About the job

Who We Are

Our mission is to build homegrown solutions and make them available to people everywhere. Our team works in a multi-disciplinary environment with designers, developers, and other specialists to bring exciting new solutions to life. We help and learn from each other and constantly strive to improve our work and processes.

In this role, you will be responsible for ensuring good accounting practices, budget management, financial reporting and audit/tax compliance. Also, you will manage the day-to-day procurement, logistics and administration activities, ensuring that those activities uphold best practices in all aspects of procurement implementation.

What You’ll Do

Finance

• Coordinate the input of data in the accounting system, manage the accounts payable, processing payroll and ensure tax remittance to Government boards
• Perform the month-end activities as per the agreed organisational timelines (Transaction entries, Journal entries, reconciliation etc) and maintain all balance sheet and Profit and Loss (P&L) schedules as required on a monthly basis
• Preparation of the Year-end Financial Statements and provision of supporting schedules to the auditors.
• Ensure adherence to local statutory and tax requirements
• Manage and provide documents and information for the statutory, tax and internal audits.
• Oversee the daily management of financial transactions, cash disbursements, bank reconciliation, accounts payable to ensure adequate controls over cash and bank holdings.
• Work closely with other managers to ensure annual budgets align with program activities by carrying out financial analysis, preparing monthly accounts and expenditure reports
• Conduct a review of partner/donor financial reports when required and makes occasional field trips to monitor finance-related issues and procedures.
• Lead on generating financial reports to different stakeholders when required

Administration & Operations

• Review, record and prioritize purchasing requests and obtains additional information/documentation as required; provides assistance to requisitions in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources;
• Establish a clear procurement plan ensuring that requests are managed effectively ensuring sufficient time is provided to complete all necessary processes;
• Identify and recommend sources of procurement; interview potential suppliers; prepares and maintains a database of approved suppliers and pre qualified lists;
• Produces tender documents (e.g. Requests for Qualification, Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved;
• Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, payment terms and other discounts, transportation costs, etc;
• Enters into the negotiation of terms and conditions of orders; obtains credit and other information on proposed suppliers;
• Finalizes purchase orders and contracts for approval in line with delegated signature authority, and, if required, prepare submission for review and subsequent approval by the authorized official.
• Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received, demurrage; prepares and signs return to Vendor forms for unacceptable and/or damaged goods received;
• Research, retrieve and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market;
• Manage all the Procurement files and documents and ensure that all the procurement records are up to date
• Manage the day-to-day administrative and logistical matters

Minimum requirements

• You have a Bachelor’s Degree in Accounting with at least 3 years of professional experience in a busy finance and procurement environment
• Knowledge of Procurement and logistics
• You have knowledge and qualifications in financial management and accounting
• You have experience in managing the overall accounts of an organisation
• You have a working knowledge of the systems and processes related to expenditure management on donor-funded projects and programmes
• You have proven operations experience, including knowledge of relevant policies and systems for companies in Tanzania
• You are computer literate and master of Microsoft Office programs (Excel, Word, Powerpoint etc) with a willingness to learn new financial management and procurement systems
• You’re driven and able to deliver against key timelines and deadlines, through prioritisation and organisation.
• You are happy to work as part of a small team, taking on small tasks alongside big responsibilities
• You enjoy taking the initiative and making decisions as part of a complex and varied workload
• Knowledge of ERP systems and related software would be an advantage
• You’re able to work with others at a distance and use systems for sharing information to support this
• You’re confident at developing presentations and public speaking to be able to externally represent the work we do with passion and energy
• You’re fluent in Kiswahili and English, with a high level of writing in both languages