Job Description
We World is looking for one (1) Accountant/Administrative officer for the EU co-funded project “KIJANI PEMBA – Strengthening Urban Eco-Resilience in Chake Chake and Mkoani”.
Job Location:
The Accountant/Administrative officer who will based in Chake Chake.
Contract Information:
Position/Contract type: Full time – National Employment Contract
Contract Duration: 12 months (including 3 months as probation period), with possibility of extension.
Starting date: November 2023
How to apply: Send your CV (indicating two references: name, telephone contact and email) and letter of motivation to [email protected]
Please indicate the reference number of the vacancy Ref: TZ/Accountant/23/01 in the subject line of your email.
Only shortlisted candidates will be contacted.
Deadline for sending applications: October 23rd, 2023.
We World reserves the right to close this vacancy early if a sufficient number of applications is received.
Organisation Description
We World is an Italian independent non-governmental organisation working in Development Cooperation and Humanitarian Aid projects in 29 countries worldwide, including Italy. The NGO carries out 128 projects reaching over 2.4 million direct beneficiaries and 12.3 million indirect beneficiaries. Children, women and youth, actors of change in every community, are the protagonists of We World projects and campaigns in the following fields of intervention: gender equality, prevention and contrast of violence against women and children, migrations, humanitarian aid (prevention, aid and reconstruction), food security, water and sanitation, health, education and learning, socio-economic development, environmental protection, global citizenship education and international volunteering.
Project Summary
The objective is to improve the individual and
families’ living conditions in the main urban areas of Pemba Island and in particular in the settlements through i) Increased accessibility and connectivity in difficult areas; ii) increased access to clean water, hygiene and sanitation, iii) provision or upgrading public and social facilities; iv) enhancing solid waste management system; v) strengthening sustainable integrated urban planning and development with an emphasis to gender related issues through capacity building for CSOs and Local Authorities (LA) staff. The result of project is a more coherent and sustainable urban planning through an enhanced dialogue between LAs, CSOs and communities. Furthermore, by adopting environmentally sensitive waste management services and green small local businesses, the Action is also consistent with the selection of green and nature-based solutions. The initiative will be implemented in Pemba South Island.
Key Objectives of the Position
The Accountant/Administrative officer will be responsible for the administrative and financial management of the projects, including financial systems implementation, budgeting, expenditure tracking, and financial reporting and accounting, ensuring compliance with WW and donor policies and procedures, as well as compliance with local legislation. S/he will perform his duties in close collaboration with and under the direct supervision of the Project Manager and the Finance team in Dar es Salaam. S/he will report to the Project Manager and maintain effective relations and coordination with all project stakeholders at regional and national level.
Key Responsibilities
Under the supervision of the Country Finance Manager and Project Manager, the Accountant/Administrative officer acts as finance/administrative project focal point for WeWorld’s activities and ensure excellence in accountability of the finance project activities in terms of impact, reporting, and timeliness. Areas of focus will include the following:
Accountancy / Administration / Finance
- Management of petty cash transactions, monthly recording of bills, invoices and receipts. Cashbook ready by the 5th to be shared with Country Finance Manager (cc project manager).
- Data entry in WW double-entry accountancy system (SQUARE) by 15th of each month.
- Monthly reconciliations of bank and cash accounts by the 15th of each month to be sent to Regional Finance Manager with the “Pianificazione file”.
- Ensure supporting documentation complies with WW and Donor procedures. Provide guidance to partners on the appropriate use of the financial reporting tools and perform periodic monitoring missions at partners’ offices, and field visit if requested.
- Coordinate with Project Manager(s) for regular updating of the Financial Planning of project(s).
- Archive, on a monthly basis voucher and supporting documents by budget line in a chronological order as per accounting system. (by 20th of the following month– after Finance Manager Check).
- Ensure that the digital archive of vouchers and supporting documents is updated on a monthly basis, divided by budget line, as well as contracts, delivery notes, etc.). (by end of the following month).
- Responsible for Cash request and M-PESA recharge before disbursement to regional coordinators in regions where projects are implemented.
Human Resources/Tax payment
- Ensure compliance with tax obligations (payment of WHT, NSSF, PAYE, HESLB, WCF, SDL, filing statements in accordance with deadlines, tax returns) in coordination with the Country Finance Manager.
- Monthly preparation of payrolls under the supervisor of the Country Finance Manager.
- Provide support to the Project Manager in keeping records and monitoring local personnel’s salary advances, loans.
Audit
- Assist the Country Finance Manager during the audit process; support the preparation of information for any assessment/expenditure verification/audit to be performed (both at local level and at HQ level).
- Ensure audit at field level” (i.e. For receipt and quotation cross check)
- Upon request, assist the Country Finance Manager on providing information and delivery of documents to public offices and public authorities such as TRA, Immigration Office, Registrar Office and other Institutions.
Logistics
- Supervision of tasks assigned to Logistics and procurement officer.
- Ensure compliance of procurement procedures with WW and Donor(s)’ procedures.
- Prepare requests of quotations, supply orders and contracts in collaboration with the Finance Manager and the Country Representative/Project Manager(s).
- Arrange and supervise the distribution of materials and ensure that delivery notes are signed by the beneficiaries/LA/other relevant stakeholders.
- Coordinate and Supervise vehicle(s)’assignment and weekly car plan.
- Regular update of the asset inventory, records pertaining to vehicle running costs and office items inventory and maintenance.
- Ensure that the hardcopy and the digital archive of each project are regularly updated and that all the supporting documentation is available (contracts, invoices, delivery notes, etc.)
- Perform any other duty connected to the function that might be assigned by the Country Representative.
Networking and Coordination
- Build strategic networks with Finance Local Authorities at island level.
- Ensure submission of finance reports to the Local Authorities, in line with the government procedures.
As job descriptions cannot be exhaustive, the Accountant/Administrative officer may be required to undertake other duties that are broadly in line with the above key responsibilities.
Qualifications, Skills and Experience
- Bachelor in a relevant discipline e.g., related to Accounting, Economic science, Finance science, Business Administration etc.
- Excellent communication (writing and oral) skills and reporting skills in English
- Computer skills, in particular MS Office, web and social media skills
- Proven leadership skills and excellent social/networking skills, ability to engage with government, private sector, and civil society.
- Proven organizational skills and ability to manage effectively multiple tasks.
- Monitoring and evaluation skills
- Demonstrates integrity concerning NGO values and ethical standards.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
- Professional Experience: at least 3 years of experience working in a similar position with local/international organizations, government, or relevant organizations in development projects.
Assets/Added advantage.
- Residence in Pemba
- Car and motorbike driving licence
- Previous experience in infrastructure/environmental projects and community engagement approach.
WeWorld TANZANIA is sensitive to equal employment rights for vulnerable groups, so we particularly encourage applications from women and people with disabilities.
How to apply: Send your CV (indicating two references: name, telephone contact and email) and letter of motivation to [email protected]
