Finance and Administration Officer at Partners for Health Services and Research Foundation (PHSRF) – 2024

Overview

Job Title: Finance and Administration Officer

Partners for Health Services and Research Foundation (PHSRF)

 

PHSRF is a non-governmental organization that was established to save Tanzanian lives due to demand. PHSRF has over 15 years of practical experience implementing HIV and AIDS prevention, sensitization, and awareness raising projects across the nation. It was founded out of the former Angaza Zaidi program, a nationwide HIV and AIDS prevention and sensitization program under USAID that was implemented since 2001. With Registration Number 00NGO/R2/000103, PHSRF is formally registered with the United Republic of Tanzania under the Non-Governmental Organization Act, 2002. In the Kinondoni district of the Dar es Salaam region of Tanzania, Partners for Health Services and Research Foundation (PHSRF) will provide support for HIV prevention, care, treatment, and other related services among KVP and PP under the EpiC initiative.

 

Number of Job Post: 1 Position

Answers to (Reports to): Finance Manager

Job location: Dar es Salaam

Job duration: Full Time

Type of Contract: One-year agreement with the option to renew based on funding availability and performance.

 

The main activities:

Financial Accounting: Prepare accurate and timely monthly accounts, manage all local bank accounts and perform regular account reconciliations; prepare monthly cash flow statements for fund advances; follow standard ledgers, chart of accounts, and other financial management systems and tools; supervise the preparation of payroll for all paid employees; execute check disbursement procedures; make sure all supporting documentation is in order; and manage program timesheets and travel advances in accordance with PHSRF policies.

Budget Management & Reporting: To assist and contribute to the bi-annual PHSRF budget re-forecasting process in line with the program work plan, provide monthly reports comparing the budget and actual for the Program Manager and Finance Manager.

Financial Integrity & Compliance: Establish internal controls, protect the organization’s assets, make sure that all program transactions comply with Tanzanian law and donor standards, assist and facilitate audit procedures, and make sure that audit results are followed through on.

Assist with Financial Audit Coordination: Organize financial audits and communicate with auditors to guarantee that the auditing conclusions are addressed promptly.

Program Administration: Offer comprehensive assistance to the program, encompassing, but not restricted to:

• Manage the finances and administrative aspects of the program, including petty cash, purchases, employee travel, fund requests, and HR administration.
• Plan ahead and assist in the prompt acquisition of supplies needed for the execution of the program.
• Make sure PHSRF administrative policies and procedures are followed.
• Make sure that the right procedures are followed when purchasing goods and services, and that this is done on time.
• Find suppliers, engage in negotiations, and buy products and services in accordance with the Procurement Committee’s recommendations and the Director’s approval.
• Oversee and direct the planning of meetings, workshops, and seminars.
• Assure ongoing insurance coverage for the project’s personnel and assets.
• Monitor the status of grants, registrations, and legal difficulties.

 

Management of Human Resources:

• Assist the Executive Director with hiring procedures and employment agreements.
• Update the PHSRF manual on human resources procedures and make sure that all legal standards are being followed.
• Oversee and oversee the requirements for payroll processing and reporting.
• Create and oversee human resources policies in compliance with Tanzanian law.
• Create and oversee employment agreements for both temporary and permanent roles.

 

Policies and Systems:

• When necessary, assist in the creation and enhancement of internal program management systems and protocols, such as financial policies, protocols, forms, tools, and other pertinent policies.
• Create a database of preferred suppliers, locate preferred suppliers in accordance with PHSRF procurement guidelines, and oversee the provision of services by these suppliers by determining the necessary tasks, obtaining quotations, and evaluating quotes.
• Purchase fixed assets in compliance with the PHSRF Procurement Policy, and keep a record of all your fixed assets.

 

Experience and credentials:

• A financial and accounting bachelor’s degree, or its equivalent.
• Five years or more of expertise in the financial and accounting fields.
• Demonstrated expertise in managing the budget and operations of a government- or donor-funded program.
• Practical knowledge of databases, spreadsheets, and accounting applications like QuickBooks and MS Excel.
• Able to pick up new software and procedures fast and adjust to them.
• Proficiency in both written and spoken communication.
• Functions well with higher management and in a team setting.
• Enhanced critical thinking and logical reasoning skills.
• Good time-management and organizing abilities.
• Able to fulfill all deadlines and perform well under duress.
• Maintains the greatest levels of secrecy and compliance at all times.

 

How to Fill Out an Application.

For the aforementioned post, interested individuals should send their application, a thorough copy of their resume, and the names, email addresses, and phone numbers of three referees from their place of employment. All people are urged to apply to recruitment@phsrf.or.tz if they are interested in the equal employment possibilities offered by the PHSRF. July 19, 2024 is the deadline for applications.

Please remember that applications will only be contacted if they are shortlisted.