Finance and Administration Manager Job at Kilimo Trust

Overview

Job Title: Finance and Administration Manager

Job location: Dar es Salaam

The Job Grade: KT3

The unit of Service: Finance and Administration Unit

Answers to (Reports to): CEO

The employment Category: Contract

Kilimo Trust

 

 

 

The Purpose of the Job:

• To manage and lead the Finance and Admin Department, providing efficient financial management and streamlined administrative processes while adhering to tight rules.
• To align the organization’s financial operations with strategic aims to achieve financial sustainability and ensure Kilimo Trust’s long-term existence.

 

 

The Responsibilities:

Financial Management.

• Oversee the proper, accurate, and timely documentation of all financial transactions in the Kilimo Trust accounting software.
• Create timely and accurate monthly, quarterly, and annual financial and management reports.
• To provide financial insights to support decision-making in the execution of the Kilimo Trust strategy, as well as guidance and financial analysis to Management and the Board to ensure results are delivered.
• To lead the budgeting process by creating, reviewing, finalizing, and overseeing budgets that reflect and fit with organizational goals and programming activities.
• To maintain, update, and reconcile the general ledger, accounts payable, accounts receivable, and payroll.
• To recommend and report on benchmarks used to measure financial performance in the organization.
• Make sure effective grant reporting and reconciliation in compliance with donor/funder criteria.
• Regular budget monitoring reports are used to monitor, analyze, and report on the organization’s financial performance, including that of its subsidiaries and projects.

 

Leadership and Relationship Management.

• To manage financial relationships with donors, including compliance, timely, and high-quality reporting as outlined in grant agreements.
• Provide frequent training to staff and implementing partners/grantees on financial procedures, reporting, and any other related financial duties.
• To provide financial guidance to the CEO and Team Leaders so they can make informed business decisions.
• To supervise, encourage, and develop employees in the Finance and Administration department.

 

Auditing, Compliance, and Risk Management

• A regularly review and update the KT Financial, Risk, and Procurement Manuals and Procedures to ensure compliance with best practices and international standards.
• Encourage effective risk management for the key risks under the Unit’s control, in accordance with the organization’s Risk Management framework.
• To ensure compliance with the organization’s policies as well as statutory financial (local/national) regulations for all Country offices.
• To coordinate and administer internal and external audit, accounting, and reporting processes as defined by country-specific regulatory agencies where the organization has offices.
• A regularly update financial control systems to improve the Trust’s financial management.
• To oversee all tax-related actions in all countries where KT operates.

 

Program Development, Planning, and Implementation

• To participate in the Trust’s fundraising initiatives by preparing budgets for project ideas.
• An actively participate in identifying potential fundraising opportunities.
• To analyze and report on actual and projected monthly expenditures, interpret and communicate with Team Leaders, advise on variances from approved budgets, and identify remedial actions.
• To conduct field visits to review financial practices with partners/grantees supported by Kilimo Trust.

 

 

Administration & Operations

• Manage and optimize administrative, procurement, logistical, and office operations.
• Create appropriate policies, processes, and internal controls.
• To oversee asset management and inventory control to protect organizational resources.
• To manage contracts, service agreements, and partnerships with outside vendors.

 

 

The Key Performance Indicators

• The unqualified audit of the organization and projects.
• Financial reports to management and donors/funders should be submitted on time and in good quality.
• All proposal budgets should be submitted to prospective funders in an accurate and timely manner.
• A cost overruns are kept at 5% of authorized budgets.
• A strong internal control system that minimizes errors and mistakes in financial reports.
• All KT assets and resources are secured.
• New projects have been acquired from sponsors and financiers.
• The functional Risk Management System.

 

The Critical Competencies Are Required

• Excellent leadership abilities to effectively lead and build the Finance and Administration team.
• A strategic thinking is necessary to effectively support management and the board.
• Excellent analytical and problem-solving skills.
• A proven numeracy and financial analysis/planning abilities.
• Proficient in proposal development and budget formulation.
• A proficiency in strategy development and program planning processes.
• Knowledge of donor financial policies and processes (experience with USAID-funded programs would be advantageous).
• Ability to manage grants effectively.
• The ERP expertise (Odoo would be a benefit).
• The ability to constantly meet deadlines.
• Excellent verbal and written communication abilities.

 

The Educational Qualifications and Experience Are Required

• Must be a qualified accountant (CPA or ACCA).
• Must have at least 7 years of senior management experience as the head of finance.
• Must have previous experience working for an NGO.
• Experience in the East African region would be an advantage.

 

 

Interested applicants should send updated CVs and applications as follows:

• To highlight relevant skills and experience in connection to the job scope and competencies.
• To provide the names and contact information for three referees, including their daytime phone numbers.
• Make copies of all academic credentials and transcripts, from O’ level to the highest level.
• Provide names and contacts of immediate supervisor(s) from current and previous jobs.
• Please provide your daytime phone number.
• Include documentation of your current compensation package.

 

 

Please submit your application, CV, and documents electronically using the link below.

Please address all applications to the Human Resource Manager at Kilimo Trust.

The deadline for submission: Friday, March 28, 2025.

Take Note: Only the shortlisted candidates will be contacted.