About International Foundation for Electoral Systems (IFES):

IFES advances democracy for a better future. We collaborate with civil society, public institutions, and the private sector to build resilient democracies that deliver for all. Our technical assistance and applied research develop trusted electoral bodies capable of conducting credible elections; effective and accountable governing institutions; civic and political processes in which all people can safely and equally participate; and innovative ways in which technology and data can positively serve elections and democracy. Since 1987, IFES has worked in more than 145 countries, from developing to mature democracies. In accordance with IFES’ approach: A society is able to reach its full potential in a world in which people of all genders are fully engaged as equal partners in their families, workplaces, and communities. Based on international human rights standards and best practices, IFES promotes political participation, justice, and equal rights around the world. IFES reflects these values in its programming and workplace culture.

The greatest assets of IFES are our team members. IFES offers competitive benefits and pay, as well as the opportunity to work in a dynamic and collaborative environment. Every member of the IFES team is responsible for carrying out the mission of IFES and integrating IFES values into their work every day: Commitment to Excellence, Effective Communication, High Quality Decision-Making, Accountability, Teamwork and Collaboration.

PRIMARY FUNCTION/PURPOSE: 

The Finance & Administrative Officer will be responsible for overseeing all aspects of financial management, procurement, bookkeeping, financial transactions, and operations for the IFES-Tanzania office. This includes systems implementation, budgeting, expenditure tracking, and financial reporting.

The Finance & Administrative Officer will also be responsible for ensuring the project’s compliance with both IFES and USAID policies, procedures, rules, and regulations. The Finance & Administrative Officer will lead budget development and monitoring, award monitoring and compliance, compile monthly financial reports, procurement, and logistics for IFES in Tanzania. 

JOB RESPONSIBILITIES:   

Finance

• Lead all project finance and operations, including general administrative processes, financial management, procurement, accounting, and logistics.
• Establish and maintain sound and transparent accounting and fiscal control procedures.
• Ensure compliance of financial and operations systems with IFES policies and procedures, USAID rules and regulations, and Government of Tanzania laws.
• Develop, analyze, and monitor program budgets.
• Preparing monthly financial reports with supporting documentation for all accounts, to be sent to IFES Headquarters as required.
• Preparing local procurement packages and ensuring procurements and expenditures are in accordance with USAID and IFES policies and regulations.
• Preparing vouchers in QuickBooks and preparing checks for all project expenditures into QuickBooks accounting system.
• Collecting office bills and making payments for regular office expenditures via credit card or IFES’ payment processing system.
• Manage project procurement processes in accordance with IFES policies and applicable regulations.
• Preparing end of month bank reconciliation and processing monthly payroll including withholding and payment of the necessary taxes e.g., WHT, VAT to the Tanzania authorities.
• Liaise between IFES’ headquarters and Tanzania field office on matters of finance and procurement as well as administrative matters.
• Support preparation of annual and quarterly financial and accrual reports for donors.
• Liaise with internal and external auditors in the review of project financial management.
• Direct preparation of Wire Transfer Requests, including requests for activity forecasts from program team and others.
• Assist in banking errands such as transfers and collecting bank statements and cash withdrawals.
• Prepare payroll.
• Prepare Field Expense Reports, including reconciliation of bank account and cash-in-safe.
• Serve as petty cashier.
• Conduct initial review of sub-awardee expense reports.
• Provide administrative and logistical support to activities implementation such as events workshops and trainings.
• Tracking local employees’ vacation, severance calculations (when applicable) and sick leave accruals and usages.
• Supporting the preparation of program events

Administration

• Day-to-day management of general office administration duties; filing of office documents, ordering, and maintaining office supplies/stationery, maintenance of office equipment e.g., photocopier, printer, etc.
• Maintain and ensure staff medical insurance is operational and help settle any disputes that may arise (when applicable) 
• Ensure records management and tracking inventory of IFES’ property is up to date and in good order.
• Responsible for the day-to-day management of all suppliers/vendors and managing all local contracts/leases. 
• Maintaining office insurances and ensuring renewals are done on time, while also ensuring losses are reported on time. 
• Other duties as assigned.

EDUCATION:

• A minimum of bachelor’s degree in finance, accounting, business administration or another relevant degree is required, master’s degree preferred.

EXPERIENCE:  

• Minimum of 4 years’ experience in providing financial, procurement, human resources management and administrative support with an International or a Tanzanian Non-Government Organization, or similar organization.
• Experience with USAID financial policies and procedures is required; experience with other donor policies and procedures is preferable.
• High levels of proficiency with QuickBooks, the standard applications in MS Office and other accounting software
• Knowledge of Generally Accepted Accounting Principles (GAAP), budgeting and fiscal control principles
• The ability to remain organized while handling multiple tasks under tight deadlines.
• Ability to complete tasks with limited supervision.
• Excellent reporting and document handling skills 
• Supervisory experience is desired.

TECHNICAL SKILLS: 

• Ability to complete tasks independently and efficiently. 
• Ability to complete tasks with limited supervision.
• Excellent reporting and document handling skills
• Must value operating in a collaborative and cooperative environment. 
• Ability to show initiative, good judgment, and resourcefulness. 
• Ability to handle sensitive issues and address inclusion matters with integrity.
• Good oral and written communication skills.

LANGUAGE SKILLS:  

Proficiency in spoken and written English and Swahili are required.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Standard office work environment. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.