JOB ADVERT (Finance & Admin./HR Coordinator – AIRD, Tanzania Program)

The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO. AIRD’s objective is to offer operational technical support, including but not limited to: supply chain, logistics and infrastructure in partnership with relief and development organizations that focus on disaster-affected, poverty-infested and development-oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.

(AIRD does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and
discrimination. Selected candidates will, therefore, undergo background checks)

AIRD _ Tanzania Program is seeking for qualified national personnel for the position below;

Job Description: Finance &Admin./HR Coordinator – Tanzania Program

Reporting to: Country Program Director (CPD) or OIC during his/her absence

The Finance &Admin./HR Coordinator will be responsible for:

Overseeing the finance, administrative and personnel management (budget management/monitoring, timely reporting to donor(s) and AIRD Management at HQ, timely staff recruitment); internal/external audits & verification focal point; enforcing strict application and compliance to AIRD’s SOPs and donor’s signed agreements; enhancing Internal Control in the day to day workings; supporting project implementation & diversification….

General Duties

• Manage the program budget(s) to ensure they are well captured in the accounting system to facilitate expenditure control.
• Review records on bank & cash books posting for the entire Country Program; adopt adequate controls over cash and bank transactions to minimize the risk of misappropriation; perform errors sheet reports as a feedback mechanism on the day to day transactions by the respective cash and bank accounts officers.
• Closely monitor budget balances and timely update CPD on the level of expenditures (monthly BVA) for appropriate actions; supporting in the budget revisions to be prepared and concluded with donors.
• Ensure provision of, awareness and practical advice to all staff on the AIRD HR policies and procedures, and their adherence to them
• Monthly Payrolls reconciliation and review prior to CPD’s approval.
• Overall administration of service contracts (security, Internet, repair & maintenance of premises,…) for adequate performance and deserved payments.
• Provide an oversight to all staff under your direct supervision (Snr Accountant, Snr HR Officer, Admin./Secretary) at the Country Office Kasulu/Mubondo.

Primary Duties

Finance

• Prepare and submit monthly financial management statements by 10^th of every month (BVA & Funds Balance Report) for timely update to management (Country & Head Office);
• review/approve monthly bank reconciliations and evidencing cash count certificates (checks and balances); conducting regularly surprise cash counts.
• Conduct field visits to project sites and offices,
• Prepare quarterly donor’s financial reports (PFR and its annexes);
• Review expenditures against approved budgets for adequate budget lines allocation.
• Monitor budget utilization against future commitments and alert CPD of areas where budgets may be exceeded.
• Regularly updating the accounting system (QuickBooks/ERP) in line with subsequent budget revisions, on a timely basis. Similarly the chart of accounts is timely updated to meet the need for correctness of all postings.
• Reviewing Payroll processing in QuickBooks/ERP such salary budget lines are updated and monitor per individual. Ensure that staff statutory deductions are correctly computed and paid to the relevant Statutory Authorities timely as required by the law.
• Attend to Internal/External audits and make available all records required by the auditors and assist them through the audit process so auditors can express their independent opinion on the status of AIRD operations.
• Keep the accounts up to date and accurate at all times and Prepare end – of – month financial statements and bank reconciliations.
• Close follow up on accounts payable/receivable and ensure their prompt liquidation.
• Ensure all financial documents are on file and bear the correct references and budget coding.

HR

• Organise and participate in staff recruitment throughout the process of vacancy identification, advertisement, candidate selection, contracting, induction and orientation in liaison with line managers.
• Be responsible for the orientation of new staff, and the ensuring of all staff training programs
• Provide support to staff, guide on and monitor the performance management system
• Coordinate clearance of staff separating from the organization including exit interviews and final dues payments
• Ensure maintenance of an effective, efficient and up to date staff records and filing system including contracts, leave, medical, awards, discipline, archiving, etc
• Maintain and keep track of leave records and balances of all staff.
• Support in the development of JD’s ensuring standardization and compliance with organizational structure.
• Ensure on time processing of the monthly payroll
• In consultation with the Country Program Director, provide technical input and be the focal point in addressing employee relations issues including staff grievances* disciplinary measures, PSEA etc, etc.
• Plan and advise on the staff performance management system calendar and content. Administration
• Line Manager Support Staff
• Ensure the effective operation of the office – ensuring proper office processes and procedures.
• Ensure proper utility management.

Required Languages

Must be fluent in English (written and spoken)

Minimum Qualifications

• Master’s degree in a relevant field.
• A recognized professional designation in Accounting or Internal Auditing (ACCA, CPA, CFA,…) is an added advantage.
• Minimum 7 years’ experience working in Finance and Accounting. HR Qualification will be an added advantage.
• Proven experience with audits; reporting skills: timely Financial and donor(s) reporting.
• Proficiency in the use QuickBooks and ERP Accounting Software
• Perfectly acquainted with taxations laws, conversant with Tanzania Revenue Authority rules & regulations,
• People oriented and results driven
• Demonstrated ability to prioritize tasks and work well under pressure and deadlines.
• Experience working with international development partners, international non-governmental organizations (INGOs) and donors (in particular UNHCR experience) is an asset.

To be successful you will also:

• Have passion for AIRD’s mission and a strong desire to impact a dynamic non-profit organization;
• Be proactive, set to achieve results and creates positive change;
• Have a very high level of personal and professional integrity and trustworthiness;
• Embrace diversity and a commitment to collaboration