Overview

Job Title: Finance and Administrative Assistant

Job location: Mbeya

Job Type: Full time

Health and Insurance Management Services Organization (HIMSO)

 

 

 

About us:

The Health and Insurance Management Services Organization (HIMSO) is a Tanzanian non-governmental organization that specializes in providing technical assistance for the creation and promotion of community-based health insurance. HIMSO is now seeking a Finance and Administrative Assistant based in Tanzania.

 

 

The Skill and Qualifications:

The Essential:

  • A minimum of a bachelor’s degree in finance, accounting, or a comparable discipline.
  • A minimum of two years of progressively responsible experience in finance and administration, particularly with multi-donor funding.
  • A proficient with computers (MS Excel and Word) and accounting software (particularly QuickBooks).
  • The excellent report-writing skills.
  • The excellent communication abilities in both English and Kiswahili.
  • Knowledge/ experience dealing with community interventions.
  • Effective interpersonal skills (communication, teamwork, discretion, and impartiality).
  • Excellent organizational and administrative skills, as well as the ability to operate well under pressure.

 

 

The Mission of the Finance and Administration Unit:

Streamline financial and administrative procedures, ensure efficient office administration, and generate reliable, transparent, and timely financial and administrative information that would enable HIMSO and its key stakeholders to effectively manage resources and make informed choices.

 

 

The Major duties and responsibilities:

The Finance & Administrative Assistant’s primary responsibilities, as directed by the Finance & Administrative Officer (FAO), will include:

  • To assist the FAO with financial and administrative problems to ensure that financial resources are managed effectively in accordance with HIMSO regulations.
  • Maintain compliance with administration, finance, rules, and procedures.
  • Make sure that payables are managed smoothly and efficiently in compliance with HIMSO procedures, including correctness and completeness.
  • Make careful you make all payments on time.
  • To ensure that the system processes transactions on a daily basis and that they are correct and complete.

 

The Financial Management and Accounting:

  • To enter daily transactions (data) into QuickBooks.
  • To prepare adequate, accurate, suitable, and current accounting records and books of account in conformity with the Chart of Accounts.
  • To prepare payment vouchers (PVs) and verify they are accompanied by the necessary documentation.
  • Assist/ support the maintenance of internal control procedures and the compliance of accounting standards, ensuring that all transactions are approved by the appropriate approval levels. Verify and examine any payment support documentation. Ensure that payment requests are submitted on time to FAO for assessment and approval by the Executive Director.
  • To prepare financial reports for the organization to be approved by the FAO.
  • Create/ prepare and update all payroll documents for payment.
  • Create a monthly bank reconciliation statements and have them authorized by the Executive Director.
  • To prepare files for uploading to the office’s internet banking system.
  • To provide assistance with audits (internal and external), including document preparation for internal, external, and donor audits.
  • Support/ assist with management replies to audit reports and the timely implementation of audit recommendations.
  • To assist FAO in conducting field office (CHuA) audits as needed.
  • Provide support with Purchase Orders and payment processing for the procurement of products and services in accordance with HIMSO policies.

 

 

The Administrative Management:

  • Be responsible for maintaining all office equipment.
  • In charge of inventory updates and asset management.
  • To maintain an organized and comfortable office atmosphere by ordering office supplies.
  • To administer medical insurance to all HIMSO employees.
  • To coordinate and organize field staff travel by obtaining travel authorization and making necessary arrangements.
  • Help organize staff workshops under the supervision of the Monitoring, Evaluation, and Learning Officer.

 

 

The mode of application:

The HIMSO is an equal opportunity employer, and this employment is open to everyone. Qualified candidates should submit a CV and a cover letter outlining how their experience will contribute to the position’s criteria. The applicant should also supply relevant and contactable references. The CV, cover letter (addressed to the Executive Director, P.O. Box 2827, Mbeya), and a list of three references should be emailed to info@himso.or.tz by Tuesday, December 24th, 2024. Unfortunately, due to the high volume of applications we get, we will only be able to react to the shortlisted candidates.