Job Description: Finance & Administration Manager, SPW Tanzania

Post Title / Finance & Administration Manager
Location / Head Office, Iringa
Line Manager / Country Director
Contract Period / 1 year
Main Duties: / The postholder will have overall responsibility for the SPW Tanzania finance function, with particular emphasis on the following:
  • Developing and maintaining SPW Tanzania’sFinance Procedures Manual in line with SPW International guidance
  • Providing ongoing support for and training in the Pastel accounting package and chart of accounts
  • EnsuringSPW Tanzania’s accountsin each self-accounting Office are maintained in accordance with theFinance Procedures Manual
  • Prepare regular financial reports for both internal and external stakeholders (including donors, SPW International and others as required)
  • EnsuringSPW Tanzania complies with all Tanzanian and international financial regulations including preparation of audited annual financial statements
  • Developing the capacity of all SPW Tanzania employees to ensure all staff are able to operate in accordance with the Finance Procedures Manual
  • Undertaking internal audit responsibilities to ensure the SPW Tanzania accountsaremaintained in accordance with theFinance Procedures Manual
  • Facilitatingthe SPW Tanzania budgeting process for all stakeholders ensuring finance staff and budget holders are involved in all aspects of budgeting and re-forecasting.

Staff Managed as Line Manager /
  • 4 Programme Office Finance & Admin Coordinators on financial matters.
  • Operations & Logistics Manager.

Time: 5% / Developing and maintaining SPW Tanzania’s Finance Procedures Manual in line with SPW International guidance
  • Developing theFinance Procedures Manual to ensure SPW Tanzania is best placed to meet the current and future financial requirements of all stakeholders
  • Facilitate and undertake regular reviews of the SPW Tanzania financial systems to ensure procedures are continually developed to meet the requirements of all stakeholders.
  • Undertake benchmarking exercises as required to ensure SPW Tanzania follows financial best practice wherever possible.

Time: 15% / Providing ongoing support for and training in the Pastel accounting package and chart of accounts
  • Maintain the Pastel computerised accounting package, ensuring regular and secure back-ups, consistency of coding and regular and effective reporting.
  • Ensure Pastel is running and updated in each Programme Office.
  • Ensure Finance Coordinators have the capacity to use Pastel appropriately.
  • Work with SPW International to ensure Chart of Accounts and standard reports are appropriate for CP needs.

Time: 20% / Ensuring SPW Tanzania’s accounts in each office are maintained in accordance with the Finance Procedures Manual
  • Maintaining SPW Tanzania accounts ensuring all transactions are recorded accurately in Pastel on a timely basis.
  • Ensuring that all transactions are accounted for in accordance the Finance Procedures Manual.
  • Providing support and expertise to all finance staff and working closely with them to ensure all financial information is accurate and up to date.
  • Ensuring monthly financial information is received from all SPW Tanzania Programme Offices on a timely basis.
  • Ensuring regular bank and cash reconciliations are carried out across all SPW Tanzania offices.
  • Monitoring cashflow and ensuring that sufficient funds are available for approved budgets, transferring money between SPW Tanzania Head Office and its Programme Offices as required.
  • Preparing Payroll and other central payments as required.
  • Ensuring vehicle log books are kept up to date and are approved.
  • Ensuring stock and other asset records are accurate and up to date.
  • Managing the maintenance of the SPW Tanzania fixed asset register.

Time: 20% / Prepare regular financial reports for both internal and external stakeholders (including donors, SPW International and otherstakeholders as required)
  • Preparing monthly financial and management reports for the Management Committee.
  • Preparing monthly financial reports for SPW International and all Donors.
  • Ensuring all financial reports are reconciled to the SPW Tanzania accounting system.
  • Preparing other ad hoc financial reports as required by the Management Team.

Time:10% / Ensuring SPW Tanzania complies with all local and international financial regulationsincluding preparation of the annual financial statements
Duties /
  • Preparation of the Financial Statements in accordance with current accounting standards.
  • Ensuring SPW Tanzania complies with taxation regulations, including annual organisational tax returns and submissions, correct calculation and deduction of income tax, NSSF and withholding tax and remits to the TRA as required.
  • Facilitating external and internal audits as required.
  • Providing SPW International with all financial information as required for the SPW International audit.

Time: 10% / Developing the capacity of all SPW Tanzania employees to ensure all staff are able to operate in accordance with the Finance Procedures Manual
  • Undertake regular skills reviews of all Finance Staff to identify strengths and weaknesses and ensure that appropriate action plans are set up to address any capacity gaps.
  • Provide support, guidance and expertise to all finance and non-finance staff on all financial matters.
  • Develop and introduce in-house finance training courses.

Time: 10% / Undertaking internal audit responsibilities to ensure the SPW Tanzania accounts are maintained in accordance with the Finance Procedures Manual
  • Reviewing the SPW Tanzania monthly accounts ensuring all transactions are recorded accurately within the accounting system within an agreed timetable.
  • Reviewing all back-up documentation to ensure it complies with the SPW Tanzania financial procedures.
  • Managing regular, documentedinternal audit reviews of Programme Office accounts via scheduled and unscheduled visits.
  • Ensuring that all procedures and controls are implemented across all SPW Tanzania Offices.

Time: 10% / Facilitating the SPW Tanzania budgeting/forecasting process for all stakeholders ensuring finance staff and budget holders are involved in all aspects of budgeting and forecasting
  • Providing financial assistance to the Senior Management Team during the annual budgeting and quarterly re-forecasting exercises for SPW Tanzania.
  • Liaising with SPW International to ensure budgets and re-forecasts are submitted in the prescribed formats and in line with the agreed timetable.
  • Providing financial assistance to the Senior Management Team in setting budgets for new grant applications

Person Specification / All applicants must meet the following criteria:
  • Fully qualified accountantwith a recognised accounting body.
  • Over 5 years post-qualified, relevant experience in an organisation with annual funding of 1m USD working across multiple sites, with INGO finance experience an advantage.
  • Demonstrate relevant skills and experience to be able to undertake the duties detailed above.
  • Have experience of line managing staff across multiple sites.
  • Excellent computing skills, particularly with Microsoft software.
  • Skilled in working with computerised accounting software, with Pastel experience being an advantage.
  • Excellent Line and Performance Management skills.
  • A self starter who can work unsupervised or as part of a team.