Reporting Structure

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Job Requirements

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Main Duties

The Purpose of this Role

• To manage Sense International Tanzania’s finances, procurement and administration (including human resources) and to support the Country Programme Lead to ensure effective running of Sense International Tanzania as an organization and efficient implementation of Sense International Tanzania projects.

Key Areas of Responsibility

Record Keeping and Financial Administration

• Prepare monthly financial reports for the Country Programme Lead, Senior Programme Coordinator, the finance team at Sense International UK and ensure the timely provision of financial information when requested.
• Be responsible for all financial record keeping in the SUN system and ensure the information is in line with Sense International Tanzania (SI Tanzania) budgetary guidelines.
• Ensure that all finances are properly administered and monitored in accordance with SI Tanzania’s Finance Manual.
• Ensure the timely provision of financial information when requested.

Sense International Budgets

• With support from the Country Programme Lead, prepare information and accurate forecasting for input into the budget process.
• With support from the Country Programme Lead develop the annual SI Tanzania budget working with colleagues.
• Prepare quarterly financial reports and provide expenditure verification to Sense International UK on request.

Donor Budgeting, Compliance and Reporting

• Participate in and contribute to budgetary planning meetings, funding proposals for specific donors, and support on preparation of bids.
• Develop and monitor budgets for donor applications working with the Programmes Team and reforecast these as needed.
• Advise programme staff on adherence to donor specific financial procedures.
• Provide expenditure verification to donors on request.
• Ensure the timely provision of financial information when requested, such as for donor quarterly or annual reporting or at the end of a donor funded project.

Banking, Requisitions and Petty Cash

• Supervise the tracking of and maintaining petty cash reconciliations.
• Supervise the monitoring of the bank balance, maintain bank records, perform monthly bank reconciliations.
• Act as the contact person with the bank for financial matters under the guidance of the Country Programme Lead.

Partners

• Provide financial management support to partners, e.g. helping them establish systems of book-keeping and effective record keeping, ensuring compliance with the agreed budget and best use of funds, monitoring adherence to all financial aspects of the partnership agreement with SI Tanzania.
• To monitor partner organizations to ensure financial compliance, the alignment of activities to the budget lines, and compliance with procedures as stipulated by Sense International UK and donor requirements.
• To execute all financial transactions to partners on a monthly basis, with the authorization of the Country Programme Lead.

Audit

• Be responsible for any internal financial audit systems in Tanzania, as required.
• With the support from Sense International UK financial team, lead on the SI Tanzania annual external audit.
• With the support from Sense International UK financial team, lead on donor specific project audits.

Compliance

• Ensure that Sense International Tanzania complies with all the relevant statutory requirements, including compliance with laws and regulations governing companies and NGOs, and those governing employee rights and payment of taxes (TRA).
• Ensure annual returns and audit reports are provided to the relevant Government Ministry / NGO Co-ordination Board ahead of deadlines.

Procurement

• Be responsible, in consultation with the Country Programme Lead, for the procurement of goods and services, ensuring that appropriate quotes are obtained and that invoices are paid without delay.
• Manage the correct implementation of the procurement system with strict adherence to thresholds (e.g. when three quotes are needed).
• Ensure staff are aware of the procurement processes and oversee the implementation.
• Under the guidance of the Country Programme Lead manage system of preferred suppliers carefully.
• Involve others in procurement decisions where additional scrutiny is required.

Office Administration

• Insurance: Ensure the timely renewal of all insurance premiums that are due (including medical insurance, office equipment insurance, car insurance etc.)
• Utilities: Coordinate the payment of utilities and bills, liaising with suppliers as needed, considering cost effectiveness and available budgets.
• Assets: Oversee the maintenance of the asset register (with serial numbers) and ensure safe custody of office assets, including computers, laptops, contents of the safe, petty cash, camera, projector, and vehicle.
• Records: Keep safe the financial records to meet legal and tax requirements.
• IT: Ensure a good level of service from the IT supplier and support resolution of IT issues.
• Logistics: Coordinate the effective logistics for programme work, e.g. well-maintained vehicle for field work, suitable environment and organization of meetings with external entities, booking of flights for staff and other entities, etc.
• Office systems: Supervise the administration of office systems including filing systems with the support of the Office Assistant.
• Ensure that the Office Assistant maintains the physical working environment of the Sense International Tanzania office, including safe upkeep and maintenance of office equipment.

Human Resources

• Support with recruitment and induction processes with the Country Programme Lead.
• Supervise, mentor and coach the Driver and Logistics Assistant, Office Assistant, Finance and Administration Assistant, and interns and volunteers as required through regular 1:1s, 6-monhtly and annual review meetings.
• Monitor the staff training/development budget and encourage staff to utilize it (with support from the Country Programme Lead.
• Planning and organizing annual team building events together with the Country Programme Lead.

Safeguarding

• Ensure familiarity, and compliance with, Sense International’s child and vulnerable adult protection policy, and Code of Conduct for staff.
• Report any concerns or suspicions regarding safeguarding violations using the Sense International procedures and appropriate Government reporting channels.

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Other Requirements

Qualification

• Bachelor degree in any related fields

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Location : Tanzania: dar es salaam Dar Es Salaam
Industry :NGO/CBO/IOG/Project
Company : Sense International