APOPO vzw Tanzania Finance & Administration Manager

The organization: APOPO is an innovative and growing social enterprise that trains rats to detect landmines and tuberculosis in developing countries. APOPO employs over 250 staff in developing countries and maintains Headquarters in Tanzania.

Role mission: APOPO seeks a strong and experienced financial leader to oversee the financial health of the organization and further develop our long-term financial initiatives, controls, and policies to build a strong financial foundation for APOPO’s strategic visions. The ideal candidate will excel in many disciplines including HR and logistics functions.

Role purpose:

1. To accurately control, centralize, and account the organization’s expenses (OPEX), investments (CAPEX) and report timely financial information to stakeholders;
2. To collaborate with the CEO on APOPO’s budget updates, business planning activities, forecasting, and financial statements;
3. To improve the financial systems at APOPO and align with the strategic goals of the organization;
4. To assess financial exposures and establish risk management monitoring;
5. To administer grants and contracts including financial reports to donors and securing additional tranches;
6. To provide oversight to APOPO’s Human Resources for international and local staff;
7. To oversee logistics, assets, and operations at the APOPO Headquarters;

Education required:

• BSc in business or related field
• CPA or MBA in accounting or related field

Experience required:

• 5+ years finance experience with progressively increasing responsibilities
• 3+ years accounting experience
• 2+ years financial management including budgeting and business planning
• 1+ years developing country experience preferred
• 1+ years nonprofit experience preferred

Role Responsibilities:

1) To control the organization’s expenses and ensure accurate monthly reporting and analytical accounting

• Monthly control and centralizing of accounts and financial diaries of the international APOPO projects and accurately recording into the Popsy accounting software;
• Ensure APOPO’s Procurement Policy is followed and Purchase Forms are completed;
• Generate monthly financial reports to the Program Managers and other stakeholders including expense summary and year to date expenses for each program;
• Maintain relationships with insurance companies, banks, legal advisors and auditors;
• Executing international and local payments, including cashbox management;
• Become acquainted with Belgian and EU accounting systems and requirements;
• Prepare all documents for the annual audit and prepare the annual financial accounts;

2) Lead the quarterly budget updates, expense allocation, and cost center distribution in collaboration with the CEO and Financial Advisor in Belgium

• Collaborate with Program Managers to update the budgets every quarter, 1 year forecast and 3 year forecast annually, and other financial planning measures as needed;
• Accurately report budget updates, donor income, shortfalls, and forecast cost allocation on APOPO’s internal sharing platform, Smartsheet;
• Establish periodic reporting and budget follow up systems as well as transparency within financial transactions;
• Perform quarterly variance analyses to improve budgeting procedures and inputs;
• Keep accurate records regarding the distribution of expenses and standardize general expenses for allocation between different cost centers;

3) Improve current financial systems and align systems with business planning and strategic goals of the organization

• Advance financial systems including budgeting, planning, transparency, and reporting templates in collaboration with the CEO;
• Develop cash flow statements, analyze cash disbursements, and setup financial models using previous experience in collaboration with the CEO and Financial Advisor;
• Develop and accurately record a system to analytically assign incoming money to cost centers and be able to accurately account for these with expenses;
• Initiate and ensure compliance with financial regulations and standards as stated in the EFQM guidelines;

4) Administer grant and contract cycles including reporting, securing tranches, and donor communications

• Secure initial and additional funding tranches for new and existing grants;
• Monitor the grant reporting timelines, prepare financial reports upon request or as needed, and track progress reports by the relevant apopo contacts;
• Coordinate the implementation and timely execution of the requirements described in the contracts and proposals when approved;

5) Assist in the advancement of the HR strategy including clarifying roles and developing monitoring and evaluation systems, in collaboration with the CEO

• Follow up the timely implementation of HR management systems, including updating role distributions and performance evaluations;
• Assist in developing APOPO’s HR Policy;
• Oversee and control monthly payroll for local staff;
• Oversee and provide guidance to local HR Managers in each country;
• Monitor and follow up individual performance based agreements;
• Monitor and update employment contracts and leave schedules for international staff;
• Assist in developing management meeting, communication, decision making and reporting frameworks;

6) Ensure proper systems are in place for logistics, asset management, and procurement

• Oversee the logistics of the organization including the fleet, assets, and facility management in coordination with the Finance & Administration Assistant;
• Setup and maintain asset cycle procedures;
• Ensure local procurement is controlled and inventory is accurately recorded;
• Organize price checks and analyze alternative vendors for purchases;
• Be a focal point for escalated operational issues;
• Be in charge of the management and coordination of the Headquarters in Tanzania when the CEO is absent;

7) Be an active member of the management team

• Participate in the management and strategic meetings;
• Implement decisions made by the CEO;
• Prepare reports to the CEO;
• Advise and formulate proposals from previous experience to the organization;
• Support Program Managers in financial, legal and logistical matters;
• Become acquainted and updated with the organization’s strategy and activities

How to apply: 

Interested applicants should submit a CV, cover letter, and rank their experience using the following form on APOPO’s career portal: https://www.smartsheet.com/b/publish?EQBCT=6e4bf887ee954456a775e25810ae0794

Applications will be reviewed on a rolling basis with a deadline of 30 November 2012.

Only short listed applicants will be invited to interview.