Summary
Date Posted: Tuesday, May 24, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
The primary role of the Administration and Finance Manager is to ensure excellent financial and administrative systems and implementation to support smooth functioning of all SEGA programs in pursuit of its mission. The Administration and Finance Manager is responsible for ensuring human resources management policies and procedures are in place and adhered to, ar issues are conducted as per the Tanzanian labor law; and that SEGA funds are used as per plan, for the intended beneficiaries and programs. The position is a senior member of staff in the NGO, working closely with the Director and demands the highest level of professionalism, and strict adherence to financial management procedures and controls.

Responsibilities
• Financial
• Responsible for ensuring smooth, transparent and accountable financial management as per Tanzanian and international finance procedures Systems Development/Strengthening
• Review, further develop and strengthen the existing financial system to ensure smooth,
• transparent and accountable financial management at SEGA; Develops/modifies forms, tracking
• systems etc. as needed, and ensures adherence
• In particular, identifies any areas for strengthening, recommending additional support or
• resources where needed
• Budget Development, Monitoring
• Assists Executive Director in preparation of annual budget, liaising with staff for developing the
• budget in a participatory manner that instills ownership across the programs and units
• Approves all financial transactions verifying that they are catered for in the budget, prior to sending for payment authorization by the Executive Director. Produces monthly and quarterly reports as per budget and provides variance analyses to
• Headmistress, Executive Director, and other department heads
• Produces all donor reports against line items in donor budgets as per donor format, in time.
• Accounting
• Enters all financial data (income and expenses, assets, liabilities, cash account and advances) into
• QuickBooks regularly, and has clear system for linking QuickBooks entries with paper trail
• (receipts, etc.)for effective auditing
• Reconciles QuickBooks bank accounts with bank statements each month. Ensures that all accrued
• expenses (gratuity and health allowance, contractor retention, post fm-4 scholarship fund etc.) are
• appropriately booked.
• Maintains petty cash float
• Keeps adequate copies of all necessary financial forms on-hand at all times to facilitate smooth
• Assists Executive Director in preparation of annual budget, liaising with staff for developing the
• budget in a participatory manner that instills ownership across the programs and units
• Approves all financial transactions verifying that they are catered for in the budget, prior to sending for payment authorization by the Executive Director. Produces monthly and quarterly reports as per budget and provides variance analyses to
• Headmistress, Executive Director, and other department heads
• Produces all donor reports against line items in donor budgets as per donor format, in time.
• Accounting
• Enters all financial data (income and expenses, assets, liabilities, cash account and advances) into
• QuickBooks regularly, and has clear system for linking QuickBooks entries with paper trail
• (receipts, etc.)for effective auditing
• Reconciles QuickBooks bank accounts with bank statements each month. Ensures that all accrued
• expenses (gratuity and health allowance, contractor retention, post fm-4 scholarship fund etc.) are
• appropriately booked.
• Maintains petty cash float
• Keeps adequate copies of all necessary financial forms on-hand at all times to facilitate smooth
• Orients and ensures compliance among staff to travel expense forms, other advance and
• reconciliation procedures, and all finance policies.
• Pays all bills, including staff salaries, on a timely basis, and as per contractual arrangements,
• ensuring positive external image of the organization.
• Ensures development and maintenance of Fixed Assets Register for SEGA
• Keeps all financial information confidential.
• Disburses to, and receives reports on use of school petty cash from School Administrator; Reconciles list of school fees payments provided by School Administrator with bank statements.
• Reconciles list of egg sales and deposits provided by Poultry Business Marketing Officer with bank
• statements.
• Human Resources
• Assists in setting salary scale each year as part of budgeting process. Sets payroll formulas at
• beginning of year, ensuring adherence to NSSF, PAYE and other benefit and tax laws, and verifies payroll for accuracy each month, before paying staff. Assists Executive Director to develop form of contract, and generate new staff contracts, ensuring
• compliance with national labor and tax laws.
• Maintains Human Resources files, and ensures that leave, sick leave, health allowance, appraisals
• and disciplinary issues are tracked and filed appropriately.
• Ensures all staff receive a salary slip detailing the salary they have received, and they sign for their
• salary. Ensures adequate system for tracking staff salary advances and health allowance
• disbursements in place.
• Orients new incoming staff to SEGA financial policies
• Ensures departing staff handover all assets and materials assigned to their care during their
• Employment
• Supervises a Human Resources Management Assistant and builds capacity to take on greater roles
• overtime
• Security
• Oversees security systems at SEGA, assisting in important decisions about hiring of security
• company or maintaining an internal security team; supervises SEGA Head of Security or External
• Company, as relevant
• Ensures fire prevention equipment and protocols are in place as per policies and procedures
• Manual
• Administration
• Ensures a system is implemented to receives and reviews/checks drivers' log books, ensuring
• accurate/transparent tracking of fuel use and vehicle maintenance
• Supervises and builds capacity of Storekeeper, ensuring comprehensive, tight system for materials
• management is in place.
• high value inventory like solar and computer items are in locked areas with only 2 people having
• the keys; but ensuring accessibility of other areas with less valued items.
• all items in labs are under responsibility of Science Teacher; of Computer equipment under the ICT
• person, Library, under Librarian; Art under Art Department etc.
• Respective managers need to sign that they are responsible for these set lists of assets and must be able to account for them at any time o Ensures Storekeeper is regularly updating inventory Supports School Administrator as needed to put in a system of materials management for
• students
• Develops and maintains fixed assets register
• Provides support to Cooks, Matron, Nurses, and all staff in the SEGA School; as well as Modern Girl
• program, and other programs to ensure procurement and logistics systems are smooth
• Participates in and ensures transparent governance of tendering committee
• Updates the SEGA Policies and Procedures Manual, and Finance Manual as needed, working with
• the Executive Director to gain board review and approval
• Leadership
• As a key member of senior staff of the NGO, helps guide the organization's development
• Participates in strategic planning meetings and sits on Management Team.

Knowledge, Skills, Abilities, and Other Requirements
• CPA qualification or its equivalent.
• Knowledge of Tanzanian labor, taxation, and other pertinent laws required.
• Knowledge of Quickbooks accounting software is preferred.
• A minimum of 5 years work experience as a senior Administration and Finance Manager.

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure
Send application to: recruitment@sega.or.tz  by Sunday 29th of May 2022 by submitting only Application Letter and CV.


All Jobs

QUICK ALERT SUBSCRIPTION