Accounting Assistant

Join the HJF Team!

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is a nonprofit organization dedicated to advancing military medicine. We serve military, medical, academic and government clients by administering, managing and supporting preeminent scientific programs that benefit members of the armed forces and civilians alike. Since its founding in 1983, HJF has served as a vital link between the military medical community and its federal and private partners. HJF's support and administrative capabilities allow military medical researchers and clinicians to maintain their scientific focus and accomplish their research goals.

This position will be in support of HJF Medical Research International, Inc. Tanzania (HJFMRI)program.

HJFMRI is seeking to hire an Accounting Assistant to support the accounting team by performing key accounting functions and ensuring HJFMRI compliance with Tanzania tax regulations and Donor/USG requirements. The role requires a detail-oriented professional who can manage document collection, filing, and follow-up with government entities to ensure timely processing of VAT claims and various tax returns. The incumbent will primarily work in an office environment with occasional travel for document submission and follow-up with government agencies. This position will maintain accurate records and provide regular updates to the management.

Responsibilities

• Collect and organize all documents required for VAT exemption and refund processes.
• Print and photocopy documents to prepare the necessary files for submission.
• Submit tax returns, and or exemptions and VAT claims quarterly to USG, the line ministry, and the Tanzania Revenue Authority (TRA).
• Follow up with USG, the line ministry, and TRA on the approval status of submitted documents, ensuring timely progression through each approval stage.
• Coordinate with TRA to verify the approval of submitted documents and accurately file approved requests.
• Track the progress of VAT refunds with TRA and work to expedite the refund process for approved claims.
• Submit instructions to Accounts Payable to record all VAT claims received in the accounting system and update the VAT tracker for all receipts.
• Maintain organized hard-copy and electronic files of all tax exemption and VAT refund documents, tracking the status of each claim at various approval levels.
• Prepare and submit monthly reports on tax returns and VAT claims to the finance team.
• Keep management informed of any issues or delays related to tax exemptions and VAT refunds.

Accounting and Administrative Duties

• Assist in processing vendor payments, and program participants’ Mobile Wallet Payments ensuring that all documents are complete and aligned with organizational policies.
• Support month-end and year-end closing processes by ensuring all relevant VAT claims and exemptions are recorded and reconciled.
• Update accounting software with accurate data on VAT refunds, claims, and exemptions, ensuring alignment with financial records.
• Collaborate with the finance team to reconcile VAT accounts and tax returns and provide accurate records for audits and financial reporting.
• Support the accounting team in maintaining compliance with internal and external audit requirements related to VAT and tax exemptions.
• Assist in any other general accounting duties, including data entry, documentation, and filing, as needed.

Education and Experience

• Bachelor’s degree in accounting, Finance, or related field.
• At least 1-2 years of experience in accounting or finance, preferably with knowledge of tax processes.

Required Knowledge, Skills and Abilities

• Familiarity with VAT claims, tax exemptions, tax returns, and Tanzania Revenue Authority (TRA) regulations.
• Proficiency in accounting software especially Oracle EBS and Microsoft Office Suite.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and work independently with minimal supervision.
• Excellent communication skills to coordinate effectively with government agencies and internal teams.

Qualifications

Work Environment

This position will take place primarily in an office setting.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, education and credentials, a criminal background check, and a department of motor vehicle (DMV) check if applicable. Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.