Pact Tanzania Employment Opportunities

Pact Tanzania is restructuring its Finance team and we are looking for Finance Director and Finance Officer to provide financial expertise on USAID/PEPFAR work. We invite applications from suitably qualified and experienced individuals to serve as a leader or a member in Finance team to support Pact Tanzania programs.

Finance Director
Reports to: Country Director

Responsibilities
General Financial Management

 Oversee two finance departments, general accounting and grant accounting and a team of financial professionals responsible for the financial management of Pact Tanzania programs and assets

 Design and implement systems and procedures following Pact standards adapted to handle specific country constraints and conditions, yet ensuring effective internal controls and minimizing risks for Pact.

 Ensure timely monthly closings and backup of the financial system

 Supervise the finance team in reviewing cash receipts and disbursement transactions such as but not limited to travel, advances and liquidations of sub-grantee expenses, and vendor transactions – ensuring adequacy of supporting documents and appropriate cost accounting allocations.

 Work with the relevant Program Departments on integrated management of all project finances to ensure effective use of resources in order to achieve program objectives in compliance of all donor requirements.

 Approve and submit monthly cash requirement requests for Pact Tanzania operations and programs in the country ensuring that cash balance maintained is not excessive.

 Provide training and/or guidance to field staff on Pact policies, procedures and requirements; donor guidelines, procedures and requirements; rules and regulations.

 Ensure that monthly financial reporting is sent to Pact headquarters on time with appropriate cover information.

 Oversee the preparation of bank reconciliations and assure adequate financial resources are maintained.

 Monitor exchange rates and make timely decisions regarding drawdowns and cash transfers

 Review monthly Financial Reports from field programs for completeness and accuracy; ensure appropriate budget approvals, and submit to HQ Finance department.

 Monitor timely resolution of questioned or unallowable costs including subawards

 Review Program Status Reports received from headquarters and provide Country Director, Regional Finance Representative and the Program Departments with up-to-date information and pipeline projections that may be needed by donor CTOs.

 Oversee Pact Tanzania inventory controls.

 In conjunction with the program managers, grants manager and other members of Pact’s program team, prepare budgets for cost extensions, new proposals and program revisions with the objective of full cost recovery and realistic cost projections.

 Provide timely response to HQ Finance Team providing copies of supporting documentation and responding to requests for information from external/internal auditors. Manage any donor-initiated audits in conjunction with Pact HQ Finance Team.

 Manage annual compliance audits of Pact Tanzania accounts
 Approve all formal financial reports before they are sent by Pact to the relevant donor.

Grants and Subcontract Financial Management

 In collaboration with the Grants & Contracts Department design, develop and adapt policies, guidelines and criteria for the management of subrecipient and subcontractor financing using the Pact worldwide standards for the conditions and constraints of the specific country.

 Oversight of and coordination with the grants unit as well as training/mentoring of staff where necessary in the financial management of the programs’ grant agreements with local and international NGO's.

 Supervise regular site visits by finance staff to conduct site visits to audit subgrantee transactions matching expenditures to adequate supporting documentation.

 Support financial management of subgrants including processing advances/liquidations, monitoring/compliance visits and close-out procedures.

 Ensure financial monitoring systems are in place and generate timely and relevant reports, including analysis and tracking of sub contracts commitments, obligations, awards and liquidations.

 Equip staff to provide technical assistance to local NGO's in the area of financial management and sub contract compliance.

 Maintain chart of accounts to ensure proper tracking and reporting for internal use and grant requirement

 Work with the Grants Manager to ensure timely grant implementation in compliance.

 Provide input and approval of financial progress and final reports on programs and projects are submitted in accordance with USAID and other donor reporting requirements in a timely fashion, in conjunction with HQ and relevant Program Departments.

 Facilitate meetings between Grants, Program and Finance department to review sub-grants matrix; reconciliation between Accounting records and sub-grants matrix; and harmonization of work-plans between grants and program staff.

 Liaison with Headquarters Grants and contracts office where necessary for advice.

Supervisory Responsibilities

 Supervise staff responsible for general accounting and subgrant accounting

 Assist and train finance and grants staff in properly using financial programs and tools.

 Coordinate with other Program and Grants & Contracts Department for training/mentoring of sub-grantees where necessary in the administration of the program’s sub-agreements with partners.

 Mentoring and training of staff to ensure they have the appropriate skill levels for their positions

Budgeting

 Oversight of budget preparation, processes and management in conjunction with the relevant program managers, including the development and review of relevant standard costs and scales for the programs. Track expenditures and provide justification for allocations and reclassifications, when required.

 Approve journal vouchers and ensure accurate, current, and complete entries into the financial management system including ensuring adequate supporting documentation

 Monitor expenditures against budgets.
 Oversight of preparation of budgets and revenue plans based on Program information
 Assist in development and tracking of budgets for field programs.

Qualifications

 Practical knowledge of USAID rules and regulations, familiarity with other donors a plus
 Prior experience at a similar level of responsibility in amount of resources managed.

 Demonstrated capacity to create and/or maintain systems and procedures for managing complex programs with many implementation sites, partners and beneficiaries

 Skilled in accounting and financial management software
 Good analytical skills
 Ability to work in a challenging environment and travel within the country on short notice
 Strong communication skills and cultural sensitivity
 Written and spoken English fluency

Education and Experience Requirements:

 BA/BS in Finance, Accounting, or related field and Professional Accounting Certification required. Higher Degree a plus.

 Minimum of 10 years of direct financial management and supervisory experience required

 Experience in financial management of US Government contracts and/or sub contracts a must, preferably USAID.

 Audit experience will be an advantage.


Finance Officer
Reports to: Finance Manager

Responsibilities:

 Ensure entries in general ledger are properly classified and allocated to the appropriate program or overhead expense accounts

 Advice Finance Manager of the cash position on a daily basis to ensure the office always has adequate liquidity to meet its obligations, while at the same time making sure the office does not have unnecessarily excessive liquidity.

 Regular reconciliation of Accounts Receivables and Accounts Payables to ensure that all liabilities and obligations are dealt with in a timely manner.

 Prepare and submit monthly financial reports to the Finance Manager.
 Address and resolve outstanding liquidations in receivable and payables account.
 Prepare the monthly reconciliation of the bank accounts making sure reconciling items are
verifiable and outstanding items are adequately followed up and cleared.
Carry out a monthly reconciliation of general ledger issues/balancing sub ledgers

 Review and follow-up staff liquidations ( Travel Expenses report, Other expenses report)

 Review Payment vouchers.

 Ensure that adequate supporting documents are attached to the payment vouchers and that all invoices are in accordance to the Purchase Orders for the good and/or services rendered.

 Post approved payment vouchers, journal vouchers and all receivables in the QuickBooks software account.

 Ensure proper interpretation and application of donor procedures and regulations with a focus on compliance issues that pose a potential risk to Pact.

 Filing of Payment voucher and other necessary financial documents

Qualifications

 Bachelor Degree in Accounting, Business or related field(s) relevant to fulfillment of the duties and responsibilities as described above. Professional Accounting Certification a plus.

 Has a good understanding of donor regulations from different grant donors, with emphasis on USAID

Experience:

 At least Five years of progressively responsible experience in general accounting, accounts payable/accounts receivable department.

 Prior experience with a non-profit organization or international donor preferred

Skills:
 Ability to work effectively in a team and challenging environment
 Ability and willingness to travel within the country on short notice
 Strong written and oral communication ability.
 Computer literacy (word processing and spreadsheet). Knowledge of QuickBooks a big plus.
 Strong Language capability in both Kiswahili and English

How to apply:

If you believe you are the ideal person we are looking for, submit your application letter describing why you are the right candidate for Pact and curriculum vitae detailing your experience with three referees to smugaragu@pactworld.org or by post to: Pact Tanzania, 74 uporoto Street Victoria P.O. Box 6348, Dar es Salaam, Tanzania

Closing date for applications: 15th July 2011 (only shortlisted candidates will be contacted)