Finance Officer at Plan International Tanzania
Job Overview
Finance Officer
Plan International Tanzania
Location: Katavi, Tanzania
BACKGROUND
Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. Plan has over 80 years’ experience and works in more than 75 countries across the world. We strive for a just world, working together with children, young people, our supporters and partners.
Plan International has been working in Tanzania since 1991. Our work supports marginalised children and youth, especially adolescent girls, to grow up physically and mentally healthy and ready to shape their future. We create an enabling environment and empower girls to be active drivers of change in realising their rights. We prioritise working with partners, and ensuring all of our work is evidence based
Vijana na Ubora, Malengo na Afya (VUMA) project is a 7-year Global Affairs Canada (GAC) funded project, aiming at increasing realisation of Sexual Reproductive Health and Rights (SRHR) for Adolescents Girls and Young Women (AGYW) in all their diversity in Katavi region. The project will increase AGYW’s individual and collective agency by building Sexual Reproductive Health Rights, Sexual Gender Based Violence, Mental Health, Infection Prevention and Control (IPC) and Nutrition by empowering them via increased social capital; and by helping them to acquire skills, capacities and increased financial capital. The project will also strengthen the provision of gender and adolescent-responsive and inclusive (GAR&I), integrated and innovative ASRHR and protection services and support for AGYW by building community, school, health facility and governmental capacity, infrastructure, planning and management.
In addition, the project will work with local Women Rights Organizations (WROs), Youth Led Organizations (YLOs), adolescent groups and stakeholders to ensure that gender equality (GE), SRHR and protection frameworks, policies and services are gender-responsive and evidence-based.
ROLE PURPOSE
The Finance Officer will coordinate VUMA project payable and receivables in Katavi. She/he will be responsible for overseeing, organizing and maintaining the financial documentation and records, systems and processes of the project, including accounting, bookkeeping, payroll and benefits, record keeping, banking, insurance and all related financial and office administration. She/he will handle and resolve inquiries regarding suppliers’ payments and keep spreadsheet for reconciliation purposes. This position report to VUMA Finance Manager.
Dimensions of the Role
Review and post transactions in the system, ensuring correct coding and accuracy.
Prepare monthly financial reports to be shared with the Finance Manager for review, and when needed. Reconcile project expenditures in the system with the financial report.
Provide support to the project finance manager on the financial month-end closure processes.
Monitor all financial transactions and recommend ways to increase the effectiveness of the internal control weakness observed Maintain all financial required records to ensure smooth transactions for all financial processes
Assist program staff in budget preparation and ensure completeness and accuracy and validate the unit cost
Ensuring spending is in line with the approved budget and project workplan
Providing technical support to the project implementing partners, and review of staff Liquidation reports for accurate submission of financial reports and exercise of fiduciary responsibilities. Reviewing requisitions and payments before approval
Supporting the Procurement department in proper project asset management.
Proper filling and maintaining of the supporting financial documents to be used during an audit.
Reconciliation and filling of bank statements on a monthly basis with appropriate approval.
Support to ensure procurement processes are well followed
Maintain and update the asset register on regular basis
Identify and handling project bills problems and disputes, with support from Project Manager and Project Finance Manager and ensuring accurate billing of suppliers
Maintaining confidentiality of information and documents
Undertake other reasonable tasks as directed by the Finance Manager and Project Manager.
ACCOUNTABILITIES
Administration
Collaborate with Project Manager and other departments to provide administrative support to the project team
Fiscal Oversight
Oversee the project accounting processes to ensure internal controls and financial procedures are well considered
Ensure legal and regulatory compliance regarding all financial functions.
Oversee cash flow, asset management, and banking relationships.
Planning
Coordinate the project development and monitoring of budgets, including analysis of revenue and expenses as well as forecasts.
Ensure timeliness, accuracy, and usefulness of project financial and management reporting
Cash and budget management
Prepare monthly project cash forecasts aligining with project workplan and another project fund requirement
Review Cash Disbursement vouchers
Monitor proper use of petty cash fund
Review purchase requisitions and orders, ensure proper charging codes.
Review payment packages for budget availability and correct coding.
Monitor budget versus expenditure.
Ensure timely processing and disbursement of payments to legitimate suppliers.
Financial reporting
Manage general ledger accounting system
Ensure Accountability in Preparation, review, consolidation and submission of correct and complete project reports on time
Coordinate the availability of any audit document needed.
Participate in year-end process and prepare year end reports
Internal Financial Controls enhancement
Ensure adherence to financial controls, processes and procedures.
Follow up finance-related audit actions
Participate in Quarterly physical asset and inventory verifications
Field Support Visit
Training and support to partners’ finance staff.
Periodic verification of direct benefits distribution to communities
Security
Ensure compliance with security procedures and policies as determined by country leadership.
Proactively ensure that team members operate in a secure environment and are aware of Safeguarding policies. Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
Ensure compliance to COVID-19 and other outbreaks safety measures
Compliance to Global Polices
Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEIP) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring Plan and Partner’s staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures
Communications and Working Relationships:
Internal:
This position works closely with the Project Manager at Katavi Office (high)
This position works closely with the VUMA Finance Manager (high)
External:
This position works closely with the finance team of implementing partner organizations (high)
Key relationships
Programme Unit & Country Office
Head of finance and grants Manager
Functional networks within Plan including counterpart at Plan International Canada
Technical expertise, skills and knowledge
Required experience and Qualifications
Bachelor’s degree in Accounting, Finance, Commerce or related field, CPA as an added advantage
Minimum of 3 years proven skills in finance management in reputable and comparable organizations.
Experience of non- profit sector including management of grants
Experience of managing grants within contractual conditionalities
Proficiency with accounting software and excellent Excel skills.
Knowledge of financial reporting
Strong understanding and knowledge of Cash Flows, Budgetary Controls and government compliance
Proven ability to make complex and time-sensitive decisions in the best interests of the organization.
Ability to work independently with minimal supervision
Ability to training and orient finance and non- finance staff on budget and finance management
Essential
Knowledge
In-depth understanding of Generally Accepted Accounting Principles (GAAP). Knowledge of gender transformative approach in budgeting
Demonstrated knowledge in developing of grant budget
Knowledge in supervising multiple partners with complex relationships
Skills
Analytical and problem-solving skills
Proficient computer skills in Microsoft applications and accounting packages
Ability to work under multidisciplinary and multicultural environment
Meticulous attention to detail with high level organizational skills
Excellent communication skills, with demonstrated ability to write financial reports
Excellent communication skills.
Fluent spoken and written English and Kiswahili
Behaviours
Hardworking with capacity to work independently with minimum supervision
Honest, integrity, open and transparent personality.
Working towards achieving a team goal
Be able to respect all groups of people in the community and culturally sensitive
Persuasive and able to work with different cultural settings
Motivated, energetic and strives to develop and support other
Result oriented and able to work independently and as part of a team.
Working for the best interest of the organisation and children
Appreciate of child rights and gender equality
Desirable
Knowledge and experience with Global Affairs Canada’s (GAC’s) project management
Solid proficiency in Accouting Softwares
Experience managing and knowledge of project that support girls’ education
Strong presentation, team-building and interpersonal skills
Analytical thinker with strong conceptual and problem-solving skills.
Commitment to girls’ development and a values-driven work environment.
Operate in a high-pressure deadline-driven environment with professionalism Managing project with strict reporting deadlines
Working with the project team and ensure project results are achieved timely without compromising quality
Good command over conflict resolution while maintaining important relationships: Capability to resolve conflicts
Plan and schedule own work and selecting appropriate methods/tools for delivery.
Understanding of data privacy standards
Plan International’s Values in Practice
We are open and accountable
Promotes a culture of openness and transparency, including with sponsors and donors.
Holds self and others accountable to achieve the highest standards of integrity.
Consistent and fair in the treatment of people.
Open about mistakes and keen to learn from them.
Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
Articulates a clear purpose for staff and sets high expectations.
Creates a climate of continuous improvement, open to challenge and new ideas.
Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
Evidence-based and evaluates effectiveness.
We work well together
Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
Builds constructive relationships across Plan International to support our shared goals.
Develops trusting and ‘win-win’ relationships with funders, partners and communities.
Engages and works well with others outside the organization to build a better world for girls and all children.
We are inclusive and empowering
Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
Builds constructive relationships across Plan International to support our shared goals.
Develops trusting and ‘win-win’ relationships with funders, partners and communities.
Engages and works well with others outside the organization to build a better world for girls and all children.
Physical Environment
Working environment will include both typical office environment and field environment
The position requires field travels, at least 20 % of the work
Level of contact with children
Low contact: No interaction or low frequency of interaction with children
