Oxfam
Ireland : Tanzania
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
KEY RESPONSIBILTIES
Finance Tasks
1.
To
maintain the basic financial procedures in place in line with Oxfam Ireland
procedures in relation to the following:
- To
maintain and oversee cash books.
- To
initiate payment process by
ensuring all documentation to support payment is as per financial
regulations,
- To support finance and administration team
to manage floats in line with Oxfam
- 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
- To
ensure documentation of payments is done as per financial regulations
- To
maintain and monitor a record of supplies
- To
prepare and issue month end accounting reports and to ensure these are
submitted in a timely manner to Oxfam
- 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.
KEY COMPETENCIES
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
14.
Willingness
to work unsociable hours occasionally
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