Accountant and Administrative Officer Job Vacancy at Palladium Tanzania | Deadline: October 5th, 2018

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AJIRALEO
AJIRALEO
Accountant and Administrative Officer Job Opportunity at Palladium Tanzania | Deadline: October 5th, 2018
NAFASI ZA KAZI / AJIRA TANZANIA
Accountant and Administrative Officer
Company Overview: Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.
For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved – and is committed to continuing to improve – economies, societies and most importantly, people’s lives.
Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.
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Organization Overview
Project Overview and Role

Health Policy Plus (HP+) is a USAID-funded five-year $185 million project awarded to Palladium (formerly Futures Group) on August 28, 2015. HP+ has a mandate to strengthen and advance health policy priorities in the areas of family planning and reproductive health (FP/RH), HIV, and maternal health. HP+ aims to improve the enabling environment for equitable and sustainable health services, supplies, and delivery systems through policy development and implementation, with an emphasis on voluntary, rights-based health programs.  

Assignment Overview
  • HP+ Tanzania is focused on several priority areas, including
  • Generating high-quality evidence to support the planning and development of sustainable health financing policies and systems
  • Strengthening youth participation in the policy process and reducing barriers to accessing HIV testing and treatment posed by age of consent laws and policies
  • Providing strategic information to support policy development and implementation at national and subnational levels
  • Using mobile-based reporting to strengthen citizen engagement through the collection of citizen feedback on the quality and availability of HIV and other health services

Responsibilities
Finance

  • Oversee day-to-day financial management and accounting for the projects; maintains and manage financial accounts in coordination with the CD and the Palladium DC office;
  • Assist in Establishing, maintaining, and updating organizational financial policies and procedures to guide the work of project staff and management;
  • Prepare and track project budgets and budget projections; reviews expense reports, vouchers and payment requests, including proper back-up documentation to ensure compliance with established Palladium systems and the client’s rules and regulations;
  • Work with the CD, Country Activity Manager (CAM) and Operations Manager in Washington DC to develop annual budgets, projections, financial plans, costing estimates and monthly cash forecasting;
  • Maintain regular communication with the senior management team at HQ by providing relevant and timely financial information for planning and decision making purposes;
  • Manage project bank account;
  • Ensure timely payments to staff, consultants, and vendors;
  • Work closely with Operations to implement monthly payroll accurately and on time, keep accurate and updated records and conducts regular reviews of staffing financial information;
  • Oversee payments to vendors and contractors, consultants and other relevant parties and ensure that proper documentation is present; tracks all tax withholding information that is readily updated and available to project leadership;
  • Ensure employees’ Travel Expense Reports (TERs) and Travel Advances (TAs) are submitted on time and reconciled properly;
  • Ensure office utilities payments are made in timely manner;
  • Maintain complete, accurate and timely financial records; prepare and submit monthly financial reports as directed by CD in timely manner; and supporting documents are filed appropriately in hard and soft copies.
  • Maintain and oversee internal controls; prepares estimates of monthly cash requirements for HQ; coordinate with the Program Operations Manager from Palladium DC; manage project bank account, reconciles monthly accounts and bank statements; submits receipts and invoices;
  • Participate in weekly meetings (phone or Skype) with Washington DC Program Operations staff to discuss financial items;
  • Ensure field vouchers are prepared accurately, supporting documents are in place, and all transactions are coded in accordance of chart of accounts and project charge code(s);
  • Manage the overall program budget and ensure adequate cash flow, including supervision of the petty cash account;
  • Establish processes and systems to manage, disburse and oversee small grants, as required;
  • Prepare cost-share reports;
  • When applicable, assist with an internal or external audit activity;
  • Perform any other responsibilities as may be directed.  

Procurement
  • Negotiate, administer, and assure compliance with agreements to include but not limited to: Contracts, Grants, Cooperative Agreements, Purchase Orders and Task Orders. Support generally covers the full agreement life-cycle, from program award through close-out
  • Ensure that the USG procurement procedures are adhered to and colleagues are familiar with the process
  • Conduct due diligence review of consultants/contractors and collaborate with the technical staff to monitor the consultants/contractors technical performance and achievement of deliverables as per Consultancy Agreement before processing of payment
  • Ensure that before any purchase takes place relevant authorization has been obtained
  • Develop, negotiate, and administer partner agreements to include but not limited to: subcontracts, subagreements, consulting agreements and purchase orders;
  • Maintain systems for tracking contractual documents, correspondence and reporting; applying records management policy
  • Initiate through effective correspondence requests for contract modifications and approvals such as: scope adjustments, personnel changes, budget realignments, performance period changes, implementing partner changes, consultant approval, etc.
  • Monitor and ensure compliance with Palladium procurement policies, Federal Acquisitions Regulations (FAR), AIDAR, and other government regulations; update/train project team with changes or modifications accordingly
  • Work with the technical staff to lead and coordinate the procurement for workshops and events;

Operational Functions
  • Provide logistics and travel support to program staff;
  • Book venues and make arrangements for events, if necessary and ensure that relevant materials and equipment are available at the venue;
  • Track all domestic and international travel of project staff. This includes assisting with the preparation of monthly travel log reports;
  • Ensure generally acceptable accounting principles are maintained and streamline financial management processess
  • Coordinate activities between program management, customers, and outside parties. This may include making travel arrangements, external meeting accommodations, etc.;
  • Assist with the delivery of documents and packages relevant to project activities;
  • Oversee the office calendar so that all internal office events are recorded and meeting rooms are booked;
  • Oversee adequate stock of stationery, refreshments and cleaning materials;
  • Provide administrative support as directed by the CD to the management team, activity managers, and other technical staff on the project;
  • Oversee the maintenance of general spaces and reception area, including coordinating visitors and answering phones;
  • Draft contractual documents to be approved by the Country Dircetor and the HQ Operations;
  • Ensure that administrative documents are reviewed and approved by appropriate staff;
  • Oversee the maintenance of the office filing system and maintain project-related files, documents and datasets;
  • Ensure implementation of, and adherence to Human Resources policies, including compliance with national labor legislation;
  • Keep contracts, consultancy and personnel files updated.

Requirements
Qualifications, Experience and Skills
  • Minimum of a Bachelor’s degree in accounting, finance, business administration or related field
  • Minimum of five years related experience required
  • Proven general acceptable accounting principles experience
  • Experience in managing US government-funded projects
  • Excellent time management and organizational skills
  • Excellent oral and written communications skills
  • Experience in government contracting services environment
  • Ability to quickly build rapport with others
  • Readily accessible and responsive
  • Excellent attention to detail
  • Excellent collaboration skills
  • High tolerance for stress and ability to handle change and ambiguity
  • Excellence with MS Office – Word, Excel, and PowerPoint
  • Ability to use Outlook to schedule meetings with multiple attendees in multiple locations
  • Knowledge of SharePoint desirable
  • Demonstrates sound, professional judgment and excellent decision-making skills
  • Track record of protecting highly confidential information
  • Experience working with international donors would an asset.

Supervision and Time Reporting The incumbent will report to the Country Director in Dar es Salaam and will also work closely with the Washington, DC-based Operations Staff.
Interested applicants should submit their application online at http://thepalladiumgroup.com/jobs by the Friday October 5th, 2018 deadline. Only successful candidates will be contacted.