Job Summary

DOT Tanzania is currently recruiting for the position of Finance and Procurement Assistant.

Qualification Level: Bachelor
Experience Level: Mid-level
Experience Length: 1 year

Job Description
Reporting to: Finance and Administration Officer
Duty Station: Dar es Salaam, Tanzania Start Date: ASAP
Contract Type: 1-year renewable Salary: Competitive

Background
Digital Opportunity Trust (DOT) is a leading international social enterprise headquartered in Ottawa, Canada with local operations around the globe including Tanzania. Harnessing the power of youth, DOT transforms young people into leaders of change as they facilitate technology, business, and entrepreneurial learning experiences to people in their own communities. DOT’s unique youth-led programs have empowered more than one million people living in communities that are developing, in transition, or under stress with the confidence to use technology for entrepreneurial, community, educational, and personal development.
 
Launched in 2012, DOT Tanzania has mobilized the talent and energy of over 100 fresh university graduates (Interns), a powerful force for change. The impact of DOT Tanzania’s programs has reached over 10,000 youth and women in the communities and TVET’s, helping them to develop both entrepreneurial spirit, technology, and business skills that will last a lifetime. More information about the organization can be found at www.tanzania.dotrust.org
 
The main purpose of the role
 
DOT Tanzania is currently recruiting for the position of Finance and Procurement Assistant. The successful candidate will have a significant role at DOT Tanzania in supporting the Finance and Administration Officer in financial records keeping, procurement, regulatory compliance as well as smooth running of office operations. Reporting directly to the Finance and Administration Officer (FAO), this role supports in-country staff by providing financial transparency, capacity and administrative support for the country programme.
 
Responsibilities
The key areas of responsibility and priority are:
Finance Objectives (60%)

• Administer payment of bills, invoices, as well as staff and youth leaders, travel advance and reimbursements.
• Assist the FAO to coordinate the developing and consolidating of programs and training budgets, and the ongoing implementation and monitoring thereafter.
• Supervise and manage petty cash process and associated documents
• With FAO, improve financial controls within the country program
• Review staff travel documents for adherence to DOT’s financial procedures and policies
• Track staff travels for retirement upon return from travels.
• Settle amounts due, or recover outstanding receivables from staff
• Tracking staff time by collecting and consolidating time sheets
• Work closely with the Office Assistant to ensure availability of office needs as well as ensuring timely maintenance of facilities.

Procurement Objectives (30%)

• Coordinate and facilitate the approved acquisition of goods and services, raising purchase orders, goods and invoice receipting, as well as preparation of bid invitations
• Facilitate selection of appropriate vendors and procurement methods based on procurement requirements
• Monitor and review progress of contractual agreements, review invoices for payment
• Create and maintain procurement records, including electronic records
• Provide written authorizations, and prepare/issue instructions to suppliers, freight forwarders, and/or carriers, to ensure timely and safe arrival of goods, and compliance with domestic and international shipping regulations
• Resolve problems or disputes as required under the guidance of the FAO
• Contact vendors or agency representatives to inquire about existing and new product information, solicit bids, develop requests for quotations; and confer with vendors regarding damaged goods, delayed payments or related information
• Manage the storage facility with DOT’s assets and supplies

Administrative Objectives (10%)

• To ensure the Country Office is effectively structured and performing all administrative duties as required.
• Maintenance of asset register
• Assist the FAO in preparations and delivery of statutory payment cheques such as taxes, pension contributions, loan board etc.
• Undertake other duties as assigned by the FAO.

Person Specification

• A recognized degree-level in Finance/Procurement/ Economics/Accounting-related qualification.
• At least 1 year of experience in a same or related position of responsibility for finances, records and or procurement management, preferably with an International NGO.
• Demonstrable understanding and experience of records keeping
• Demonstrable understanding and experience of finance management.
• Ability to manage existing financial systems, procedures and practices.
• Proven skills in MS Excel/ Google Sheets and finance-specific software.
• Demonstrable leadership, team, critical thinking and problem-solving skills.
   

To apply for this position, please submit the following: 1. A 1000 words essay stating what you learned about yourself, from your greatest failure. 2. Covering letter 3. CV (not more than 2 pages) to tanzania@dotrust.org no later than: 12 pm on Thursday, April 12th, 2018.
 
Interviews are planned to take place the week of April 16 – 20, 2018 in Dar es Salaam. Should you not hear from DOT Tanzania by April 30th, please consider your application unsuccessful.