Thursday, 2 August 2012

Finance and Administration Assistant~Oxfam Tanzania

Oxfam Ireland: Tanzania Office
Job Description

Job Title:                    Finance and Administration Assistant

Job Purpose:             Efficient and effective assistance in the administration of all finances, HR and administration, ensuring a high standard of accounting and financial controls. Efficient and effective assistance and support to the Country Director, the Finance and HR teams.

Reports to:                Finance and Administration officer

Location:                    Based in Dar es Salaam

Affiliate                       Oxfam Ireland

Job Grade                  E1

Finance Tasks
1.    To maintain the basic financial procedures in place in line with Oxfam Ireland procedures in relation to the following:
  1. To maintain and oversee cash books.
  2. To initiate  payment process by ensuring all documentation to support payment is as per financial regulations,
  3. To  support finance and administration team to manage floats in line with Oxfam Ireland financial policies and procedure also ensure to remind staff to retire floats on time.
  4. To prepare  local purchase orders and  invoices for authorization and processing of petty cash payments, cheque payments and daily banking in line with financial procedures
  5. To ensure documentation of payments is done as per financial  regulations
  6. To maintain and monitor a record of supplies
  7. To prepare and issue month end accounting reports and to ensure these are submitted in a timely manner to Oxfam Ireland’s accounts team in Belfast.
  8. To undertake other duties  as appropriate in support of the Finance and administration functions of the Tanzania Office and how these relates to the Oxfam Ireland accounting function and administration overall.

2.    To assist in the preparation of payroll.
3.    To maintain the fixed assets register.

HR and Administrative Tasks
To provides all round administrative support in relation to the following:
1.    To support specific elements of HR administration specifically ensuring that staff confidential files are up to date and properly maintained, including records of absence and leave
2.    To give administrative support to HR functions such as recruitment, staff training and development, health, safety and security processes.
3.    To liaise with IT officer to ensure adequate and appropriate provision of IT services to meet the evolving needs of staff and the implementation of information management systems.
4.    To act as personal Assistant to the Country Director, maintaining diary and agenda for CD and ACD, as well as secretarial support for Country leadership and management meetings and other meetings.
5.    To ensure adequate and appropriate administration support regarding reception duties, enquiries, mail in/out etc is adequate.
6.    To support programme team during external events
7.    To maintain a record of staff movement and usage of vehicles and taxis.
8.    To provide administrative support to specified staff in consultation with the Country Director.

1.    Experience in book-keeping  and accounting with NGOs including:
a.    Maintenance of cash books and bank reconciliations
b.    Processing payments, including petty cash and cheque payments
c.    Conducting of daily banking
d.    Preparation of basic regular financial reports
e.    Basic experience in dealing with auditors

2.    Basic experience in the operation of purchasing systems
3.    Basic administration experience including:
a.    General office administration
b.    Human Resources Administration
4.     Basic knowledge of computerized systems and demonstrable experience of working with computerized accounting packages and spreadsheets
5.    High level of numeracy and attention to detail and accuracy
6.    Excellent inter-personal and communication skills and ability to maintain high degree of confidentiality
7.    Good analytical and problem-solving skills
8.    Ability to prioritize own workload, to work independently where necessary and commitment to meet deadlines
9.    Ability to work under pressure
10.  Fluent written and spoken skills in English and Kiswahili
11.  Ability to work well with others and as part of a team
12.  Sensitivity to working in different environments
13.  Commitment to Oxfam Ireland objectives and values
14.  Willingness to work unsociable hours occasionally

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