Thursday

Finance/Grants and Administration Manager


Published by Jobstanzania on 2:33:00 pm

Tanzania Media Foundation (TMF) is a new organization that emerged out of the successful implementation the Tanzania Media Fund project from June 2008 until September 2015. It formally began operations in October 2015. TMF is currently implementing its 2015-2018 strategic plan, Strengthening Media for Accountability, towards three basic objectives. The first two are concerned with increasing the professional capacity of media organisations and stakeholders while also increasing the quality, quantity and diversity of investigative and public interest journalism products in the media sector. The third objective is focused on ensuring the organisation’s growth and sustainability.

Purpose of the Job
The purpose of this job is to provide efficient and effective financial and grants management, human resource management, physical assets management, procurement management and organizational effectiveness and leadership of the finance, grants and administration unit. The role also includes development partner contract compliance, risk management and tax compliance.

Reporting Line: The Finance/Grants and Administration Manager will report to the Executive Director
Supervisory Role:  He/she will directly supervise the Management Accountant, Financial Accountant, Senior Grants Monitoring Officer and Administrator.
Employment category: The successful applicant will be employed on a renewable contract basis, subject to work performance and availability of financial resources.
Starting date: 1 February, 2016
Education/professional qualification: Master’s degree in Accounting and Finance or equivalent qualification plus CPA (T) and registration by NBAA as Certified Public Accountant. Risk Management and experience with Tanzania Labour laws will be an added advantage.

Skills, experience and competencies
· At least 5 years’ experience in a senior financial management position.
· Excellent computer skills and proficiency in excel, word, outlook, and access
· Excellent verbal and written communication skills.
· Knowledge and experience in organizational effectiveness and operations management best practices.
· Demonstrated leadership and vision in managing staff, groups and major projects or initiatives.
· Excellent interpersonal skills and a collaborative management style.
· Budget development and oversight experience.
· A demonstrated commitment to high professional ethical standards and a diverse workplace.
· Knowledge of tax and other compliance implications for non-profits.
· Strong negotiation skills.



FINANCE/GRANTS AND ADMINISTRATION MANAGER

Detailed specific duties and responsibilities
1. To provide effective and efficient financial management
· Direct annual budgeting and planning process for the organization's annual budget with TMF Executive Director
· Initiate and supervise the preparation of financial plans and budgets and their submission to the board.
· Oversee monthly and quarterly assessments and forecasts of TMF's financial performance against budget, financial and operational goals.
· Oversee short and long-term financial and managerial reporting.
· Managing day to day processing of accounts receivable and payable using Pastel systems, producing reports as requested.
· Reconciling monthly activity, generating year-end reports, and fulfilling tax related requirements.
· Assisting TMF Executive Director and Board in creating annual organizational budget and monitoring cash flow.
· Managing all procurement of goods and services contracts and reimbursement requests.
· Maintaining Intersection's archival and administrative files.
· Ensure that Accounting Department requests are resolved and communicated in a timely manner to internal and external parties.
· Develop long-range forecasts and maintain long-range financial plans.
· Prepare annual audit and be a liaison with all outside vendor.

2. To ensure Effective and efficient HR management
· To plan,superviseandco-ordinatesallactivitiesintheHuman ResourcesandAdministration Departmentinanefforttoreachand maintain maximumlevels of employee productivity and creativitythroughouttheentireworkforce.
· To review the human resource policies from time to time and ensure they are supportive of the TMF business plan.
· To oversee the human resources functions of TMF in terms of recruitment, remuneration, appraisals, promotions, staff welfare and motivation, training needs, terminations, benefits and disciplinary matters, and ensures staff rules and regulations manual are understood and followed.
· To carry out annual appraisal of performance and oversees staff development within the finance, human resource and administration department and ensure the contribution towards achieving organizational objectives and goals.
· Responsible for management, organization, control and discipline of TMF employees
· To detect and handle complaints, disputes and grievances of all staff and to report them to the TMF Executive Director
· To foster a conducive working environment through employee relations activities and communication.
· To initiate review process of HR and financial policies on a yearly basis
· Maintain smooth running of all TMF Information Systems.
· Develops individual performance objectives, targets and standards in consultation with the immediate superior as part of performance agreement.
· Conducts open performance review and appraisal of subordinates and gives feedback

3. To ensure Organizational Effectiveness
· To coordinate the preparation of long term and annual corporate plans, and implementation timeframes, action plans, identify resource requirements and persons responsible and contribute to the preparation of the corporate strategic plan.
· Ensures all internal services are delivered according to departmental needs, and coordinates all management reports on internal services status for submission to the Board of Directors and Senior Management Team.
· Coordinates all legal issues pertaining to TMF and ensures the interpretation of regulations in relation to TMF’s rights and obligations are provided to senior management team in a timely manner.
· Manage functions and increase the effectiveness and efficiency of Support Services through improvements to each function (HR, Administration, Finance) as well as coordination and communication between functions.
· Drive initiatives in the management team and organizationally that contribute to long-term operational excellence.
· Providing consulting services on matters related to tax and insurance questions, and business structure and sustainability.
· Oversee organizational insurance policies

4. To provide Organizational Leadership
· Assist in developing organizational and program budgets in collaboration with the TMF Executive Director, serving as a member of the Senior Management Team along with the Executive Director and other head of units.
· Working with the senior management team, the position also contributes to the development and implementation of organizational strategies, policies and practices. This position will also interact with the Board of Directors and Donors on all financial matters.
· Contribute to short and long-term organizational planning and strategy as a member of the senior management team
· Manage the Accountants and Human and Resource and  administration  Officer
· To review Organisation Structure, Administrative Manuals, Schemes of Service and Financial Regulations regularly.
· To carry out staff performance appraisal and review of remuneration of the Foundation.
· To develop and implement human resources and administrative policies; such as leave administration, training and discipline.
· To develop individual performance objectives, targets and standards in consultation with the immediate superior as part of performance agreement.
· To conduct open performance review and appraisal of subordinates and give feedback
.
5. To harmonize contracts with development partners and manage risks
· Review and harmonize contracts between development partners and TMF
· Review and advise the Executive Director on potential risks on any contractual obligations before contracts are being signed
· Spot any financial risks and advise mitigation strategy timely
· Ensure contracts compliance including cash flow projections, financial reporting and audit deadline are met
· Oversee risks from all portfolio including financial risks, grants risks and organizational risks.
· Consolidate risk management report from all risks holder officers and ensure the risk matrix register is timely updated

6. To ensure tax compliance and administration
· Manage applicable tax such as corporate income tax, reporting returns & payments, payroll taxes, withholding tax and stamp duty
· Review and advise timely and appropriately on change of tax rates whenever new legislation is passed by the parliament
· Oversee payment and reporting procedures as defined in the Income Tax Act 2004 and ensure taxes are paid within deadline to avoid any penalties
· Advise on tax implications on any proposed transaction including staff benefits stipulated in the HR and Administration Manual.
· Advise on tax exemptions applicable to TMF
· Demonstrated leadership and vision in managing staff, groups and major projects or initiatives.
· Excellent interpersonal skills and a collaborative management style.
· Budget development and oversight experience.
· A demonstrated commitment to high professional ethical standards and a diverse workplace.
· Knowledge of tax and other compliance implications for non-profits.
· Strong negotiation skills.


Detailed specific duties and responsibilities
To provide effective and efficient financial management
Direct annual budgeting and planning process for the organisation's annual budget, with the TMF Executive Director.
Initiate and supervise the preparation of financial plans and budgets and their submission to the board.
Oversee monthly and quarterly assessments and forecasts of TMF's financial performance against budget, financial and operational goals.
Oversee short and long-term financial and managerial reporting.
Manage day to day processing of accounts receivable and payable using Pastel systems, and producing reports as requested.
Reconciling monthly activity, generating year-end reports, and fulfilling tax related requirements.
Assisting TMF Executive Director and Board in creation of annual organisational budget and monitoring cash flow.
Managing all procurement of goods and services contracts and reimbursement requests.
Develop long-range forecasts and maintain long-range financial plans.
Prepare annual audit and be a liaison with all outside vendors.

2. To ensure effective and efficient HR management
To plan,superviseandco-ordinateallactivitiesinthe Finance, Grants andAdministration Departmentinanefforttoreachand maintain maximum levels of employee productivity and creativitythroughouttheentireworkforce.
To review the human resource policies from time to time and ensure they are supportive of the TMF business plan.
To oversee the human resources functions of TMF in terms of recruitment, remuneration, appraisals, promotions, staff welfare and motivation, training needs, terminations, benefits and disciplinary matters and ensure staff rules and regulations manual  understood and followed.
To carry out annual appraisal of performance and oversee staff development within the Finance, Grants and Administration department and ensure the contribution towards achieving organisational objectives and goals.
Responsible for management, organisation, control and discipline of TMF employees.
To detect and handle complaints, disputes and grievances of all staff and to report them to the TMF Executive Director.
To foster a conducive working environment through employee relations activities and communication.
To initiate review process of HR and financial policies on a yearly basis.
Maintain smooth running of all TMF information systems.
Develops individual performance objectives, targets and standards in consultation with immediate superior as part of performance agreement.
Conducts open performance review and appraisal of subordinates and gives feedback.

3. To ensure organisational effectiveness
To coordinate the preparation of long term and annual corporate plans, and implementation timeframes, action plans, identify resource requirements and persons responsible and contribute to the preparation of the corporate strategic plan.
Ensures all internal services are delivered according to departmental needs, and coordinates all management reports on internal services status for submission to the Board of Directors and Senior Management Team.
Coordinates all legal issues pertaining to TMF and ensures the interpretation of regulations in relation to TMF’s rights and obligations are provided to senior management team in a timely manner.
Manage functions and increase the effectiveness and efficiency of Support Services through improvements to each function (HR, Administration, Finance) as well as coordination and communication between functions.
Drive initiatives in the management team and organisationally that contribute to long-term operational excellence.
Provide consulting services on matters related to tax and insurance questions, and business structure and sustainability.
Oversee organisational insurance policies.

To provide organisational leadership
Assist in developing organisational and program budgets in collaboration with the TMF Executive Director, serving as a member of the Senior Management Team (SMT) along with the Executive

Director and other heads of units.
Working with the SMT, the position also contributes to the development and implementation of organisational strategies, policies and practices. This position will also interact with the Board of Directors and donors on all financial matters.

  • Contribute to short and long-term organisational planning and strategy as a member of the senior management team
  • Manage accountants and HR and administration officers
  • To review organisational structure, administrative manuals, schemes of service and financial regulations regularly. 
  • To carry out staff performance appraisal and review of remuneration of the Foundation.
  • To develop and implement human resources and administrative policies; such as leave administration, training and discipline.
  • To develop individual performance objectives, targets and standards in consultation with the immediate superior as part of performance agreement.
  • To conduct open performance review and appraisal of subordinates and give them feedback.
  • To harmonise contracts with development partners and manage risks 


  • Review and harmonise contracts between development partners and TMF. 
  • Review and advise the Executive Director on potential risks on any contractual obligations before contracts are signed.
  • Spot any financial risks and advise on mitigation strategy timely.
  • Ensure contracts’ compliance including cash flow projections, financial reporting and audit deadlines are met.
  • Oversee risks from all portfolios including financial risks, grants risks and organisational risks.
  • Consolidate risk management report from all risk holder officers and ensure the risk matrix register is timely updated.

2. To ensure tax compliance and administration

  • Manage applicable taxes such as corporate income tax, reporting returns & payments, payroll taxes, withholding tax and stamp duty.
  • Review and advise timely and appropriately on change of tax rates whenever new legislation is passed by the Parliament.
  • Oversee payment and reporting procedures as defined in the Income Tax Act 2004 and ensure taxes are paid within deadline to avoid any penalties.
  • Advise on tax implications on any proposed transaction including staff benefits stipulated in the HR and Administration Manual.
  • Advise on tax exemptions applicable to TMF.



Salary range for this position:
TSh5, 522, 223/- to Sh6, 626, 668/- monthly with benefits such as office lunch, pension, health and group accident insurance and mobile phone allowance.

Mode of application

Interested candidates should apply through info@tmf.or.tz. The application must have cover letter explaining your suitability for the position and how your qualifications, education, skills, experience and competence fit the purpose of the job. Updated CV must be attached with contacts of at least three referees.

Application deadline
Deadline for submitting an application is on 4th January, 2016

Note
Qualified women are strongly encouraged to apply. Only shortlisted applicants will be contacted.


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