PURPOSE

This position requires an individual with a positive team spirit, enthusiasm to integrate into a growing and highly dynamic team, and commitment to a collaborative approach in working as part of a global team.

RESPONSIBILITIES

Finance

• Ensure accuracy and completeness of supporting documentation, as well as help with ensuring compliance and consistency with established policies and procedures.
• Maintain finance files and other documentation serving as evidence of transactions at the procurement level only.
• Maintaining procurement, payment Logs and scanning of monthly receipts.
• Collect petty cash requests and submit to FAM for payment
• Maintain country office inventory of equipment, furniture and supplies.
• Coordinate procurement activities in accordance with IYF procurement policy, obtain
  quotes and offers, prepare cost and quality analyses, and draft procurement
  instruments particularly purchase orders.
• Route out procurement and payment authorization emails for approval by responsible staff and Budgetholder.
• Ensure final invoices and receipts from suppliers meet EFD requirements as prescribed by tax laws
• Provide support to Finance & Administration Manager in cash flow forecasting and cash management, as may be required

Office Administration

• Coordinate with Finance & Administration Manager in managing the office lease to make sure it is current, and amendments are processed as required.
• Assist Finance & Administration Manager in the coordination with the local information technology contract.
• Provide front desk/reception and secretarial support, and assistance with routine office functions. This includes handling all incoming telephone calls, distributing mail and routing to appropriate staff for action, information or follow up.
• Provide logistical support for program activities, events, and workshops.
• Coordinate travel itineraries, airfare ticketing, hotel reservations and other travel logistics for staff, visitors and consultants.
• Manage the office supplies inventory for stationaries and replenishing stocks regularly.
• Ensure that supplies for office use are available and replenish when needed i.e. electricity tokens, water, sugar, teabags, dishwashing soaps, napkins etc.
• Coordinate office space and equipment maintenance and repairs as needed.
• Maintain updated staff directory and office calendars.
• Maintain Tanzania office files. Create, update and maintain a filing system for project reports, briefs, brochures and other project related documents for quick reference and easy accessibility.
• Other duties and tasks as assigned by the Finance & Administration Manager, providing assistance and support to other Tanzania office staff members.

REQUIRED SKILLS

• Strong attention to detail, accuracy and analytical skills.
• Demonstrated ability to perform in a dynamic and high-pressure environment.
• Effective verbal and written communication, organizational and prioritization skills.
• Excellent oral and written English and Swahili fluency required. Proficiency in other languages a plus.
• Commitment to international development and values-driven work environment.
• Ability to problem solve, prioritize and follow up (execution).
• Confident, tactful, and participatory.

REQUIRED EXPERIENCE

• A recognized accounting/administration qualification with 1-3 years relevant work experience in international, non-profit organizations, as well as multi-office, multinational environment.
• Proficiency in MS Office, specifically Outlook, Word, Excel, and internet required.