Position:                                          Finance and Administration Manager

Report to:                                        Country Director

Technical Reports to:                     Regional Finance Specialist

Level:                                               AAH 9

Location:                                          Action Against Hunger, Tanzania

Last updated:                                  March 2024

Length of Contract:                       12 months (renewable)

Action Against Hunger-USA is part of the Action Against Hunger International network, which provides humanitarian relief in over 40 countries worldwide in the sectors of nutrition, health, water/sanitation, and food security. Action Against Hunger-USA, an independent NGO, currently manages operations in 8 countries: Kenya, South Sudan, Tanzania, Uganda, Ethiopia, Zambia, Haiti and Somalia. Action Against Hunger-USA has approximately 1,500 staff based in the various country offices, Head Quarter in New York City and Operational Centre in Nairobi. Additional growth is anticipated.

 Summary of Position

The overall objective of the position is to ensure sound and transparent administration of funds by providing accounting and financial management consistent with the Action Against Hunger financial management framework and local legislation. The Finance and Administration Manager will oversee and ensure the smooth operation of the finance and admin department. He/she will provide technical support in finance and support the program departments. The incumbent will develop clear action plans for the department, with the support of the Country Director.

Purpose

The Finance and Administration Manager will lead the provision of finance and administration services for the country office and operation bases. The incumbent will adhere to and apply professional standards and regulations in line with the laws of Tanzania and Action Against Hunger policies and procedures. As a member of the Senior Management Team (SMT), the incumbent will provide oversight to the finance and admin department.

Engagement

The Finance and Administration Manager will work with other department heads/ managers/ leads (programmes, logistics, HR, business development, advocacy & communication) on financial approaches and best practices that ensure consistent and sustainable use of funds in accordance with Tanzania laws, donor guidelines, organizational policies and procedures at the country level. The incumbent will also closely collaborate with the regional finance specialist for technical guidance. He/she will establish and maintain a collaborative network with various external stakeholders such as donors, partners, service providers, etc.

Delivery

The Finance and Administration Manager will ensure that current financial systems and processes are subject to high standards of oversight and that the organization’s resources are not wasted, that all transactions are cost effective and that staff are supported in a timely manner. He/ She will also ensure that all approved systems are used accordingly to deliver services according to approved procedures and timelines.

Essential job roles

• Contribute to the definition of mission strategy:
• Creating the budgetary framework of the mission;
• Making financial and budgetary information available to other departments to facilitate the establishment of the country strategy;
• Producing high quality and timely financial and budgetary contributions to proposals and reports for funding bodies
• Contributing a financial and budgetary perspective to coordination discussions, while mainstreaming gender in planning and budgeting processes at country level
• Advising other departments on their financial and budgetary needs
• Ensuring that financial and budgetary needs and constraints are taken into account in the preparation of projects
• Collecting data and writing the financial and budgetary section of proposals and reports to funding bodies and financing plans, and proposition of structure costs requests
• Ensuring that his/her contribution to proposals and reports is consistent with the rest of these documents and organization policies and procedures
• Representing the mission to outside bodies on issues of finance and administration
• Developing a network for the exchange of information and good practices
• Ensure high quality financial management and accounting for the mission
• Disseminating information about accounting procedures throughout the mission the correctness of accounting and analytical entries
• Timely forwarding of the monthly accounting documentation and reports
• Verification of cash stocks and bank accounts according to ACF regulations
• Ensuring that parameters of the accounting software are properly set up and used appropriately
• Ensuring that all accounting data are entered into the accounting software
• Verifying bankbook, checking and mobile wallet expenses and conducting bank reconciliations
• Undertaking the checking of invoices and ensuring that they are archived according to ACF procedures
• Verifying and approving the monthly accounting bundle and ensuring that it is forwarded to the regional office and/or headquarters
• Verifying the physical cash count in capital and during visits to bases
• Ensuring proper implementation of Action Against Hunger’s financial rules and procedures.
• Recording all working advances in the accounting books and follow up on their clearance by staff on a timely basis.
• Ensuring that each cash & bank transaction is justified by an appropriate invoice/receipt, and to ensure the quality of receipts (name, patent no., stamp, description, date, amount, etc.)
• Ensuring proper management and record keeping of all organization assets in the country offices and bases.
• Responsible for proper & regular filing of all finance documents.
• Ensure timely and accurate financial reports according to the deadlines and formats required by funding bodies.
• Facilitate filing and liquidation of all financial obligations by the law of the land;
• Ensure high quality cash management for the mission:
• Defining, promulgating and ensuring compliance with cash management procedures across the mission
• The availability and safe keeping of the necessary cash;
• Adapting methods for cash transfer in the light of local conditions and security considerations;
• Monitoring the correspondence between cash forecast and the Budget Follow Up (BFU) anticipating treasury risks and resolving difficulties;
• Defining and keeping up to date cash management procedures adapted to local conditions, suggesting alternatives in the light of any changes, authorizing and organizing the transfer of funds to the bases;
• Consolidating and approving the treasury forecast of the mission and forwarding it to the regional office and/or headquarters
• Consolidating requests to commit expenses on a non-signed contract (structure budget) and forwarding them to regional office and/or headquarters
• Passing on payments made through the regional office and/or headquarters
• Monitoring contractual payments made by funding bodies and signed off in the field;
• Approving the choice of banking and mobile money establishments, checking their solvency and reliability, securing optimal conditions, approving and requesting the opening and closing of accounts and the adding of signatories according to ACF procedures
• Approving the methods of payment of on-going contracts and ensuring payment by the due date;
• Authorizing the payment of mission expenses according to ACF procedures.
• Ensuring Action Against Hunger’s finance procedures and Cash Management Policy are followed
• Conducting monthly cash and bank reconciliation
• Making cash count at least once a week and at the end of each month (in writing) + Spot Check.
• Ensuring country office expenditures are in line with the approved cash forecast
• Provide financial and budgetary management
• Promulgation of and compliance with the financial rules of funding bodies establishing the annual budget
• Leading in budgetary matters at mission level and steering the process of budget forecasting, cost analysis and issuing budgetary alerts when necessary
• Monitoring financial risks and issuing alerts when necessary
• Providing the necessary materials for negotiations with funding bodies and producing documents to funding bodies
• Developing and ratifying project budgets
• Preparing and revising the mission’s annual budget
• Leading Budget Follow Up (BFU) meetings at country level.
• Ensure that correct budget lines are used for each activity & expenses – link to PFU and BFU
• Supervision of pre-audit of funding bodies’ financial contracts and responding to queries raised by auditors
• Lead the facilitation of statutory audits and responding to the queries by external audit firm
• Promote and ensure financial collaboration and coordination with mission partners:
• Participating in the process of selecting partners and validating the financial risk analysis provided by the bases defining with partners the modes of financial and budgetary management in the framework of joint projects
• Validating the financial and budgetary aspects of partnership conventions and agreements
• Taking full advantage at mission level of all innovative practices in the field of financial and budgetary management in partnerships
• Prevent and manage fraud and corruption
• Identifying risks of fraud and corruption in his/her field of competence and setting up preventive and monitoring mechanisms
• Making his/her team aware of the risks of fraud and corruption alerting the Country Director to cases of fraud and corruption and undertaking corrective action
• Putting in place and monitoring recommendations arising from the day-to-day control and audit actively contributing to PSEA within the organizatio

• Manage the Finance team
• The Financial and Administration Manager is responsible for the day-to-day management of his/her team (guidance, follow-up, motivation…)
• Evaluating the performance and developing the skills of his/her team members
• Management of the teams for which s/he is support/technical manager
• Defining the Human Resource needs of his/her area of activity and establishing the organizational chart of his/her team
• Taking part in the recruitment of team members
• Organizing and leading team meetings
• Working out and monitoring individual action plans for team members
• Managing the planning process, the sharing and coordination of tasks
• Providing for appraisal interviews for team members
• Providing technical support to the teams
• Identifying the training needs of team members
• Creating, organizing and leading training sessions
• Managing difficulties in the team
• Administration: Equipment, Inventory and fleet management:
• Supervising the allocation and the use of the equipment and maintaining the asset register
• Ensuring that the installation, maintenance and repairing of the equipment and the country office’s equipment list is filled and updated.
• Supervising the use and the maintenance of the mission generators including fuel consumption, regular service and reporting,
• Supervising Action Against Hunger vehicle fleet planning and management
• Verifying the maintenance planning of the fleet
• Verifying the weekly schedules as per program and support plans
• Verifying the motor cost follow-up
• Administration: Management of Mission Security:
• In charge of the information collection and context analysis in collaboration with the Regional Security Advisor
• Elaborating and submitting the mission security plan to the Country Director and Regional Security Advisor for review and approval
• To follow-up the implementation of the security rules and procedures in the country office

Supervisory Responsibilities

• Field finance and admin staff and technical advisory role

Gender Equality Commitments  

• Foster an environment that supports values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status.
• Value and respect all cultures.

Fiscal Responsibility

• Budget tracking – Bank accounts and cash balances -Donor financial reports -Expenditure approvals – Financial statements
• Ensuring expenditures as per approved and correct budget line
• Managing funds as per Action Against Hunger policies and procedures

Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions, Travel and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required. Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.

Action Against Hunger safeguarding policy:

Action Against Hunger safeguarding policy sets out our commitment to protect all persons we come into contact with through our work, including children and At-Risk adults. Action Against Hunger has ZERO TOLERANCE towards all forms of harm and abuse. We take concerns and complaints relating to Safeguarding issues involving our Staff, Associated Personnel, Partners and Suppliers very seriously and will take action to vigorously investigate and manage any violations or alleged violations of this Policy.

Required Qualifications and Professional Experience

• Minimum Bachelor’s degree in Finance, Accounting, Business Administration/Management, Economics, Commerce or related studies
• At least 5 years of professional experience in the NGO/ humanitarian sector
• Master’s degree in finance or business administration will be an added advantage
• Strong financial experience (accounting and financial management)
• Experience in Administration will be an added advantage
• Must be a Certified Public Accountant (CPA) with at least three years of experience post-qualification
• Registered member of professional bodies i.e. National Board of Accountants and Auditors (NBAA), Association of Chartered Certified Accountants (ACCA)
• Advanced knowledge of MS Office Suite with high proficiency in MS Excel
• Good knowledge of accounting software’s such as Sylogist ERP will be added an advantage

Required Skills & Competencies

• Knowledge of major institutional donors including GAC, USAID (FFP, OFDA), EU, ECHO, SDC, SIDA, FCDO, OCHA, WFP.
• Excellent experience in proposal and report writing, donor rules and regulations, validation procedures, process coordination.
• Proven management, advocacy and coordination skills (people and process management).
• Excellent writing and analytical skills (ability to analyze budgets and make financial forecasts).
• Proven ability to work independently with minimal supervision, under pressure and under tight deadlines
• Capacity building and facilitation skills
• Bi-lingual with excellent knowledge of English and Swahili
• Able to build effective working relationships at all levels.
• Initiative and ability to work independently and propose solutions to diverse problems.
• Experience working in a team environment and building a team.
• Active listener with good interpersonal skills
• Demonstrated flexibility and or adaptability.
• Excellent organizational and planning skills
• Ability to work in a high-pressured environment and to multi-task
• Proven ability to model core HR values of confidentiality, fairness and discretion
• Action Against Hunger working experience will be an added advantage

How to Apply:

Applicants have to send their CVs and cover letters through our email address: hrrecruitment@tz-actionagainsthunger.org. The due date is Sunday 7^th April 2024.

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