Position Title: Mission 21 Tanzania Financial Administration Officer

Location: Mbeya at the offices of Mission 21.

Terms of Employment: This is a Limited Term Contract of one-year duration in the

first instance with potential for renewal.

Reports to: Country Programme Coordinator, Mission 21 Tanzania and Secretary General (Moravian Church in Tanzania –South West Province)

Scope of Work:

1. Office and financial administration of operations of Mission 21 Tanzania Coordination Office
2. Sub-project financial administration of 186.1005 Good Governance and Human Rights implemented by Mission 21 Tanzania Coordination Office
3. Financial administration of country-level projects with the Mission 21 Tanzania Cooperation Programme

Position Type: Full Time

Duties and Responsibilities

1. Project Budgeting
   1. Support to Country Programme Coordinator to prepare annual budget for internal project and Coordination Office operations in Mission 21 template according to requirements of annual action plan
   2. Support to Country Programme Coordinator and Programme Officer to prepare and adjust Country Programme Annual Budget
   3. Support to Country Programme Coordinator to ensure guidelines on budget limits and regulations are followed by project budgets for all projects within the Mission 21 Tanzania Cooperation Programme (i.e. overhead costs not exceeding 15% of annual contribution from Mission 21)
   4. Ensuring budget control against withdrawal requisitions for internal project and Coordination Office operations
   5. Support to Country Programme Coordinator to make budget adjustment requests to Programme Officer and adjusting annual budgets for internal project and Coordination Office operations in Mission 21 template for submission to Mission 21 Coordination Office/Programme Officer
   6. Monitoring budgets versus actual expenditure and providing explanations for material variances and the provision of rolling forecasts for the Tanzania Programme
2. Project Accounting
   1. Petty cash purchases and payments
   2. Filling out TISS forms with account and payment information
   3. Authorizing Petty Cash Vouchers
   4. Photocopying receipts and other supporting documentation and filing as appropriate
   5. Documenting cash out, receipts, and cash in in Petty Cash file on weekly basis and notifying coordinator of any outstanding issues
   6. Following up missing receipts, signatures, and payment vouchers from Petty Cash file on weekly basis – notifying coordinator of any outstanding issue
   7. Counting closing and opening monthly balance of petty cash and submitting to Coordinator for verification
   8. Prepare withdrawal requisition forms, supporting documentation (activity-specific budget, pro-forma invoice, etc) for submission to Country Programme Coordinator for approval
   9. Ensure compliance of all project expenditure and accounting with Mission 21 standards
   10. Managing office expenses and reconcile finance books and ensure all calculations and data entries are correct
   11. Entry of bookings into Tally or other comparable accounting software
   12. Collecting information and prepare payroll and payment for employees and temporary consultants
   13. Assist the Country Programme Coordinator in ensuring that Mission 21 is compliant with all statutory obligations.
3. Financial Reporting
   1. Prepare monthly financial reports for Coordination Office operations
   2. Consolidation of financial reports of sub-grantees of project funding on quarterly basis into country-level report for each project number within Mission 21 Tanzania Cooperation Programme
   3. Checking supporting documentation for financial reports of sub-grantees of project funding on quarterly basis into country-level report for each project number within Mission 21 Tanzania Cooperation Programme. Supporting project financial staff to follow up missing documentation
   4. Submission of quarterly financial reports for all projects within Mission 21 Tanzania Cooperation Programme and Tally books to supervising accountant for checking, making any required corrections as per instruction of the supervising accountant
   5. Submission of quarterly financial reports for all projects within the Mission 21 Tanzania Cooperation Programme to Mission 21 Coordination Office for approval, cooperating with supervising accountant to make any required corrections to report
   6. Preparation of annual Tally book and project financial report Coordination Office operations in Mission 21 template for approval by Country Programme Coordinator/Programme Officer
   7. Support to accountant to prepare project annual financial reports Coordination Office operations for external auditing
   8. Facilitate and provide support to partners for external and internal audits in consultation with the Country Programme Coordinator and supervising accountant.
   9. Consolidation of annual financial reports of sub-grantees of project funding into country-level reports, one per project number for all projects within Mission 21 Tanzania Cooperation Programme
   10. Preparing Country Programme Financial Report for submission to NGO Registrar according to national regulations
4. Financial Verification/Documentation
   1. Ensuring all project expenditure for Coordination Office operations has sufficient documentation (procurement process, delivery note, receipt, payment voucher, etc as needed)
   2. Physical verification of project expenditure
   3. Cross checking physical verification of assets against fixed asset registry for Coordination Office operations
   4. Controlling expenses for project visitation against activity logs and reports prepared by Country Programme Coordinator and Assistant Programme Coordinator
   5. Controlling expenditure reports against project data (i.e. participant database)
   6. Assisting Country Programme Coordinator/Assistant Programme Coordinator in data entry of project activity reports and participant data sheets into electronic database

Qualifications

1. Education:
   1. Minimum Bachelor degree in accounting, or related field
   2. Experience in project financial management (budgeting, budget control, financial reporting)
   3. Training/experience in (Social Welfare, Community Development, MLE) and commitment to community development and social justice issues
   4. Mastery of Microsoft Office Suite, advanced skill in excel
   5. Mastery of accounting software (Tally or comparable system)
   6. Mastery of English language communication (written, oral) and Kiswahili, local vernacular languages of Mbeya and surrounding regions an asset
2. Work Experience:

Minimum 3 years of work experience in relevant position

Correspondence

Qualified applicants should send an application letter with update Curriculum Vitae and other relevant documents by Monday, 11th November, 2024 at 3.45 pm