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AJIRA TANZANIA 2019 / NAFASI ZA KAZI 2019
Position: ECHO Consortium Award and Finance Coordinator
Location: Kibondo, Tanzania
Contract - Full-Time
Closing date: Thursday 28 February 2019
All jobs close at midnight UK time on the date specified
CHILD SAFEGUARDING: (select only one)Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people.
As part of these responsibilities the post holder will promote a culture of keeping children safe, and ensure that potential harm to children (by our own staff and/or as a result of how we do our work) is identified and addressed on an ongoing basis. The post holder should report and respond to interventions as determined by position related responsibilities identified in the Child Safeguarding Policy.
Under direct supervision of Kibondo field office Finance Coodinator, ECHO Consortium Award and Finance Coordinator is expected to support the Award Management team in the planning, securing and managing of ECHO funded program. The position involves supporting award information management and compliance with systems and processes. Equally, s/she is expected perform financial duties around accounting cycle and internal control environment, including; to ensure accuracy of accounting records & system, adherence of organizational policies & procedures and to ensure compliance of statutory obligations.
Under the direction of an Award Manager and or Kibondo field Office Finance Coordinator, the ECHO Consortium Award and Finance Coordinator will be responsible for supporting the ECHO Consortium partners to adhere to all award management obligations internally as per their policy and procedures and externally with donors.
This role will work closely with PDQ and Program Implementation/Program Operations on proposals, financial and narrative reporting, monitoring and analysis and compliance processes. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE: Save the Children has been operational in Tanzania since 1986 providing support to children through developmental and humanitarian relief programmes delivered in support of Government of Tanzania priorities and policies both directly and through local partners. We currently have an operational presence in Shinyanga, Mbozi, Zanzibar, Songwe, Kigoma and with Dodoma, Singida, Rukwa, Morogoro and Iringa. We also work through partners in other parts of the country. We employ nearly 100 staff and have an annual operating budget of approximately $14.5 million.
Save the Children leads the Burundian Refugees´ Access to lifesaving Protection and Education Services in Refugee Camps (Mtendeli, Nduta and, Nyarugusu) Tanzania. The Consortium consisting of Save the Children, Plan International and IRC as strategic partners. The consortium is about to implement a 12 month project under the current 2019 HIP ECHO action plan for Great Lake Region, funded by European Commission Humanitarian Aid and Civil Protection (DG ECHO) with a focus on Education in Emergency and Protection.
Reports to: ECHO Consortium Program Manager
Staff reporting to this post: None
Role Dimensions: (e.g. complexity, relationships, communication with stakeholders)
KEY AREAS OF ACCOUNTABILITY :
- Finance Governance/Compliance (systems, processes, donor)
- Learn and follow SCI processes and relevant donor requirements
- Understanding of the AMS system, maintaining and driving data quality
- Ability to use AMS reporting to monitor awards and plan for key processes i.e. donor reporting
- Assist the team to understand donor compliance requirements relating to award management including budgeting and reporting, and ensure deadlines are met
- Basic understanding of donor compliance and development of compliance checklists if needed
- The position holder will ensure that all accounting transactions are recorded in Agresso in compliance with:
- Save the Children policies and procedures as well as Scheme of Delegation
- ECHO donor’s policies and procedures and
- Statutory obligations [relevant TAX and VAT laws, compliance with GAAP]
- The post holder will ensure that each accounting transaction have a proper audit trail and supporting documents. The post holder will also ensure that the supporting documents are secured and archived in a retrievable manner
Liquidity and cash flow management
- S/he will work with ECHO consortium manager to estimate funds request on a timely basis to ensure resources are in place for carrying out project activities
- Ensure all payments to suppliers are made in a timely and accurate manner.
- Request cash transfers from Dar es Salaam in consultation with ECHO consortium Program Manager to ensure adequate but not excessive cash is held in order to carry out programme activities.
- Prepare a list of outstanding floats for ECHO consortium Programme Manager on a weekly basis and follow up and ensure retirement of all floats within TWO weeks.
- Advise the ECHO consortium Programme Manager of any operational challenges or discrepancies relating to the financial management of the programme in a timely manner.
- Makes sure Events and workshop MPESA payments are planned properly for cash flow purpose and during the events documentation are collected and initiated in MPESA for timely payments.
Budget vs Actual Report
- Assist ECHO consortium Program Manager for periodic forecast and ensure that the budget holders understand forecast process and their budget forecast is aligned with the activities plan
- Assist ECHO consortium Program Manager for Budget vs. Actual review and facilitate BVA review meetings on monthly basis with program teams
- Ensure that action points from those meeting are followed and corrections are accounted for in the system
Monitoring and analysis
- Process lead for development of initial budgets for simple/low risk proposals including liaising with program teams and finance to ensure this has been fully costed
- Financial analysis skills to perform award monitoring processes and identify any issues for further analysis
- Ensure donor budget lines in AMS are as needed for donor reporting requirements
Portfolio management and strategy
- Run reports from AMS to support the AM team with monitoring of the Award Portfolio
- Perform monitoring and analysis activities when required and work with Coordinator and Manager to resolve any issues identified
- Problem solving skills to address and work through issues when they arise.
- The post holder will ensure that an up to date assets register is maintained by supply chain team
- S/he will assist the ECHO Consortium Programme Manager of any operational challenges or discrepancies relating to the financial management of the programme in a timely manner.
- Ensure SCI’s policies on Fraud and Dishonesty are followed in daily routines, and complied at all level in accounting cycle.
- Being part and parcel of the Procurement Committee, in opening and evaluation of procurement bids
- S/he will ensure induction training for all staff on matters associated with award management to all new employees, and periodic refresher training at field office level
- In collaboration with the finance team s/he will ensure that the team understand and know how to use the appropriate budget codes under each award.
BEHAVIOURS (Values in Practice)
- holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
- Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
- Widely shares their personal vision for Save the Children, engages and motivates others
- Future orientated, thinks strategically and on a global scale.
- Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
- Values diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to.
- Develops and encourages new and innovative solutions
- Willing to take disciplined risks.
Honest, encourages openness and transparency; demonstrates highest levels of integrity
- Professional qualification in Business, International Development, Finance/Accounting or similar
- University degree in International development, business administration, finance and/or experience working in a related role
- Experience managing grants, contracts & sub agreements with knowledge of major funders’ guidelines (e.g. USAID, ECHO, DFID, CIDA, SIDA etc.)
- Relevant experience managing donor funded projects with International NGO’s particularly those addressing human/children’s rights and those applying partnership approaches
- Strong analytical skills, computer literacy and excellent documentation skills are a must.
- Ability to work well with a team and establish relationships with other teams/offices
- Cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
- Highly developed interpersonal and English communication skills including influencing and negotiation
- Experience working with implementing partners and managing sub awards/grants
- Excellent time management and planning capacity
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.