Senior Finance and Administration Manager

Company Description

Job Description
Title: Senior Finance and Administration Manager
Department: Finance Accounting
Location:  Kagera and Tabora
Direct Report: Senior HIV/TB Sustainability Manager
Dotted to: Director of Operations

ClassificationFull –Time

Number of Positions – Two (2)

How will you fight for an AIDS-free generation?

Senior Finance and Admin Manager supports the Director of Operations in overseeing, providing guidance, and building the capacity in five operational areas (Human Resources, Finance, Administration, Information Technology, and Procurement and Logistics) at Field Office level and work with Operations Department Managers and other Field Operations Officers to ensure complete, consistent, and synchronized implementation of operational policies and procedures.

Senior Finance and Administration Manager will also work closely with Senior HIV/TB Sustainability (SHSM) to facilitate project implementation operations in their respective regions.

No two days are alike at EGPAF, but what can you expect in this role?

Human Resources

• Timely Human Resources support to project office staff as guided by HR department
• Ensures all HR policies and procedures are properly adhered by all project office staff
• Advise the Human Resources head of any concerns or issues requiring his/ her attention.
• Provides guidance and expertise on completing Performance Evaluations and assists HR head in ensuring all evaluations are submitted in a timely manner and all Job Descriptions are updated on an annual basis.
• Assisting the HR department on all issues pertaining to attendance including leave request and timely timesheet submission.
• Work closely with the Human Resources and Administration team in cases of New Recruits or exit staff.

Administration

• Ensures vehicle usage and fuel log reports are properly completed, approved, and sent to Dar office on a monthly basis.
• Work to ensure that the field office is accessible and reachable at all times during office hours Ensures that Foundation vehicles/equipment are properly serviced and maintained.
• Work to ensure the proper functioning of the office and share monthly communication and utility status report
• Maintain up to date safety and security systems in the office through quarterly awareness sessions and routine servicing of firefighting equipment
• Work with the Admin officer to oversee timely logistics facilitation in the field offices
• Timely prepare and make the most use of the following reports as per the agreed schedule - Weekly travel and vehicle allocation reports - Monthly vehicle and generator fuel repairs and maintenance reports - Monthly safety and security status report - Monthly Utilities report - Monthly office status report
• Work with the management to provide a conducive work environment for all staff as per the office equipment and supplies plan.

Information Technology

• Ensures Internet is up and running with a minimum of 1% downtime.
• Troubleshoots various IT problems with equipment and applications.
• Works with IT Department to fix problems as needed.
• Oversees use and maintenance of IT equipment such as printers, scanners, modems, LCD projectors, etc.
• Ensures files are backed on a daily basis and server and its applications are fully functional and well-maintained.
• Ensures all IT policies and procedures are properly adhered to.

Procurement and Logistics:

• Inventory control and reporting for Project Office Furniture and Equipment.
• Acts as Property Manager for respective Project Office.
• Manage and review bid analysis as needed and procure goods and services and process reviews and approvals as appropriate in line with the signature authority matrix.
• Liaises with vendors to ensure proper goods and services are provided to Project Office. Ensures all procurement policies are properly implemented and adhered to.
• Ensure timely submission and application of VAT refund and exemptions to authority, keep track record of each transaction submission and report to the supervisor on weekly basis and submit hard copies of invoices and fiscal receipt to Dar for further refund application process on monthly basis.
• In collaboration with SSRMs, She/he will review, implement and monitor their respective procurement plans.

Finance:

• He/She will work closely with SHSMs to develop an annual implementation and operations budget for the respective Region Acceleration Strategy (RAS) team.
• Monitoring disbursement of funds and receiving the status of cashbook balance on daily basis to avoid running out of funds
• Prepare Monthly Financial Reports for submission to the Country Office in a timely manner.
• Ensuring timely payment requests are sent to Dar office for all training/meetings participants and full accountability of the payments either done through Money wallet payment
• Reviewing and approving expenses reports/Liquidations to ensure adequate documentation, allowable and allocable
• Regular review of the cash register and carry out surprise petty cash count
• Approving petty cash Vouchers
• Perform Bank Reconciliation for Project Office.
• Maintains Project Office Travel Advance Register.
• Ensures all Finance policies and procedures are properly adhered to.

Sub grant management facilitation

In collaboration and consultation with SHSMs, he/she will execute the following functions: