Overview

Job Title: Financial Administration Officer

Job location: Mbeya at the Offices of Mission 21

The Terms of employment: This is a one-year Limited Term Contract that may be renewed.

Answers to/ reports to: The Country Programme Coordinator of Mission 21 Tanzania and the Secretary General of the Moravian Church in Tanzania (South West Province).

 

 

The Scope of Work:

  • The Office and financial administration of the Mission 21 Tanzania Coordination Office.
  • Mission 21 Tanzania Coordination Office manages the sub-project finance administration for 186.1005 Good Governance and Human Rights.
  • The financial administration (management) of country-level programs under the Mission 21 Tanzania Cooperation Programme.

 

The duties and responsibilities:

Project budgeting.

  • Assist/ support the Country Programme Coordinator in preparing an annual budget for internal project and Coordination Office activities using the Mission 21 template in accordance with the annual action plan requirements.
  • Help/ support the Country Programme Coordinator and Programme Officer create and amend the Country Programme Annual Budget.
  • Help/ support the Country Programme Coordinator in ensuring that project budgets for all initiatives within the Mission 21 Tanzania Cooperation Programme adhere to budget constraints and rules (i.e., overhead expenditures do not exceed 15% of Mission 21’s annual contribution).
  • Maintaining budget control over withdrawal requests for internal project and Coordination Office functions.
  • Help the Country Programme Coordinator in making budget adjustment requests to the Programme Officer, as well as revising annual budgets for internal project and Coordination Office activities in the Mission 21 template for submission to the Mission 21 Coordination Office/Programme Officer.
  • To monitor budgets vs actual expenditures, explaining substantial deviations, and providing rolling predictions for the Tanzania Programme.

 

 

Project accounting.

  • The Petty cash purchases and payments.
  • The filling out TISS forms, including account and payment details.
  • To authorize petty cash vouchers.
  • Receipts and any supporting paperwork should be photocopied and filed appropriately.
  • Weekly documentation of cash outs, receipts, and cash ins in the Petty Cash file, as well as notification of any lingering concerns to the coordinator.
  • Make follow up on missing receipts, signatures, and payment vouchers from the Petty Cash file on a weekly basis, advising the coordinator of any unresolved issues.
  • Count the closing and opening monthly petty cash balances and sending them to the coordinator for verification.
  • To prepare withdrawal requisition forms and supporting paperwork (activity-specific budget, pro-forma invoice, etc.) to submit to the Country Programme Coordinator for approval.
  • Make sure that all project expenditures and accounting meet Mission 21 requirements.
  • To manage office spending, reconciling finance books, and ensuring that all computations and data entries are accurate.
  • Bookings are entered into Tally or another accounting software that is comparable.
  • The collecting data and processing payroll and payments for employees and temporary consultants.
  • To assist the Country Programme Coordinator in ensuring Mission 21 complies with all statutory requirements.

 

 

Financial Reporting.

  • To prepare monthly financial reports for the Coordination Office operations.
  • Make consolidation of quarterly financial reports from sub-grantees of project funds into country-level reports for each project number within the Mission 21 Tanzania Cooperation Programme.
  • To check supporting documentation for financial reports of project sub-grantees on a quarterly basis and incorporating them into country-level reports for each project number within the Mission 21 Tanzania Cooperation Programme. Helping project financial staff follow up on missing documentation.
  • Quarterly financial reports for all projects within the Mission 21 Tanzania Cooperation Programme, as well as tally books, should be sent to the supervising accountant for review and modification as instructed.
  • Quarterly financial reports for all projects in the Mission 21 Tanzania Cooperation Programme are submitted to the Mission 21 Coordination Office for approval, with cooperation from the supervising accountant to make any necessary revisions to the reports.
  • Prepare annual tally book and project financial report. Coordination Office operations are to be approved by the Country Programme Coordinator/Programme Officer using the Mission 21 template.
  • Help the accountant create the project’s annual financial reports. Coordinate office operations for external audits.
  • To facilitate and assist partners with external and internal audits in collaboration with the Country Programme Coordinator and supervising accountant.
  • To consolidate the annual financial reports from sub-grantees of project funds into country-level reports, one for each project number within the Mission 21 Tanzania Cooperation Programme.
  • To prepare the Country Programme Financial Report for submission to the NGO Registrar in accordance with national rules.

 

 

The Financial Verification and Documentation:

  • Ensure that all project expenditures for Coordination Office functions are properly documented.
  • The physical verification of project expenses.
  • To cross-check physical asset verification against a fixed asset registry for Coordination Office operations.
  • To control project visitation expenses against activity logs and reports submitted by the Country Programme Coordinator and Assistant Programme Coordinator.
  • To controlling spending reports against project data (i.e., the participant database).
  • To assist the Country Programme Coordinator or Assistant Programme Coordinator in entering project activity reports and participant data sheets into an electronic database.

 

 

 

The job Qualifications:

Education:

  • A minimum Bachelor’s degree in accounting or comparable field.
  • The experience with project financial management (budgeting, control, and reporting).
  • The training/ experience in (Social Welfare, Community Development, MLE) and a dedication to community development and social justice concerns.
  • A Mastery of the Microsoft Office Suite, including sophisticated Excel skills.
  • Accounting software expertise (Tally or a related system).
  • A Mastery of English language communication (written and spoken) and Kiswahili, the local vernacular languages of Mbeya and nearby regions, is an asset.

 

 

The Work Experience:

  • A minimum of (3) three years of experience in a relevant job.

 

The Correspondence:

The Qualified applicants should submit an application letter, updated Curriculum Vitae, and other required papers by Monday, November 11, 2024, at 3.45 p.m to the email mission21tzrecruitment@gmail.com.