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9 Sep 2020

The Finance and Administration Assistant at Mothers2mothers (m2m)

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Mothers2mothers (m2m)

mothers2mothers (m2m) is an Africa-based NGO that unlocks the potential of women to eliminate paediatric AIDS and create healthy families across ten sub-Saharan African countries. m2m trains, employs, and helps empower women living with HIV to work as community healthcare workers in understaffed health centres and underserved communities. Through a peer-to-peer approach, these ‘Mentor Mothers’ deliver a range of health services, advice, and support to women and their families. Started in Cape Town, South Africa in 2001 with an initial focus on preventing mother-to-child transmission of HIV, m2m has innovated and built on its strengths and now provides family-centred support for a range of related health and social issues spanning pregnancy, birth, childhood, and adolescence. It also partners with governments and other NGOs on the adoption of its programme to spread the Mentor Mother Model and its benefits. m2m has a track record of scaling its services and proven impact. To date, m2m has reached over 11M women and children under two, and created more than 11,000 jobs for African women living with HIV. For more, visit

Job Title

Finance and Administration Assistant
Organisation Levels
mothers2mothers -> m2m Tanzania
Dodoma – Dodoma, TZ (Primary)
Type of position
Fixed Term Contract
Closing Date

Job Description

The Finance and Administration Assistant supports the operational, finance, human resources and administrative functions of the m2m Tanzania programme. This includes the management of procurement, travel, vehicles, recording and reconciliation of all financial transactional data of the Country Office including reviewing and coding financial information; preparing and processing documents to disburse funds, making deposits; compiling and reviewing information for accuracy; maintaining records and HR process support, as well as administration tasks as assigned. This position is based in Dodoma, Tanzania, and reports to the Senior Capacity Building Advisor.

Key Performance Areas:
Purchasing and Navigator processing

Enter all invoices into the accounting system and allocate them against purchase orders
Coordinate and manage the process to setup new suppliers in the accounting system and dealing with supplier queries regarding payments
Prepare and process purchase requisitions.
Maintain and update supplier information; conduct relevant background checks and terrorist/debarment checks
Ensure that direct debits payment are checked to supporting documentation and correctly recorded in the accounting system
Ensure monthly payment reports are produced for the cash flow analysis
Maintain an updated list of preferred vendors for the office

Managing staff and vendor accounts

Process travel requisitions and related staff advances
Enter staff expenses into the accounting system (reimbursements and/or advance liquidations)
Timely payments to suppliers, payments done within 30 days of receipt of invoice
Run the creditor report at month-end
Liaise with vendors on procured goods and services ensuring timely delivery and safekeeping

Cashbook management and reconciliations

Prepare monthly bank reconciliations for the main operating account for submission to the Head Office Finance team
Manage the petty cash process and balance petty cash monthly
Prepare monthly reconciliations of payables, payroll, accruals and prepayment control accounts
Ensure that internal bank transfers are correctly managed
Follow up on reconciling items above and pass correcting entries where necessary
Processing of the cashbook on a monthly basis.

Administration Support, travel, and asset management

Provide logistics support to the programme staff on trainings/workshops.
Manage the filing system for all financial documentation
Support with the retrieval of financial data during audits
Manage travel and logistics support to the project team. Make hotel, transport, airline, and other bookings for domestic travel and provide support to m2m Travel Coordinator in arranging international travel
Support compliance with m2m policies
Maintain the project inventory register
Manage receipt and distribution of project materials/assets and office supplies
Coordinate printing and document production of office and project materials
Perform reception duties

Fleet Management

Manage monthly m2m vehicle plans
Ensure maintenance and servicing of m2m vehicles including use and checking of vehicle logbooks
Ensure verification and consolidation of monthly mileage claims
Coordinate monthly reconciliation of petrol card statements
Collect and monthly review vehicle tracker reports against logbooks and vehicle plans. Provide reports and analysis to CMU and Senior Capacity Building Advisor to support in ensuring appropriate use in line with organisational policies.
Serve as Fleet Manager for Tanzania and ensure compliance with m2m vehicle management policy and procedure.

HR Administration

With the HR Business Partner and legal counsel, ensure compliance of all operations with local labour law, m2m policy, and donor requirements
Support recruitment including placing advertisements, scheduling interviews, and issuing of employment contracts
Manage performance contracting process for country programme
Implement and manage monthly employee information changes/updates for payroll on time and in an accurate and compliant manner.
Serve as impersonator for site staff in ESS
Ensure review and timely submission of timesheets from the team (site and office staff)
Ensure all HR staff information changes are collated and submitted timeously for payroll purposes
Support timely submission of all statutory deductions for Tanzania

Job Requirements

Qualifications and Experience:
• Bachelor’s degree in accounting, business, or similar field
• 3 years’ experience in similar roles
• Experience working on NGO projects preferred and with PEPFAR funding strongly preferred
• Accounting experience an advantage

• Strong organisational skills and attention to detail, structured and process-driven
• Strong communication and interpersonal skills
• Ability to work independently and manage multiple competing priorities
• Ability to work with staff in different geographic locations
• Sound critical thinking and problem solving skills
• Demonstrated experience using MS Office suite (Excel, Word, Power Point, Outlook); experience with electronic financial systems advantageous
• Fluent in English
• Valid driver’s licence

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Method of Application

Submit your CV and Application on Company Website : Click Here

Closing Date : 9th October, 2020.

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