SENIOR FINANCE AND ADMINISTRATION OFFICER AT MANAGEMENT AND DEVELOPMENT FOR HEALTH (MDH)
Location: Dar es Salaam
Reports to: Program Manager – Leading Safe Choices
Management and Development for Health (MDH) is the sub-grant recipient for the Leading Safe Choices programme, led by the Royal College of Obstetricians and Gynaecologists – RCOG (United Kingdom) and implemented in close collaboration with the Tanzania Ministry
of Health in selected health facilities in Dar es Salaam and Kilimanjaro regions, for a 2-year pilot in Tanzania. The RCOG Leading Safe Choices initiative aims to strengthen the competence and raise the standing of family planning professionals by promoting best practice and implementing training and support systems to build skills and professionalise family planning.
Senior Finance and Administration Officer- LSC will support and work closely with the Leading Safe Choices Programme Manager, M&E Officer and the program administrator in Kilimanjaro to manage, monitor and report on the sub-grant funds; as well as in implementing the work plan, and performing basic administration and logistics tasks in Dar es Salaam. This person
will be responsible for handling accounting and clerical duties including but not limited to processing payment transactions, receiving cash income, preparing financial and procurement documentation, review of advance transactions, filing of accounting documentation. The
individual will produce accurate, timely and comprehensive financial reports, in close collaboration with the MDH Senior finance Manager and the Leading Safe Choices Team, for the LSC Steering Committee and the donor on a quarterly basis. Additionally the Senior
Finance and Administration Officer-LSC will carry out day to day administrative, logistical aspects of the programme in Dar es Salaam.
Duties and Responsibilities
The duties and responsibility will include:
Monitor cash flow and programme expenditure and produce accurate, timely and comprehensive financial reports, in close collaboration with the MDH Senior finance Manager and the Leading Safe Choices Team, for the LSC Steering Committee and
the donor on a quarterly basis to be sent to RCOG in London, using the agreed donor reporting format.
Manage the in country budget in collaboration with Program Manager and MDH Senior Finance Manager, and highlight to them, all variances from budget.
Work with the Programme Manager, and Programme administrator in Kilimanjaro in gathering quotes, preparing procurement requests and processing required approval and payment. Providing additional follow-up documentation and information as needed, and assuring that all approvals are secured and documented before goods and services are ordered or purchased.
Oversee the management of sub-grant funds, ensuring that all activities demonstrate value for money and obtain the maximum benefit from the resources available
Coordinate all logistics and preparations for training and scheduling of trainees and trainers according to their work demands in Dar es Salaam.
Work and maintain close contact with staff and programme stakeholders in Dar es Salaam to ensure programme progress in accordance with work plans and budgets, making changes and updates as appropriate.
Enter all financial transactions into appropriate software in country, using relevant and accurate codes, and to ensure that all accounting records, both manual and electronic, are maintained in line with generally accepted accounting principles (GAAP).
Following approval by the Programme Manager, process all invoices to ensure correct
budget allocation in account software and timely payment of invoices.
Provide all necessary administrative assistance to the Program Manager, supported health facilities and Stakeholders in the Ministry of Health.
Coordinate travel logistics for and take minutes in steering committee meetings.
Assist the Programme Manager and M&E Officer in recording and archiving information related to the programme, and informing her/him of periodic narrative and financial reports.
Reconcile and manage Grant remittances.
Manage standing orders; send relevant paperwork to bank.
Reconcile monthly bank statements; enter in standing orders and other automatic inter-bank payments on accounts software.
With guidance and support from the MDH Senior Finance Manager, be primary contact for communication on finance with RCOG finance personnel in London.
Provide any financial information, as requested, and respond to financial queries regarding invoicing or general financial matters.
Perform basic financial administration and recordkeeping tasks on a day to day basis.
Qualifications and requirements:
University Degree in Finance, Business Management or Accounting
Professional qualification such as CPA or equivalent, and registration with NBAA with experience of accounting and financial management is an added advantage
At least 3 years’ experience in an accounting/ financial administration
Proven expertise in overseeing the management of donor grants for a complex donor funded development programme and developing budgets
- Developing budgets
- Reviewing donor financial agreements
- Monitoring grant expenditure
- Preparing financial reports
Minimum 5 years’ experience in project /programme administration
Proven ability to set up & implement admin systems for projects/programmes
Skilled in financial administration, book keeping and accounting processes including use of accounting software
Ability to work independently, as well as part of a dynamic team
Excellent interpersonal and high level communication skills to interact with various stakeholders (local and international)
Self-starter, with strong multi-tasking and problem-solving skills
Must be very dependable, focused, accurate and detail oriented
Must be honest and trustworthy, able to maintain confidentiality in financial and employees/vendor records, respectful and depicts sound work ethics
Excellent writing and speaking skills in English and Swahili
Knowledge of non-profit accounting principles, analytical skills and close attention to detail
Knowledge of and experience in the public health sector will be a distinct advantage.
Advanced computer literacy in Excel, Word, Power point & Outlook
Willingness to travel to health facilities for activities related to the Programme from time to time
Interested candidates should submit an application letter with a detailed copy of their CV and contact information (email addresses and telephone numbers) of three work related referees by Monday 21st August 2017, to the Human Resource Manager through e-mail firstname.lastname@example.org or dropped by hand at the MDH Head Office in Mikocheni, along Mwai Kibaki Road, Plot No. 802. Kindly note that only shortlisted applicants will be contacted.