JOB TITLE: ACCOUNTANT GRADE: 5
JOB ID: 11-316CPM
# OF POSITIONS: 1
CENTER/OFFICE: CPM – GENERAL
APPLICATION DUE DATE: 2011-01-14
The Accountant oversees the overall accounting, financial and personnel management, and payroll administration duties of the office in Tanzania under the Regional Technical Advisor’s supervision. He or she is responsible for ensuring the smooth operation of technical efforts and field activities by providing accounting, financial payment, payroll administration and other office management and logistical support to facilitate the implementation of the organization’s activities. The Accountant ensures that accounting, financial management, personnel, and payroll administration systems are conducted according to MSH regulations, standard operating procedures and good business practices. It may be necessary that he or she supervises administrative staff and drivers and provides management support to the technical assistance team to facilitate the implementation of the activities under MSH projects in Tanzania.
The Accountant safeguards the assets (financial and physical) of MSH or other donors against fraud, loss or misuse. He or she ensures that any money expended in the field is done in accordance with Generally Accepted Accounting Principles, MSH Policy, and any cost principles imposed by MSH or a donor agency. He or she must demonstrate the ability to use sound business judgment in assuring that all costs are reasonable and necessary for the completion of the office projects and MSH’s mission.
The MSH Accountant embodies MSH’s values, and is aware of and adheres to MSH procurement integrity and institutional standards and procedures in all project management responsibilities
1. Manage cash flow, including funds transfers from MSH Arlington or Boston, local currency exchange, and petty cash, as per MSH policies and procedures.
2. Help prepare project budgets and pipelines. In collaboration with the technical team, estimate upcoming cash needs and accrue expenditures as appropriate. Participate in preparation of reports for donor agencies, as required, and in collaboration with MSH/HQ.
3. Oversee the issuance and collection of project advances, reconciling advance accounts each month. Follow up on outstanding advances which have not been liquidated in the timeframe prescribed by the SOP and local office policy and resolve any queries through dialogue with individual employees and their supervisors.
4. Reconcile bank accounts in collaboration with corporate Accounting, as part of a month-end close process.
5. Supervise the recording of financial transactions and record financial transactions into the approved MSH Field Expense Accounting System, QuickBooks; submit each month’s expenses by the 5th business day each month for upload by Corporate Accounting into MSH’s Corporate Accounting System, Navigator. Ensure on-time, accurate data entry, completing the journal entries for non-routine expenses as necessary.
6. Conduct the final review of vouchers and vendor invoices to ensure the maintenance of thorough documentation on all field transactions.
7. Ensure that all paid invoices agree with supporting documentation, including price quotes, purchase requests, purchase orders, EPLS and ATTUS checks and shipping receipts, as per MSH procedures for procurement.
8. Oversee the Finance and Operations Assistant in processing documentation for obtaining VAT exemption certificates for procurements made with USAID and other donors’ funds, conducting quality control checks on and filing all documents for reimbursement.
9. With support from MSH/HQ and as part of regular voucher analyses, aid in enforcing existing written policies on internal control systems for procurements, inventory maintenance and asset use which will ensure compliance with MSH policies and standards.
10. Maintain current standing with all mandated tax liabilities and organization registrations, supervising the Finance and Operations Assistant in submission of payments and required reports.
11. Provide support in overseeing local procurement and the execution and proper recording in QuickBooks of all approved payments for local vendors, contractors and consultants for goods and services received, in accordance with the laws and regulations of Tanzania, MSH standard operating procedures and USAID regulations.
12. Supervise the maintenance of controls over project office fixed assets such as vehicles, with the assistance of the Finance and Operations Assistant. Directly manage the maintenance of controls on MSH inventory such as furnishings and computer equipment, in accordance with MSH and donor standards for inventory tracking.
13. Manage timesheets for office staff ensuring timely submission, approval, accuracy and filing, as per MSH procedures for recording of time worked.
14. Review and prepare as necessary country activity travel advances and process travel claims (TEFs) and work with country program staff to resolve accounting related issues, as per MSH policy and procedures for request for advances and reimbursement (TEF) procedures.
15. Maintain communication with the HQ support teams (Corporate Accounting), project management and other relevant staff supporting MSH Tanzania to seek guidance on financial and accounting issues. Facilitate communication between country technical staff and MSH offices in Arlington and Cambridge.
16. Maintain an effective office country filing system, order and replenish office and stationery supplies and manage the document courier service between Tanzania office and MSH/Arlington.
17. Support the Finance and Operations Assistant in providing logistics support in booking staff and consultants travel and accommodations, and in processing required authorizations, as per MSH procedures for donor approvals.
18. Support the Finance and Operations Assistant in providing administrative and logistics support for all short term consultants, serving as the liaison between MSH/Tanzania and home office on administrative and financial matters related to these contracts.
19. Work with the contracted local accounting firm to process and record local payroll, taxes and pension contributions and benefits.
20. Administer local benefits plans, including pension and health insurance; track staff leave balances; reconcile contributions to the local benefits plan as part of the month-end close process.
21. Complete office management and logistical tasks as required
22. Supervision of finance and operations staff as necessary.
23. Perform other duties as assigned.
Bachelor’s degree in accounting or business management.
Experience in office management preferred.
At least three years experience in an independent administrative and accounting position with advanced bookkeeping responsibilities.
Experience in working with USAID funded projects required.
Work experience with projects supported by international organizations.
Computer skills including proficiency in Microsoft Office Suite applications (Excel spreadsheets, word processing, and electronic mail along with data entry experience).
Ability to work independently, prioritize tasks, and meets deadlines.
Experience with organizing workshops and training courses, preparing and monitoring budgets.
Experience creating and analyzing journal entries.
English and Swahili fluency required (including speaking, writing, understanding, and reading and the ability to work with vendors, staff and stakeholders in both languages).
Excellent communication skills.
Ability to work in a team.
NOTE: There are no relocation allowances available for this position.
Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, sex, sexual orientation, age, national origin, citizenship, physical or mental handicap, or status as a disabled or Vietnam Era veteran of the U.S. Armed Forces.
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