FINANCE & ADMINISTRATION OFFICER

Background and Organisational Structure

Frankfurt Zoological Society works for a world that protects and values biological diversity as the basis for all life and the livelihoods of present and future generations. Within this context, our goal is to work with and for people to secure biodiversity in key ecosystems worldwide. FZS maintains long-term conservation programmes in Africa, South America, Asia and Europe. The Africa Programme is FZS’s largest and oldest and is active in five focal countries: the Democratic Republic of Congo, Ethiopia, Tanzania, Zambia and Zimbabwe. 

FZS has been active in the Serengeti for over 50 years and is currently running a series of projects focusing on Parks Protection and support to the Parks authorities.

Responsibilities:

This post will provide Financial and Administrative support to the FZS Serengeti project.   The holder will work under the supervision of the Serengeti Project Leader with further guidance from the FZS Africa Regional Head of Finance and Administration.

Core responsibilities are: 

1.        Overall Financial management

Implementation of the FZS Accounting policy and procedures, preparation of accounts for good project management, reporting and auditing of FZS project in the Serengeti and other assigned Projects.

1. Cash Control

·           Arrange for timely transfer of funds from ARO or HQ and between bank accounts and Petty Cash.

·           Provide bi-weekly summaries of funds status to project leader.  

·           Monitor the level of office cash and alert management to cash flow forecasts thereby ensuring that petty cash is available at Seronera office at all times.

·           Organise and conduct petty cash and Bank reconciliation on a monthly basis, including carrying out a cash count witnessed by two staff members.

2. Processing and Control of Transactions

·           Complete appropriate vouchers at time of transaction and enter in accounting system within 48 hours

·           Ensure that payment vouchers and receipts have been completely filled and correctly coded and are accompanied by appropriate supporting documentation before transaction is completed. 

·           Ensure imprest requests or retirements are in compliance to FZS financial policy and procedures

·           Checking goods received against purchase orders, payment of suppliers.

·           Control of Stocks and Stores.

·           Ensure completed vouchers and supporting documentation are correctly filed.

·           Check all entries on a monthly basis and present reports to project leader on request.

·           Maintain staff accounts (imprest and loan balances) and provide list to management and relevant staff on a quarterly basis or as requested. 

3. Financial statements;

·           Prepare project quarterly and annual financial statements as per project agreements for FZS projects in the Serengeti

·           Monitor available budget for Serengeti projects and provide information to Project Leader.

·           Prepare financial statements as requested for external donors

·           Liaise with FZS ARO Accountant and FZS ARO Head of Finance & Administration on all relevant issues.

2.       General administration of the FZS Serengeti Office

·           Ensure the smooth operation of administrative processes in the Serengeti Office.

·           Acting as Receptionist, greeting visitors, answering telephone etc.

·           Maintain appropriate and efficient filing system for FZS Serengeti project records.

·           Ensure vehicles are insured and logbooks are correctly and accurately maintained

·           Preparation and administration of Local Purchase Orders

·           Arrange flight and hotel bookings for Serengeti project staff and visitors

·           Enter all new assets into fixed asset register and ensure all FZS Serengeti fixed asset registers are accurate and up-to-date

·           Carry out other support duties as requested by project leader or Head of finance and Administration at ARO thereby ensuring efficient running of project activities.

Qualifications and Experience

Required

• A minimum of an Advanced Diploma in Accountancy or equivalent.
• At least three years experience in a similar position

• Knowledge of accounts packages and spreadsheets
• Computer literate with good knowledge of Word, Excel, email and internet use.
• Knowledge of online banking,
• Experience of working with electronic Stock Control Systems
• Excellent written and spoken English and Ki-Swahili.

·         Knowledge of Tanzanian laws in relation to tax and labourlaw.

• Willingness and ability to live in the Serengeti National Park

Desired

• Experience in non-profit environment
• Willingness to travel occasionally
• Interest in wildlife conservation

Key Competencies

The job-holder will be expected to be competent in the following areas and exhibit these whilst carrying out daily duties

·         Maintain high ethical standards, both personally and professionally, show integrity and fairness in dealing with others

·         Be proactive and identify tasks which are required

·         Structure one’s work in an orderly and transparent manner, carrying it out with an eye for detail and accuracy.  Set goals and priorities in an effective manner.

·         Flexibility:  Adaptable, receptive to new ideas, willing and able to adjust to changing demands and circumstances

·         Co-operate and work well with others in the pursuit of FZS team goals, sharing information and supporting others

·         Problem analysis:  Pointing out problems, recognising important information, tracing causes of problems

Conditions of Employment

The post will be based at FZS Serengeti Project Office in the Serengeti National Park.    Salary will be commensurate with qualifications and experience.    Basic housing and transport to work will be provided in the Serengeti, along with insurance for health treatment in Tanzania.

Applications:

Please send an email with ‘Finance Post’in the subject line to jobs@fzs.org by the 28 May 2014.    Attach a CV and a covering letter stating why you believe you should be appointed to the post.      Please provide the names of three referees, indicate when you would be available to start and your current gross salary level and expectations. 

Only short-listed applicants will be contacted.