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Finance & Admin Officer Job Vacancy

Job Title: Finance & Admin Officer

Vacancy No. 2014-4

Reporting to: Project Team Leader – CARI Tanzania

Location: Dar es Salaam, Tanzania

Kilimo Trust

1) Kilimo Trust (KT) is an independent regional agricultural development organization - working on agriculture for development across the EAC Region. It is registered in the Republic of Uganda with core staff recruited from all the EAC Partner States.

It implements projects across all EAC Partner States + S. Sudan. The core business of KT is to support the transformation of food and nutrition security in the EAC Region away from high risk subsistence farming into lower risk trade-based systems.

2) KT’s vision within the next 15 years (starting 2012)

a) Specialization in production of staples in the EAC to enable smallholder producers of the key food commodities to:

i) effectively utilize comparative advantages; and

ii) “farm as business” and become competitive in the regional market.

b) A structured regional trade in food commodities and products, driven by private sector business linkages for each commodity.

c) A high proportion of the food commodities (especially perishables) produced in the EAC, being transformed to differentiated value-added products preferred by the final consumer

Purpose of the job: To provide financial and administrative support to the Project Team Leader CARI Tanzania Program to implement project’s activities related to achieving the objectives stated in the project document and the agreement with GIZ by following management guidelines and administrative and financial rules.

Specific Duties and Responsibilities:

Under the defined specifications, the F&A will ensure that the Project Team follows all key administrative and financial guidelines, compliance and policies in the effective implementation of CARI Project.

This includes ensuring procurement, recruitment, human resource management, financial compliances, accounting procedures and other key organizational activities are in compliance with the policies and guidelines of Kilimo Trust and donor guidelines.

Scope of Work

Stationed at the Project Office the F&A will be responsible to the Team Leader. S/he will work as per the administrative and financial guidelines with the supervision of Kilimo Trust Head of Finance.

Major responsibilities of the F&A will include, but not limited to:

Key Responsibilities under Administration
  • provide administrative support to Project Team Leader,
  • maintain office equipment, materials and properties,
  • keep records of the office supplies, materials and equipment,
  • maintain office premises to provide good working environment,
  • ensure that sufficient water and electricity supply is available in the office and telephone/ internet lines are functional,
  • ensure safety and quality of office supplies, materials, equipment and physical facilities,
  • manage vehicle movement and arrange for vehicle servicing, maintenance and regular check up,
  • ensure that the leave records of employees have been maintained and circulated,
  • arrange venue for the seminars and meetings; and provide logistics support,
  • assist the process of performance evaluations of project staff on timely manner,
  • correspond on the various administrative matter,
  • keep liaison with the bank and other government institutions,
  • maintain and update the Project Office filing system,
  • ensure the office mailing system is effectively functioning,
  • ensure office security system is effectively functioning,
  • supervise the work of Office Assistants.

Key Responsibilities under Finance
  • collect invoices/bills and make payment ensuring the prevailing financial rules and regulations of the project
  • keep financial documents and records to meet the organizational and project requirements,
  • report to Kilimo Trust on the financial performance on periodic basis,
  • operate the bank account(s), prepare drafts and arrange for bank transfers against the payment of services and supplies as necessary,
  • calculate any relevant taxes and deduct from the source while making payment,
  • make advance payment of travel allowance, per diem and travel advance,
  • handle petty cash,
  • reconcile bank accounts and report to the Team Leader,
  • providing status of budget and expenditure on quarterly basis or as and when required,
  • keeping project staff aware and informed of changes to accounting system/structure/ procedures through training/presentation,
  • managing for purchase of the supplies, materials, equipment and physical facilities,
  • assist in the process of financial and project annual audits and;
  • Other responsibilities as directed by Project Team Leader
  • Perform any other duties and responsibilities as required by the Team Leader
  • Minimum Qualification and Other Requirements
  • Part or complete qualification from a recognised professional Accountancy Body.
  • Bachelor's Degree in Finance, Accounting or Business Studies with 4 years experience in Administration and Finance areas
  • Good communication skills, working experience on computer software and good command in written and spoken English
  • Able to handle office correspondence independently
  • Willingness and enthusiasm for working with rural and vulnerable communities living in remote areas of the country.

Contract period: 36 (Thirty Six) months

Position based: Dare es Salaam

The application should include:
  • An up-to-date CV, highlighting relevant skills and experience (presented in relation to each of the Responsibilities and each of the experience areas listed above);
  • The names and contacts of three referees, and a daytime contact telephone number; &
  • A statement and proof of current remuneration package.

Closing date for Applications: 30th July 2014

Please apply to:

Senior Associate Human Resources
Kilimo Trust
Plot 42, Princess Anne Drive
Bugolobi, Kampala, Uganda

Only shortlisted candidates will be contacted

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