New Jobs at HIMSO

Post Title: Finance & Administrative Assistant

Location: HIMSO Head Office – Mbeya, Tanzania

Reports to: Finance & Administrative Officer

Travels: Regular travels to the field

Type of Contract: Full-time position (annually renewable – subject to performance and funds availability)

Date of Commencement: Tuesday, 14th January 2025

Application Deadline: Tuesday, 24th December 2024

Context: The Health & Insurance Management Services Organization (HIMSO) is a Tanzanian NGO specialized in providing technical support for the development and promotion of community-based health insurance. HIMSO has an immediate vacancy for a Tanzanian-based Finance & Administrative Assistant.

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Skills and Qualifications:

Essential:

• A minimum of a Bachelor’s Degree in Finance, Accounting, or any other related field
• Minimum 2 years of progressively responsible experience in finance and administration, especially working with multi-donor fundings
• Proficient in using computers (MS Excel and Word) and excellent use of accounting software (especially QuickBooks)
• Excellent report writing skills
• Excellent English and Kiswahili communication skills
• Experience in working with community interventions
• Good interpersonal skills (communication, team working, discretion, and impartiality)
• High level of good organizational and administrative skills with an ability to work well under pressure

Mission of the Finance & Administration Unit:

To streamline financial and administrative processes, ensuring efficient office administration and the generation of reliable, transparent, and timely financial and administrative information to empower HIMSO and its key stakeholders to effectively manage resources and make informed decisions.

Major Duties & Responsibilities:

Under the supervision of the Finance & Administrative Officer (FAO), the main duties of the Finance & Administrative Assistant will include:

1. Assist the FAO in finance and administration matters to ensure effective management of financial resources according to HIMSO procedures.
2. Ensure compliance with administration, finance, policies, and procedures.
3. Ensure payables are managed smoothly and efficiently in accordance with HIMSO procedures with accuracy and completeness.
4. Ensure that all payments are done in a timely manner.
5. Ensure that transactions are processed daily in the system and that they are accurate and complete.

Financial Management and Accounting:

1. Enter daily transactions (data) in QuickBooks.
2. Prepare adequate, accurate, appropriate, and up-to-date accounting records and books of accounts in accordance with the Chart of Accounts.
3. Prepare payment vouchers (PVs) and ensure they are supported with appropriate documents.
4. Support the maintenance of internal control procedures and ensure that accounting standards are met, ensuring all transactions are approved by the relevant approval levels. Verify and analyze supporting documents of all payments. Ensure timely payment requests are sent to FAO for review and to the Executive Director for approval.
5. Prepare financial reports for the Organization for approval by FAO.
6. Prepare and update all payroll documentation for payment.
7. Prepare the monthly bank reconciliation statements and get them approved by the Executive Director.
8. Prepare files for uploading into the office internet banking system.
9. Provide support for audits (internal and external), including preparation of documents for internal, external, and donor audits.
10. Assist in providing management responses to audit reports and timely implement audit recommendations.
11. Assist FAO in conducting field office (CHuA) audits when necessary.
12. Support with Purchase Orders and processing related payments for the procurement of goods and services as per HIMSO policies.

Administration Management:

1. Responsible for the maintenance of all office equipment.
2. Responsible for updating inventory and asset management.
3. Maintain an organized and comfortable office environment and order office supplies.
4. Administer medical insurance for all HIMSO staff.
5. Coordinate and organize field staff travels by preparing travel authorization and making travel arrangements.
6. Support organizing staff workshops with the guidance of the Monitoring, Evaluation, and Learning Officer.

Mode of Application:

HIMSO is an equal opportunity employer, and the position is open to all. Qualified candidates should submit a CV and cover letter explaining how the experience detailed in the CV will contribute to the requirements of the position. The applicant should also provide valid and reachable references. The CV, cover letter (addressed to the Executive Director, P. O. Box 2827, Mbeya), and list of 3 references should be sent to info@himso.or.tz on or before Tuesday, 24th December 2024. Unfortunately, due to the large volume of applications we receive, we will not be able to respond to each individual candidate, but only the shortlisted ones.