Jobs at Jhpiego Tanzania , Deadline: 24-04-2017

Jhpiego is an international non-profit health organization affiliated with the Johns Hopkins University. For 40 years now, Jhpiego has empowered front-line health workers by designing and implementing effective, low-cost, hands-on solutions to strengthen the delivery of health care services for women and their families. By putting evidence-based health innovations into everyday practice, Jhpiego works to break down barriers to high-quality health care for the world’s most vulnerable populations. Jhpiego is implementing a number of projects in Tanzania and wishes to fill the following positions:

Senior Finance Officer

Position: Senior Finance Officer [1 position based in Dar es Salaam] Grade: 9 

Position Reports To: Senior Finance Manager – Sauti

Position Supervised: None 

Job Overview: The Senior Finance Officer will be responsible to manage the Project’s day-to-day cash needs, travel requests, payments, procurement, contracts, regional office finances, policies and procedures, consultants, travel and logistics, and project reporting. S/he will also be expected to oversee all financial and accounting issues at the regional level, and will also provide technical assistance to sub-grantees on finance management.

Responsibilities: 

Banking and mobile wallet payments: 

• Responsible for maintaining bank accounts according to Jhpiego’s policies and procedures, including updating check register, forecast cash needs, and timely update check

• Assist in checking and verifying mobile wallet payments for Sauti project

Cash transfer project

The senior finance officer will be responsible for all cash transfer project transaction. This include working with Sauti DREAMS team to enroll adolescent girls and young women (AGYW) to the cash transfer program including registering them into JEMS system

• Conduct periodic physical verification of all cash transfer enrolled beneficiaries

• Make reconciliation of all transactions under the cash transfer project

• Assist with analyzing feedback collected quarterly through IVR/SMS system and us the analyzed report to prepare

• re payment batches for quarterly cash transfer installment payments

Accounts Payable:

• Efficiently manage all the Sauti regional office non-petty cash disbursements ensuring compliance with all applicable internal controls and Jhpiego, JHU and USAID financial management policies and procedures. 

• Assist in ensuring that all project expenditure is reasonable, allocable and allowable, has adequate supporting documentation, has the appropriate expense class and account coding, has been approved and that goods, services and due deliverables have been received, accepted and are in good condition prior to finalizing payment. 

• Review expense for Sauti staff for Dar es Salaam, Mtwara, Morogoro and in other regions where needs arise

Taxes and Statutory Deductions: 

• In coordination with the finance office, compile and remit applicable local statutory and tax amounts payable to the Tanzania Revenue Authority 

Accounting System: 

• In accordance with Jhpiego/JHU policies and procedures, timeously provide information to the Finance manager for QuickBooks accounting system capturing all SAUTI’s financial transactions. 

Accounting Records: 

• Maintain and manage in a systematic and efficient manner, accurate financial records and supporting documentation (both hard and electronic copies) of all financial transactions for the SAUTI project. 

• Ensure all documents have been duly reviewed and approved, they have been marked “PAID” and voucher and check numbers have been assigned that reference the documents to QuickBooks. 

• Safeguard all the original financial documentation and takes charge of the SAUTI finance filing system.

Petty cash Management: 

• Responsible for petty cash management according to Jhpiego guidelines. Conduct surprise petty cash check to Sauti regional offices

Project and Travel Advances Management: 

• Support Sauti implementation by way of preparing and/or reviewing project activity advance requests. 

• Travel to the field and manages cash disbursements to activity participants in accordance with Jhpiego policies and procedures. 

• Manage cash with the highest degree of integrity, diligence and security consciousness. 

• Collect all necessary documentation and prepares timely project activity expense reports and banks unexpended funds. 

Budget Preparation: 

Assist the Dar Regional Program Manager with the development and preparation of Sauti Project projections, pipeline analysis and any other required budgets. 

• Assist Dar program staff in developing activity budgets. 

• Assist Senior Finance manager during annual Sauti work plan budget development

Asset management

• Work with operation to maintain the asset register for Sauti program including maintenance and tracking of all assets procured and issued to Sauti sub grantees

Audit: 

• Work closely with the Finance through audits and financial reviews.

Grants Management Support: 

• Support grants management by conducting periodic financial review of sub grantees.

Qualifications and Requirements 

• Degree in Accounting, Finance, or Business Administration – [Advanced Degree an added advantage] with minimum of 5 years work experience.

• Basic accounting knowledge – CPA I or efforts in acquiring accounting qualifications or equivalent 

• Computers skills including use of spreadsheets and/or accounting packages.

• Must have demonstrated book-keeping skills, an understanding of maintenance of ledger entries, cash book and account entries and bank reconciliation. 

• Knowledge of generally accepted accounting principles (GAAP) 

• Experience with audits and financial reviews

• Knowledge of USAID regulations would be an added advantage.

• Previous experience with nonprofit organization will be an added advantage.

• Ability to travel up to 30% of time.

Finance Officer

Position Reports To: Direct Administrative supervision: Regional Program Manager(s) (RPMs) (please see supervisory roles and responsibilities at the bottom of the job description) Technical/functional supervision by Finance Manager/Senior Finance Manager.

Position Supervised: None

Job Overview: The Finance Officer is responsible for assisting the finance department with various finance functions and to ensure the smooth running of the finance systems for efficient program implementation. This includes handling of expense reports, implementing and monitoring JDR processes, maintaining and supporting cost share documentation, and collecting and filing financial documents. The finance officer provides support to the Finance Managers and Regional Program Managers and assists with other finance tasks as assigned.

Responsibilities:

• Examines financial documents such as invoices, expense reports and other documents at regional offices to ensure the completeness, accuracy, reasonability and validity of financial data before they are sent to Dar es Salaam.

• Ensure that funds spent at regional offices are spend in accordance with Jhpiego’s financial policies and procedures as outlined in the Jhpiego Finance and Accounting policies manual for country offices, Travel Policy, Banking Policy, Procurement Policy, Petty Cash Policy and any other policies.

• Ensures that financial documents, payments supporting documents at regional offices for field activities are sent to Dar es Salaam (at least twice a week) and make necessary follow ups with field vendors as determined by the finance manager.

• Monitoring and reconciling supplier statements from respective regional offices on regular basis and ensures timely settlement of bills.

• Responsible for reviewing petty cash documents at regional offices before they are sent to Dar es Salaam for requesting replenishment. .

• Maintain a register for all invoices received at regional offices as well as a register for all deposit slips for funds deposited into Jhpiego’ s bank account at regional offices.

• Monitoring and reconciling travel expenses and project expenses to individual advances on a regular basis.

• Posting of transactions in QBE clouds in accordance with DOA mandate

• Ensures that all staff at regional offices deposits unspent advances to the bank within 24 hours after submission of their expense reports.

• Assist in preparation of ad hoc financial reports as needed.

• Be an integral part of the regional office team by providing RPMs with data for decision making including burn rate/spending level, aging, open purchase orders and embed value for money in these advice to the team.

• Participate in inventory count as needed.

• Provide guidance and inputs to regional staff on finance related policies and procedures.

• As needed assist in making payments for field activities and prepare reconciliation reports on a timely basis.

• Assist in resolving outstanding payments to participants and vendors as needed.

• Participate in regional team meetings to address regional financial processes and challenges.

• Support program teams to review activity and annual budgets on regular basis

• Follow up on outstanding advances for staff at the regional offices in collaboration with the finance manager and the regional program manager

• Provide guidance/feedback to Finance Manager to ensure the sound functioning of the Jhpiego regional office on finance related matters.

• Supports completion, collection and maintenance of regional costshare documentation for costshare purposes

• Assume other duties as assigned.

Qualification and Requirements

• Degree in Accounting, Finance, or Business Administration and an effort to acquire a CPA or its equivalent.

• Minimum of 1 - 2 years relevant experience in finance or accounting.

• Additional years of relevant work experience may be substituted for educational requirement

• Knowledge of USAID regulations would be an added advantage.

• Previous experience with nonprofit organization will be an added advantage.

Knowledge: (functional or technical; i.e. federal legislation, finance, program planning, public healthcare standards, proposal writing, human resources practices, etc.)

• An understanding of maintenance of ledger entries, books keeping skills and bank reconciliation.

• Computers skills including use of spreadsheets and/or accounting packages

• Knowledge of Generally Accepted Accounting Principles, GAAP.

• Knowledge of internal controls

Abilities/Skills (action i.e. negotiates, manage, exercise independent judgment, act as technical advisor network, train etc.):

• Financial and computer skills – working knowledge of database applications, word processing and Excel, as well as experience with accounting software

• Excellent organizational skills, detail-oriented and high degree of accuracy;

• Strong analytical skills and sound judgment.

• Excellent interpersonal skills to effectively interact with all levels of staff and partners.

• Good oral and written communication skills to effectively communicate findings and analyses

• Be cooperative, hardworking, flexible & dependable.

• Pleasant, warm and outgoing personality.

• Be of high integrity and have a sense of confidentiality

• Be willing to take on extra responsibilities in order to achieve the goals/objectives set by the organization

• Capability to develop and implement effective strategies and tactics for accomplishing assigned duties

• Ability to work independently and as a member of a team.

• Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.

Roles and responsibilities of supervisors

Technical/function supervision role:

Finance officers will technically/functionally report to a Finance Manager/Senior Finance Manager. Technically/functional supervision entails the Finance Manager/Senior Finance Manager supervising the Finance Officer in the following:

• Oversees weekly/monthly finance deliverables with specific indicators e.g. Advance reductions to minimum required level, reduced number of open POs,

• Ensuring the FO meets with regional team to address various financial concerns or issues

• Provides appropriate finance data to the regional teams to enable RPMs to make decisions e.g. burn rate, etc.

• Work with RPM in managing the performance of the Finance Officer including appraisal process

• The Finance/Senior Finance Manager will also contributes to FO performance/360 review but they are not direct supervisor in JEMS

Administrative Supervision Role:

Finance officers will have a direct administrative reporting to Regional Program Manager. Direct reporting entails the Regional Program Manager to:

Provide day-to-day tasks and job duties in the region as needed to support efficient program implementation. These day to day task assignments include:

• Supporting program team to review budgets

• JDR problem troubleshooting and oversight

• Activity payments (when needed to support POs/PAs)

• Involvement in reviewing procurement process as needs

• Inventory counts (in collaboration with stores officers)

• Provide outstanding advance reports to RPMs

• Updates RPMs on outstanding invoices/payments

• Track budget expenditures

• Attend regional team meetings

Senior Finance Officer - Mwanza

Position Reports To: Senior Finance Manager – Sauti

Position Supervised: None

Job Overview: The Senior Finance Officer will be responsible to manage the Project’s day-to-day cash needs, travel requests, payments, procurement, contracts, regional office finances, policies and procedures, consultants, travel and logistics, and project reporting. S/he will also be expected to oversee all financial and accounting issues at the regional level, and will also provide technical assistance to sub-grantees on finance management.

Position Reports To: Project Finance Director

Position Supervised: None

Job Overview: The Senior Finance Officer will be responsible to manage the Aidsfree and Sauti Projects day-to-day cash needs, travel requests, payments, procurement, contracts, regional office finances, policies and procedures, consultants, travel and logistics, and project reporting. S/he will also be expected to oversee all financial and accounting issues at the regional level, and will also provide technical assistance to sub-grantees on finance management.

Responsibilities:

Banking:

• Responsible for maintaining bank accounts according to Jhpiego’s policies and procedures, including updating check register, forecast cash needs, and timely update check

Accounts Payable:

• Efficiently manage all the Aidsfree and Sauti programs regional office non-petty cash disbursements ensuring compliance with all applicable internal controls and Jhpiego, JHU and USAID financial management policies and procedures.

• Ensure that all project expenditure is reasonable, allocable and allowable, has adequate supporting documentation, has the appropriate expense class and account coding, has been approved and that goods, services and due deliverables have been received, accepted and are in good condition prior to finalizing payment.

Project and travel advances management:

• Support Aidsfree and Sauti implementation by way of preparing and/or reviewing project activity advance requests.

• Travel to the field and manages cash disbursements to activity participants in accordance with Jhpiego policies and procedures. This is for areas and type of activities that mobile wallet payments are not possible

• Manage cash with the highest degree of integrity, diligence and security consciousness.

• Collect all necessary documentation and prepares timely project activity expense reports and banks unexpended funds.

Taxes and statutory deductions:

• In coordination with the finance office, compile and remit applicable local statutory and tax amounts payable to the Tanzania Revenue Authority

Accounting system

• In accordance with Jhpiego/JHU policies and procedures, timeously provide information to the Finance manager for QuickBooks accounting system capturing all Aidsfree and Sauti financial transactions.

Accounting records:

• Maintain and manage in a systematic and efficient manner, accurate financial records and supporting documentation (both hard and electronic copies) of all financial transactions for Aidsfree and Sauti projects.

• Ensure all documents have been duly reviewed and approved, they have been marked “PAID” and voucher and check numbers have been assigned that reference the documents to QuickBooks.

• Safeguard all the original financial documentation and takes charge of the Aidsfree and Sauti finance filing system.

Petty cash management:

• Responsible for petty cash management according to Jhpiego guidelines

Budget preparation:

• Assist the Aidsfree and Sauti Regional Program Managers with the development and preparation of Projects projections, pipeline analysis and any other required budgets.

• Assist program staff in developing activity budgets.

Grants management support:

• Support grants management by conducting periodic financial review of sub grantees.

• Work closely with grants team to support Aidsfree and Sauti sub recipients on capacity building, planning, budgeting, monitoring and support to ensure that all sub recipients comply with Jhpiego, JHU, USAID policies, rules and regulations and also they adhere to country laws

Audit:

• Work closely with the Finance through audits and financial reviews.

Provide over all technical support to the Aidsfree and Sauti regional finance officers who are working in the lake zone regional offices

Qualifications and Requirements:

• Degree in Accounting, Finance, or Business Administration – [Advanced Degree an added advantage] with minimum of 5 years work experience.

• Basic accounting knowledge – CPA I or efforts in acquiring accounting qualifications or equivalent

• Computers skills including use of spreadsheets and/or accounting packages.

• Must have demonstrated book-keeping skills, an understanding of maintenance of ledger entries, cash book and account entries and bank reconciliation.

• Knowledge of generally accepted accounting principles (GAAP)

• Experience with audits and financial reviews

• Knowledge of USAID regulations would be an added advantage.

• Previous experience with nonprofit organization will be an added advantage.

• Ability to travel up to 30% of time.

Jhpiego offers a competitive package selected candidates in line with salary history, academic qualifications and relevant experience

Application Instructions

To apply please indicate the position title and region of reference on the envelope or subject line of your e-mail. Applications should also include an up-to-date CV with three contactable professional references, a cover letter and your salary history. Applications which do NOT include ALL of these elements will NOT be considered. The application should be addressed to: Human Resource Director Jhpiego Plot 72, Block 45B, New Bagamoyo Road - Victoria PO Box 9170 Dar es Salaam, Tanzania