FINANCE, ADMIN AND IT ASSISTANT

Job Title:                     Finance, Admin & IT Assistant

Station:                        KickStart, Dar es Salaam Office

Reporting to:              Office Manager – Tanzania Country Program

KickStart is an award-winning, global non-profit social enterprise that develops and mass-markets low-cost irrigation solutions that are bought by thousands of small-holder farmers in developing countries and used to increase their income by up to a factor of ten, enabling them to lift themselves sustainably out of poverty.

Using an entrepreneurial business model, KickStart has proven its cost- effective solution to poverty in, Tanzania, Kenya Mali and Burkina Faso, Zambia as well as in a dozen of other African countries.

Purpose of Job

In general terms the Finance & Admin Assistant will be responsible for supporting the Office Manager in:

•        Enhancing accountability for the resources of the organization

•        Providing vital financial information that will help other departments in effective and efficient running of their activities.

•        Enforcing the control measures put in place to protect the resources of the organization.

•        Ensure IT systems are working effectively in coordination with the HQ support team

In specific terms, the Accounts Assistant will be responsible for the following:

FINANCE

•        Processing all income and expenditure (writing cheques and sending out payments; paying cheques and cash into the bank etc). Process payment runs to suppliers based on invoices approved for payment by the Office Manager and/or by the Country Manager.

•        Inputting all transactions into the ERP accounting system. Ensure invoices are raised/posted accurately and in a timely manner in the ERP accounting system.

•        Day to day management of office petty cash; production of monthly spreadsheets and entering into the ERP accounting system. Responsibility for petty cash including maintenance of petty cash records and completion of cash reconciliation at each month end.

•        Processing of supplier invoices for payment and preparation of payment authorization vouchers and forwarding the same to the Office Manager for verification.

•        Ensure that all payments are made only on approved vouchers that are well supported with invoices, delivery notes, and LPOs (Local Purchase orders

•        Ensure that all responsible officers required for approval approve all payment authorization vouchers before a payment is prepared.

•        Ensure the Trial Balance is up to date at each month end and prepare relevant reports for review by the Office Manager and/or the Country Manager.

•        Preparing the monthly reconciliations for review by the Office Manager. These include all bank reconciliations, vendor account reconciliations, debtor account reconciliations and staff account reconciliations.

•        Assist the Office Manager in preparing the Year-end audit file to ensure that all information is ready and available in time for the statutory audit.

•        Regularly review debtors and liaise with the Office Manager to ensure credit control procedures are implemented.

•        Check field expenses and receipts to ensure they are accurately recorded and the supporting documentation is adequate.

•        Ensure that field expenses comply with KickStart policies on business advances and raise any queries with the Office Manager in a timely manner.

•        Analyse field expenses ensuring accurately allocated to projects, and pass to the Office Manager for review prior to processing.

•        Enter all guarantee forms in the GF database and assist with completion of necessary reports as requested

•        Ensure that all records and security documents relating to finance are properly filed and kept safely for ease of access of information.

•        Assist the Office Manager and the Country Manager with any other duties as required.

Administration

Establish and maintain office systems for the sound operation of the organization, including:

•       General Management of Office- safety, cleanliness, front office and equipment

•       Ensure that proper and accurate administration of records are maintained, including Asset register, Official Correspondence, Customer, Vendor data base and adequate and effective filling.

•        Maintain inventory of all items in the office and report on monthly basis to the Office Manager

•    Provide  a professional standard reception function during office hours

•        Attend all incoming & outgoing calls and ensure that the phone register is updated at all times

•          Ensure asset Management- Inspection, safety, maintenance and location management

•       Establish a central filing system and maintain it

•       Manage Airport Transfers and Accommodation

•       Maintain insurance coverage’s Arrange for repair, maintenance, and improvements to the facility and office equipment

•       Ensure contracts, insurance requirements and government regulations and safety standards are followed properly

•       Issuing and tracking all keys to the office and ensuring that the office is open on time each day and locked at the end of each day

•       Scheduling and coordinating meetings, interviews, events and other similar activities

•       Provide administrative support to other staff and to the organization using sound judgment, initiative, confidentiality and sensitivity.

•       Other duties as deemed necessary by Office Manager

IT

Through the direction of the Global ICT Infrastructure & Support Manager,

•        Provide first line help desk Support to the users and escalate issues as per provided procedures

•        Assist with network maintenance as well as support, including being the contact person for the local service providers e.g Internet service providers, equipment maintenance companies, prequalified vendors etc

•        Assist with procurement and implementation of new ICT equipment when need arises at the local office

•        Provide ICT policy training to all new users as well as initial computer set up

•        Provide user level training & support on daily applications used, including, but not limited to: MS Word, MS Excel, MS Outlook, MS PowerPoint, and other basic computer related skills.

•        Assist with end user system updates and monitoring, Including: Patch management, Spyware

removal and testing, virus  checking, etc.

•        Co-ordinate the addition, amending and provision or user rights to the various systems in co-ordination with the HQ support team and in compliance with the procedures provided

•        Identify gaps in hardware and software needs to allow and facilitate in planning, acquisitions and replacements

•        Monitor printers, copiers, and fax machines to make sure they are working properly and getting regular maintenance.

•        Manage the local IT consultants that may be hired to perform specific tasks

•        Provide onboarding systems training to all new users of the various ICT systems in the office including use of the ERP

•        Provide High degree of professionalism and end user satisfaction while observing a high level of attention to detail

Qualifications

•        Be holder of CPA or its equivalent in Accounting & Finance. Those with Bachelor degree in Accounting/Finance, will have an added advantage;

•        Have one or more IT qualification e.g IT Diploma, IMIS, CompTIA A+ or N+, MCP, ICDL, CCNA

•        Have a minimum of 3 years similar working experience in an institution handling donor projects;

•        Strong computer skills (spreadsheets, word and other accounting packages);

•        Ability to prepare financial statements as per International Accounting Standards;

•        Technical writing experience. Must have excellent report writing, communication skills and demonstrate a high level of integrity; and

•        Excellent technical knowledge of computing and related IT tools including PCs, networks and peripherals;

•    Experience with Microsoft products like Exchange, Active   Directory, and Server platforms.

•        Comprehend and apply technical information and present technical information to the general public in a non-technical manner.

•        Excellent interpersonal and communication skills

•        Deal effectively and tactfully with upset end users.

•        Good troubleshooting skills using logic and common sense.

•        Be a team player

APPLICATION INSTRUCTIONS

If you possess the above skills and believe you are the right candidate for this position, e-mail your application and CV stating the position title on the subject line to HR Manager at: hrtz@kickstart.org not later than 06^th June, 2014 COB Friday.

Only shortlisted candidates will be contacted.