This
role will provide the Zonal Area with consistent internal controls, maintenance
of corporate system and timely and reliable financial information and analysis,
and ensure donor’s compliance during acquisition/budgeting, management/implementation
and reporting and enhance the financial capabilities of the partners to
effectively manage project implementation, budgets and reporting.That leads to effective decision making.
Responsibilities
Budget
Management and Financial Reporting
- In collaboration with Head of
Finance and IT to prepare Zonal Financial Year budget accurately and on a
timely manner.
- Lead budget preparations on
Project/ Grants Proposals at Zonal Level ensuring Budget templates are
effectively utilised.
- Ensure all projects are fully
Costed at all times. Ensure that all approved POs received from the PO point
person are correctly linked in the SAP in a timely manner (to avoid delay of
implementation & payments), with all grant account lines attached to the
relevant GAD/FAD.
- Support the program team to
reflect any changes related to programs budget, timely review of PO before
submitting to Final Approval. Ensure budgets entered in these projects reflect
the approved budgets and the project charging are reflecting the actual
situation of the project.
- On monthly basis timely
prepare zonal Management reports with the relevant information to be used for
decisions.
- Lead on all Zonal Grants
Projects reporting to ensure timely reporting as per donors’ guidelines and
requirements.
- Develop and maintain a
reporting tool/ schedule and monitor project submissions.
- Monitor movement and report on
the impact of foreign exchange rates for Donor currency.
- Ensure Grants expenditure as
per BI report is regularly reconciled with expenditure in the POs to uphold
reliability and integrity of the figures. Deal with NRGRANT as appropriate.
- Support the Head of Finance
and IT on monthly internal and KPI/QMR quarter Management report which requires
Zones inputs.
- Prepare monthly BvAs reports
and advise budget holders for both Cost Centres and programme as appropriate.
- Monitor Approved Budgets Vs
Actual and Commitments
- Provide budget advice and
assistance whenever needed/ applicable
Partnership
Management
- Oversee Partners Donor
compliance, policies and procedures of Government of Tanzania relating to all
statutory requirements (PAYE, WHT, SDL, WCF, NSSF, HESLB) and any other income
tax.
- Monitor the implementation of
Partnership contracts with regards to partnership deliverables financial
requirements for timely and quality reporting.
- Oversee Partners Budgets in
collaboration with Zonal Finance team.
- Review Partners Financial
internal controls to identify weaknesses and share with Head of
Finance and IT for Capacity Development Plan
- Prepare mitigation of the
areas identified as high risk in the organization risk register.
- Conduct pre-audit, coach
partner on pre-audit exercise and review Partners internal control for the
purpose of improving. Manage coordination of internal/ external audit exercises
with Partner
- Participate
in partner capacity assessments as per approved standard capacity assessment
tool and the process required to be involved. Prepare assessment reports with
areas of risks and gaps and share the report and recommendations as appropriate.
- Work closely with Partner to
make sure that every partner has risk register and it is updated. Supervise and
organize training on financial risk and other risks which might hinder
implementation of the project. Jointly with Partners prepare work plan to
mitigate the areas which shown high financial risk.
- Conduct Financial capacity
building on areas of financial management and other skills including the use of
computer program like word, excel and various formulas in support of the
preparation of financial statement, the use of various accounting package.Training, workshops and individual
coaching.
- Organize training and
refresher training on tax, risk management, internal control, Fraud, Financial
Project Management.
- Management of Partnership
Advance Payments and liquidations on timely manner.
- Ensure Partners compliance on
reporting as per the Partner contracts and plan policies.
- Manage Quarterly Finance
monitoring visits for financial auditing and expenditure verification and
participate on Program Joint monitoring with Partners.
Balance
sheet management
- Assure that all monthly
accruals, prepayments and all other costs are duly registered in the SAP before
month end closure.
- Oversee preparation of monthly
Bank & Receipts Reconciliations for all Bank Accounts.
- Ensure that on a monthly basis
all balance sheet items are reviewed and dealt with as appropriate (i.e.
Accruals, payables and prepayments, and any identified issue resolved not later
than the next month
- Ensure Monthly reconciliation
of all Key GLS and Bank Reconciliation are done and signed off by Head of
Finance and IT.
- Review list of all outstanding
advances, and follow-up for prompt liquidation.
Year
end and Month end Closures and reporting
- Adhere to month end and Year-end
Schedules for timely month/year end closure
- Prepare and submit month end
and Years end related reports as required including Trial Balance Report, Monthly
Checklist and Bank Reconciliation.
Asset
management
- Maintain Assets Register
information at the Zonal level
- Ensure monthly depreciation is
done on all fixed assets and proper charging of depreciation are done to
various projects.
- Monitor all assets related GLs
for proper asset costing and do necessary adjustments as needed.
Coordination
of Audits
- Coordinate and oversee all audits
(external/internal) at Zonal level as planned and required.
- Follow up and monitor timely implementation
of all audit actions as concluded in the management letter.
- Work closely with Partners to
ensure smooth project audits closure
- Support on Statutory and Audit requirements will be communicated.
Compliance
with Statutory requirements and Organisational Policies and Procedures
- Financial statutory reporting
and regulatory requirements including taxation laws are met and returns are
filed accurately and on time.
- Financial statutory accounts,
regulatory reports are filed by the due dates and any associated payments are
made on time
- Taxation returns, including
employee taxation returns, are filed by the due dates and any associated
payments are made on time
- Maintain the office compliance
on local laws, ensuring all offices are compliant to the laws, policies
and regulations.
- Provide/facilitate staff
training in Policies and Procedures
- Promotes and abides by policies and procedures including but not limited to: Gender equality mainstreaming, Child
Protection Policy; Code of Conduct and the related mandatory reporting
responsibilities.
Cash
Flow management,
- Prepare weekly and monthly
cash forecasts and submit to the CO for consolidation
- Manage Cash balances at the
Zone to have a minimum balance by month end.
- Facilitate payment of vendors
invoices and payment to Partners.
- Review of Payment/Journal
voucher packages and ensure they are in line with procedures/controls
before approvals by management.
- Ensure that all payments are
affected within 3 working days after receipt of complete payment documentation.
- Ensure payments to Organization's Partners are reviewed and processed on a timely manner for projects
implementation.
- Manage all statutory payments
as will be communicated by the CO team
- Review Purchase requisition
for availability of funds and proper charging
Petty
Cash Management
- Ensure Petty cash accounts reconciliation
are done on monthly basis
- Monitor proper use of petty
cash fund as guided by Policies, and all funds are kept on the safe
- Review petty cash requests
Requirements
Knowledge and Experience
- In-depth
knowledge of the Finance and accounting preferably in Nonprofit making organization
- A
degree in Accounting or equivalent qualification
- Have
CPA/ ACCA and CPAT as an added advantage
- A minimum
of 5 years’ experience in a similar role preferably in an NGO environment
- Analytical
and problem-solving skills
- Excellent
communication skills appropriate to the audience
- Proficient
Computer skills and use of relevant accounting packages
- Understands relevant sectoral context including how the sector operates in terms
of funding and governance and awareness of organization'spurpose, values, and
global strategy
- Manages legal and reputational risk including risk assessment, communication,
risk management and reporting in full compliance with risk-related standards,
including in areas such as Child and Youth Safeguarding and Protection, Gender
equality and inclusion, Counter Fraud, Safety and Security
- Managing activities and resources including skills in strategic thinking,
planning and organising, financial planning and monitoring, negotiation and
programme and project management
- Managing people and information including skills in assessment and
coaching, evidence-based management, communication skills, both speaking and
writing, and digital working, including personal digital skills
- Ability to work under
multidisciplinary and multicultural environment
- Good English language skills (oral
/written
- Hardworking with capacity to work
independently with minimum supervision
- Honest, integrity, open and
transparent personality.
- Team player