CCAB
  • Qualified Accountant - Essential

    Experience

  • Minimum of 5 years’ experience supporting programme finances and administration of a government or donor-funded programme - Essential
  • Experience providing administration and logistical support to team colleagues over multiple locations - Essential
  • Experience working with international based consultants and colleagues and supporting travel and logistics - Essential
  • Experience of organising events, meetings and workshops - Essential
  • Experience of working as part of an international organisational and providing reporting information -

    Desirable Skills and attributes

  • Strong administration and organisational skills, good time management - Essential
  • Excellent verbal and written communication skills - Essential
  • Excellent numeracy and financial skills, with strong attention to detail and accuracy - Essential
  • High level IT proficiency, competent user of Microsoft Office (including Microsoft Excel and Word) - Essential
  • Proficient with accounting software, particularly Quickbooks. - Essential
  • An ability to work independently and as part of a wider team, supporting team members across multiple locations - Essential
  • Ability to meet deadlines and work under pressure - Essential
  • Interest in and knowledge of health development issues - Desirable

    Other requirements

  • Commitment to equal opportunities - Essential
  • Fluent in Kiswahili at reading, speaking and writing - Essential
  • Fluent in English at reading, speaking and writing - Essential
  • 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 to opportunities@options.co.uk. Candidates should state the role in the subject header.

    · Closing date for applications is: 12th March 2017 at 23:59.

    · Only shortlisted applicants will be contacted for interview.

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