Programme Finance and Administrative Coordinator

Job Description

Options is leading a consultancy support team to the Tanzanian-German Programme to Support Health run by GIZ. The team is providing policy advice and capacity development at national level, quality improvement in district hospitals, and strengthening cooperation and networking as part of the Tanzanian German Programme to Support the Health Sector. Team members are based in Dar es Salaam, Lindi, Mtwara, Mbeya and Tanga.

Main purpose of job
To maintain accurate and reliable financial information for submission to the UK on a monthly basis, as well as providing programme finance and administrative support to the Tanzania based team, and support to the London based Programme Manager. The Programme Finance and Administrative Coordinator will work closely with the Team Leader based in Dar es Salaam and support the Regional Advisors based in Lindi, Mtwara, Mbeya and Tanga. The Programme Finance and Administrative Coordinator will also liaise with Options headquarters staff in London, UK. The post holder will be the most senior finance person in the local team and will ensure Options financial policies and procedures are adhered to.

The role is based in Dar es Salaam, with occasional travel within Tanzania as required. The Programme Finance and Administrative Coordinator will be the primary point of contact for the main duties as detailed below.

Main duties

Financial Accounting: prepare timely and accurate monthly accounts; undertake regular account reconciliations and management of all local bank accounts; prepare monthly cash flow statements for fund advances; adhere to standard chart of accounts, ledgers and other standard financial management systems and instruments; oversee payroll preparation for all locally paid staff; carry out disbursement checks, ensure all supporting documentation is in order; manage programme timesheets and travel advances in line with Options policies.

Budget Management & Reporting: prepare monthly budget vs. actual reports for Team Leader and Regional Advisors; support and input to the bi-annual Options budget re-forecasting process, aligned to the programme work plan.

Financial Integrity & Compliance: implement internal controls; safeguard the company’s assets; ensure compliance to donor regulations and Tanzanian law in all programme dealings; support and facilitate audit procedures and ensure that audit findings are acted upon; take initiative on cutting costs to promote value for money.

Support Financial Audit Coordination: coordinate financial audits and liaise with auditors to ensure appropriate monitoring of Tanzania finances is maintained.

Programme Administration: provide overall support to the programme, including but not limited to:

• Oversee all programme finance and administration tasks, including petty cash, procurement, staff travel, regional fund requests and HR administration.
• Prepare and support timely procurement of essentials to programme implementation.

Logistics: make travel arrangements for the team members locally and based in other regions of Tanzania, including but not limited to:

• Liaise with traveller and local team to identify travel needs.
• Book travel in line with budget limits using local agents.
• Arrange airport pick-ups for both local and international travellers in discussion with the team
• Identify suitable accommodation for international or national staff and consultants in line with programme budget and security plan. Book and pay for accommodation as required.
• If necessary, provide logistical support to travellers in Tanzania during their visit.

Systems and Policies:

• Contribute to the development and improvement of internal programme management systems and procedures where required, including finance policies, procedures, forms, tools and other relevant policies.
• Develop a database of preferred suppliers, source preferred suppliers in line with Options’ procurement policies and manage such suppliers to provide services by identifying work required, gathering quotes and analysing quotes.
• Procure fixed assets in accordance with Options’ Procurement Policy. Create and maintain a fixed asset register covering IT and associated assets. Liaise with external IT support consultants where necessary.

Any other relevant tasks supporting the team, and London based Programme Manager as required.

Application process

• To apply, please send your CV with a summary note of your skills and experience to opportunities@options.co.uk. Candidates should state the role in the subject header.
• Previous candidates need not apply.
• Closing date for applications is: 14th May 2017.
• Only shortlisted applicants will be contacted for interview.

Other information

• The interview process will consist of a face to face interview and a written test.
• Options is an equal opportunities employer
• Candidates require the right to work in Tanzania.

About the Organization

Options Consultancy Services Limited was established in 1992 and is a wholly owned subsidiary of Marie Stopes International. We are a consultancy organisation providing technical and management expertise in the health and social sectors to governments and international development partners to transform the health of women and children. We provide information, expertise and influence to governments, health workers, NGOs and businesses to catalyse change so that health services can be accessed by the people who need them most.

More information