VACANCY AT TANZANIA FOREST CONSERVATION GROUP
TANZANIA FOREST CONSERVATION GROUP
Dar es Salaam
TFCG is looking for an experienced, dynamic and hard-working finance professional to lead and develops Finance and Administration Department.
Job Description
Title: TFCG Finance and Administration Director (FAD)
Reporting to: Executive Director
Date: September 2014
1. Introduction
The Tanzania Forest Conservation Group is a National NGO with a certificate of Compliance No. 1760. TFCG receives funds from multiple donors for the implementation of activities that contribute to achieving the organization’s mission. The mission of the Tanzania Forest Conservation Group is ‘to conserve and restore the biodiversity of globally important forests in Tanzania for the benefit of the present and future generations.’
2. Job specific responsibilities
The Finance and Administration Director is responsible for leading and developing TFCG’s Finance and Administration Department. S/he is responsible for ensuring efficient, effective and well-governed operations in TFCG’s Finance and Administration Department. S/he will support TFCG to fulfil its mission by ensuring that timely and accurate financial information is available to inform decision-making; and that TFCG’s policies and procedures are adhered to.
The department under her/his responsibility is composed of two sub-divisions:
• The Finance and Administration Division
• The Human Resources Division.
3. Reporting Line and Line management:
The Finance and Administration Director (FAD) reports directly to the Executive Director. The FAD is the line manager for all Finance Officers and for the Human Resources Manager. The FAD is part of the TFCG management team.
4. Key Responsibilities
The Finance and Administration Director is responsible for the efficient and effective running of TFCG’s Finance and Administration Department. S/he will ensure that all TFCG staff are aware of and comply with TFCG’s financial and human resources policies and procedures. S/he works closely with the Project managers and the Senior Technical Advisor.
a) Staff management
• Lead the Finance and Administration Department and support all staff within the Department to fulfil their roles and responsibilities in ensuring a well-governed and efficient department.
• Monitor performance of staff in the Finance and Administration Department and provide appropriate mentoring, coaching and formal training as well as taking appropriate action in respect of underperformance.
• Organize regular departmental meetings in order to foster good communication and cooperation between staff members within the department.
• Develop performance targets per division for each year and monitor and report on progress in relation to these targets.
b) Financial Management (60%)
• Plan and direct the activities of TFCG’s Finance Officers including supervising, problem-solving and coaching.
• Support the management in the preparation of individual project budgets and the overall annual TFCG budget.
• Ensure that all financial records are timely and accurately recorded in QuickBooks.
• Ensure that accurate and relevant financial information is made available to the TFCG management team to inform decision-making.
• Ensure that required quarterly and other periodic financial reports are prepared accurately and according to Donor standards, formats and deadlines.
• Conduct periodic reviews of finance and operations processes to identify opportunities for improvements and ensure compliance with financial regulations.
• Stimulate and emphasise on internal control mechanisms.
• Prepare Statutory Accounts and ensure that external auditing is conducted according to the relevant standards and timeframe.
• Advise and guide Senior Management and other Technical staff on financial issues.
• Monitor cash flow, liaise with donors’ financial staff to ensure timely disbursements of funds.
• Take action to minimise exchange rate losses.
• Ensure donor financial reports are in line with financial statements derived from QuickBooks.
• Ensure that TFCG’s asset register is fully updated and accurate.
c) HR Management (20%)
Plan and direct the activities of the HR Manager.
• Assist the HR Manager to provide supervision and coaching of line mangers on HR management
• Request quarterly recruitment planning and staff movements overview (including possible retrenchment).
• Ensure recruitment process is executed in accordance with TFCG’s HR policies and in a professional manner.
• Ensure that the HR Manager develops and implements a staff orientation protocol.
• Ensure that staff performance review and personal development plans are completed in accordance with TFCG’s HR policies and procedures.
• Provide oversight for the development of the monthly payroll to ensure that salaries are paid in accordance with TFCG’s policies and procedures and all statutory requirements are met.
• Regular review to ensure complete and appropriate filing of staff data.
d) Administration Management (20%)
• Supervise the Administration unit to ensure that logistics and administration routines are properly managed and functioning according to TFCG policies and procedures.
• Supervise Procurement of Goods and Services to ensure compliance with the procedures in the TFCG financial regulations and manual; and with grant-specific contractual requirements.
• Ensure adherence to TFCG and donor procedures and rules on the use of TFCG’s properties.
• Implement routine controls on price and delivered goods, purchased via preferred suppliers
e) Compliance
• Ensuring that TFCG’s financial transactions are conducted in accordance with TFCG’s policies and procedures.
• Ensure compliance with tax legislations and other employment law that affect employment.
• Oversee timely execution of external auditing and donor reviews.
• Ensure departmental meetings are held regularly and used as a communication platform for sharing and joint planning.
• Ensure and supervise implementation of all external audit recommendations.
• Ensure that procurement committee meetings are held and documented in accordance with the TFCG Accounting Manual
• Bring any attempted or actual corruption events within TFCG or its project partners immediately to the attention of the TFCG Executive Director; and work with the Executive Director to take action in response to any corrupt practices.
f) Risk management
Contribute to identifying, mitigating and monitoring risks to TFCG.
g) Institutional development
• Participate in the development of the TFCG business plan and fund raising proposals.
• Develop and improve TFCG’s governance, administration, financial management and human resources management.
• Make clear recommendations on improvements to TFCG’s policies and procedures; and actively seek information about best practices.
h) Other duties
• Perform any other duties as may be required from time to time
5. Validity of job description
The current job description’s validity is one year and will be updated / reviewed, based on the outcomes of the personal result and development plan interview. The Job description will form part and parcel of the employment contract between the HR officer and TFCG.
6. Qualifications and Experience
• CPA Required
• Degree in Finance, Accounting, MBA is an added advantage.
• At least 10 years experience in financial management and administration, of which at least 5 years are in senior management.
• Proven leadership skills preferably within civil society organisations.
• Experience in managing donor funding.
• In-depth knowledge of QuickBooks or similar Accounting package.
• Experience with Human resources management preferred
• Strong IT skills.
• Good interpersonal skills.
• Excellent time management and delegation techniques.
• Good communication skills including an excellent command of English and Swahili [both written and verbal).
7. Location
The Finance and Administration Director is based at the TFCG Head Office in Dar es Salaam.
How you can apply
Qualified candidates should send applications including a detailed CV, covering letter, contact details (including an e-mail address and phone number) and contacts of three professional referees to: Personnel Officer, Tanzania Forest Conservation Group, P.O. Box 23410, Dar es Salaam. Email: personnel@tfcg.or.tz
Please submit your application electronically. Please do not send scans of certificates. The deadline for applications is 17:00 on 25th September 2014. Short-listed candidates will be informed of the interview date by 10th October 2014.
SOURCE: GUARDIAN OF 11 SEPTEMBER 2014.
