Job Title

Finance Assistant

Reports to

Head of Finance

Embassy Team

Finance

Location

Dar es Salaam, Tanzania

N^o Reporting Staff

None

Job Profile

Under the direction of the Head of Finance, the Finance Assistant will provide support to the Embassy team in the day to day administration of the Missions accounts in relation to both operating expenses and management of funds. S/he will also liaise with programme advisers, providing support in the analysis of programme budgets and financial reports. 

The Embassy expects that all staff are sensitive to gender issues and demonstrate an active commitment to human rights by facilitating open dialogue during engagement with stakeholders at all levels.

Key Performance Areas

KPA detail

Competency Requirements (must relate to the KPA requirements)

% time

1. Budgets and Risk Management

•       Assist with monitoring programme and administration expenditure against budgets

•       Preparation of postings into the Sun System, with appropriate supporting documentation

•       Contributing to the preparation of administration budgets

•   Delivery of results, ensuring high quality, with accurate monitoring and reporting.

•   Knowledge of budgeting and controls, and the basics of risk management

10%

2. Financial Management 

•       Day to day operation of the SUN Financial Management System, including processing transactions (receipts, payments, petty cash, journals) 

•       Set up and amend account and analysis codes on SUN system as necessary.

•       Process payroll payments and post payroll payments to SUN systems 

•       Review transactions (payment requests, invoices, etc) for appropriateness and resolve queries with relevant stakeholders.

•       Maintain and post petty cash vouchers.

•   Upholds the highest standards of honesty, ethics and integrity 

•   Delivery of results, ensuring high quality

•   Communications skills, ensuring information is provided clearly, concisely and confidently when

70%

Key Performance Areas

KPA detail

Competency Requirements (must relate to the KPA requirements)

% time

•       Prepare bank reconciliation statements

•       Prepare Consular financial reconciliations 

•       Check, maintain and update staff travel imprests 

•       Support the Head of Finance in the maintenance of the accounting records and the safe and confidential storage of all Embassy financial records and reports

writing.  

•   Is able to work in multidisciplinary and multi-cultural teams

•   Knowledge of general accounting and bookkeeping

3. Payroll & Statutory Taxes

•       Prepare statutory payroll returns for submission to Revenue, in accordance with specified deadlines

•       Prepare monthly VAT returns and monitor refund.

 Self-management of daily/weekly and monthly activities within laid down procedures 

4. Reporting

•       Analyse financial data, preparing reports and communicating financial information

•       Assisting the Head of Finance in the preparation of the Monthly Management Accounts

•       Assisting the Head of Finance in the preparation of the annual Financial Statements and preparation for the annual audit

•       Responding to queries from Auditors and the Irish C&AG for additional information / supporting documentation

•       Support implementation of internal and external audit recommendations

5. Administration and Advisory Support 

•       Provide routine technical advice on financial issues (as per the Finance Manual) and systems and systems improvements to administration and programme staff

•       Maintain and update the inventory register

•       Liaise with the bank on the status of bank accounts

•       Liaise with the System and Operations Manager on the status of service providers’ contracts.

•       Provide support to Head of Finance in compiling information and documentation for any finance query

•       Responding to requests for information from HQ Finance in a timely manner

•   Has a clear understanding of own roles, objectives and targets and how they fit into the work of the unit and Department 

•   Flexibility and ability to adapt change

10%

6. Contribution to Whole of Embassy Strategic

•       Assist in preparation relevant information and records to Strategic Planning and review processes

•       Collect information related to the financial indicators in the Embassy’s performance measurement

 Has expertise in his/her field that is recognised and utilised by

5%

Key Performance Areas

KPA detail

Competency Requirements (must relate to the KPA requirements)

% time

Planning and Implementation

framework

 Support the maintenance of a repository of information, statistics and trends

colleagues

 Analytical and conceptual thinking.

 

7. Communications and teamwork

•       Communicate financial requirements to all relevant stakeholders as required, ensuring that the material is user friendly 

•       Participate in staff meetings and undertake delegated roles and responsibilities

•       Report to line management as required

•       Participate constructively in performance review processes

•       Carry out any additional responsibilities that may be assigned by line management from time to time

•       Ensure compliance with financial procedures and appropriate accounting standards

•       Support Head of Finance in ensuring the risk of fraud is minimised

•   Interpersonal communications, ensuring responsiveness, diplomacy, tact, courtesy and respect for others at all times. 

•   Open and constructive discussions around work issues

•   Ability to communicate routine financial information to nonfinancial staff

Cultural, gender, religion, race, nationality and age sensitivity and adaptability.

5%

Qualifications and Skills Requirements

Essential:

•       The candidate must have a Degree in Accounting, finance or business, Postgraduate Degree in Accounting, finance or business or pursuing CPA/ACCA.

•       The candidate must have a minimum of three years of relevant experience;

•       The candidate must demonstrate experience (through examples) of financial analysis and budget management;

•       The candidate must have proven record showing a very high degree of integrity and trust;

•       The candidate must demonstrate using work based examples of providing excellent interpersonal skills, being persuasive, working in a team but also dealing effectively with people in external organisations; 

•       The candidate must provide evidence of flexibility, efficiency and effectiveness showing strong organizational skills, attention to detail,

an ability to work under pressure and to manage multiple tasks;

•       The candidate must provide examples of being solutions-oriented, and committed to delivering results, including by adapting approaches if necessary;

•       The candidate must be fluent in English; 

•       The candidate must demonstrate using examples, their working knowledge of Microsoft Office Suite (Outlook, Word, Excel); including setting up complex linked spread sheets & using formulae to monitor Budget vs Actual spend; 

•       Commitment to study or already started study of professional certification in Accounting (ACCA, CIMA or CPA)

Desirable:

•       Experience with SUN System and the Q&A Reporting module will be an added advantage;             Experience in payroll;

•       Previous experience in a diplomatic mission is desirable, but not essential.  

Terms and Conditions 

•       Working hours: full time, or 38 hours per week. Occasional late working or attendance at work-related events outside of working hours is required.  

•       Performance Management: The Embassy of Ireland operates a Performance Management Development System (PMDS) based on that used in the Irish civil service. Staff members agree, with their manager, goals, key tasks and targets aligned to an annual business plan. Performance is reviewed mid-year and at year-end. The PMDS also includes agreed on-going professional development actions.

The incumbent agrees his/her profile with his/her line manager. This post requires the following performance compliance annually

o   On time delivery of reports to agreed standards and formats into DFAT monthly, quarterly and annual accounting cycles as agreed with the Head of Finance.

o   Consistent compliance with defined and established accounting and financial procedures