Finance & Administration Manager - Dar es salaam

Job Summary

To provide financial, administrative and logistics management and support to ensure that Company and clients activities are delivered efficiently and cost effectively.

KEY DUTIES AND RESPONSIBILITIES:

Managerial and key accountabilities;

• Provide and assist management in the updating of company financial policies and procedures.

• Provide and assist management in the updating of company human resources policies and procedures.

• Prepare and assist in supervision of implementation of company annual work plan and strategic plan by ensuring that all staff provide the necessary inputs towards achieving the annual work targets.

• Manages the financial resources of the Company by preparing consolidated budget for the Company.

• Manage and control expenditure by ensuring that expenditure is within budget and is for attaining the objectives of the Company.

• Ensure the company has optimum staff numbers and supporting plans for recruitment, training, grading, remuneration and termination.

• Manage the annual performance appraisal process and ensures that it is linked to reward.

• Supports mobilization of resources for the company’s business and activities from clients by identifying new customers, financers and provide accurate reports on revenue and expenditures.

• Ensures that internal office services are provided to functional departments effectively and timely in order to implement the Company objectives.

• Coordinate, manage and monitor the workings of various departments in the company.

• Establish and implement departmental goals, objectives, policies and procedures.

• Deputises for the Managing Director and/or other lines Heads or Managers from time to time in order to maintain continuity in the management.

Financial Reports Preparation;

• Manage Preparations of payments by verifying documentation and requesting disbursements.

• Manage Filling of financial documents appropriately i.e., petty cash vouchers, payment vouchers, journal vouchers, invoice books, receipt books, etc

• Manage and ensure that all revenue and expenditures are recorded, processed, verified and validated both manual and in the computerized accounting system

• Manage and make sure all financial reporting deadlines are met

• Manage accurate, timely and ensure monthly, quarterly and yearend financial reports are maintained i.e., balance sheet, profit and loss, cash flow etc.

• Manage and prepare financial reports by collecting, analyzing, and summarizing account information and trends.

• Produce timely and accurate reporting on monthly basis by the 10th of each month end of management accounts, and reports to management on the financial position, performance and cash flow situation.

• Prepare company annual financial statements and provide declaration on income statement, cash flow statement, statement of change in equity and balance sheet.

Control and monitor departmental/functions/events financial reports;

• Manage and ensures adequate internal financial controls are in place and operating as required to limit unplanned expenditures and over expenditures.

• Manage the review and ensuring the proper postings and calculations of all reports of claims of commissions and /fees from Functions/Events.

• Manage the proper filling of all accounting documents.

• Prepare and manage activity budget and control actual expenditure against budget and also make sure expenditures are for attaining the objectives of the Company.

• Manage and ensuring that expenditures of company and/or client activities are in budget line.

• Manage the reconciliation of bank accounts with Company records to ensure accuracy of records by 5th day of each month.

• Manage and reconcile ledgers, subsidiary ledgers and fixed assets account to ensure accurate recording of transactions

• Manage and compile expenditure statement at the end of each travel activity or Functions/Events or imprest retirement to account for the expenditure.

Payroll Management;

• Manage the preparation of salary and wages or payroll summary

• Manage preparation of statutory payment, NSSF/ PPF, PAYE & S.D.L for submission in the appropriate contribution scheme

• Manage the Verification with Human Resource Officer to ensure that all staff Payroll and other staff records are promptly and accurately posted and regularly reconciled.

• Manage the update of the payroll codes and accounting codes regularly to ensure they are consistent with the financial policy

Handling Clients accounts (Accounts Receivables) activities;

• Team Leadership: Supervise, train, and guide Accountants, Administrative Offices, etc. by assigning tasks and monitoring performance.

• Ensure that the company receive and obtain Local Purchase Orders (LPO) from existing and prospect customers

• Ensure that the customer is receiving Invoice, delivery note, copy of LPO and the letter for the request of payments for the goods supplied.

• Ensure that the company is receiving the payments for the goods supplied immediate by making follow-up to the customers.

• Keep accounting records and maintain proper books of accounts of our customers.

• Reporting & Reconciliation: Prepare Accounts Receivable reports, reconcile vendor statements, and assist with month-end/year-end closing and audits

• Preparation of customer's financial reports to ascertain the revenue and cost of each contract.

• Performing aged debtors’ reconciliations

Handle Suppliers Accounts (Accounts Payable) Activities;

• Team Leadership: Supervise, train, and guide Accountants, Administrative Offices, etc. by assigning tasks and monitoring performance.

• Process Management: Oversee daily operations, including invoice processing, payment runs (cheques, cash, T, T, etc.), and expense report management.

• Vendor Management: Build and maintain strong supplier relationships, resolve complex disputes, and ensure accurate vendor records.

• Financial Control & Compliance: Enforce Accounting policies, ensure regulatory compliance, and implement internal controls.

• Reporting & Reconciliation: Prepare Accounts Payable reports, reconcile vendor statements, and assist with month-end/year-end closing and audits.

• Process Improvement: Identify opportunities to automate and streamline workflows using ERP/accounting software (e.g., Tally, etc.).

• Managing the full lifecycle of employee expense reports.

• Performing aged creditor reconciliations.

• Collaborating with other departments (like Procurement).

Tax Issues;

• Manage and assist in processing registration for taxpayer identification numbers (TIN) if needed

• Manage and assist in processing registration for Valued Added Tax (VAT) if needed

• Manage and assist in processing Business and Sector Specific Licensed and Permits

• Manage preparation and filing of monthly VAT Returns

• Manage preparation and filing of Employment Returns and Taxes

• Manage preparation and submission of provisional returns of income to Tanzania revenue authority

• Manage preparations of VAT refund or payables

• Advice on Payroll Taxes and Levies and Related Matters

• Conduct Tax health check

• Advice on Tax Planning issue

Education and Experience Required

• Holder of a Bachelor's degree or Advanced Diploma in Accountancy

• Holder of a CPA / ACCA and must be a registered member of NBAA.

• Knowledge and experience in accounting software like TALLY, etc.

• Minimum of 3 years' experience in the management positions.

• Working experience from Trading industry will be added advantage.