The Finance & Administration Assistant supports the efficient and effective delivery of financial, administrative, and operational functions. The role ensures timely and accurate processing of financial transactions, maintenance of administrative systems, and compliance with organizational policies, Tanzanian statutory requirements, and donor regulations. This position is critical in strengthening transparency, accountability, and efficiency within the Secretariat, thereby enabling Policy Forum to deliver on its strategic objectives.
Key Responsibilities
Finance Support
Process and record day-to-day financial transactions in line with PF’s financial guidelines and IPSAS standards.
Prepare payment vouchers, journals, reconciliations, and ensure supporting documents are complete, authorized, and filed properly.
Support cash flow management including petty cash handling, bank deposits, withdrawals, and reconciliations.
Assist in the preparation of monthly, quarterly, and annual financial reports for management, donors, and statutory bodies.
Ensure statutory deductions (PAYE, NSSF, WCF, SDL, VAT, etc.) are accurately calculated, deducted, and remitted on time.
Assist in budget formulation, and tracking for projects and organization funds; highlight variances to the Finance & Administration Manager.
Support in the preparation of audit schedules and provide documentation for internal and external audits.
Administration Support
Provide logistical support for workshops, board meetings, and events, including venue booking, travel arrangements, and documentation.
Maintain updated staff leave records, contracts, and HR files in compliance with PF’s HR policies.
Manage office supplies, equipment, and service contracts (utilities, security, cleaning, repairs, insurance).
Support procurement processes, ensuring adherence to PF’s procurement policy and donor requirements.
Assist in maintaining asset registers and ensuring regular updates, tagging, and condition monitoring.
Compliance & Systems
Support the implementation of PF’s internal control systems and recommend improvements where necessary.
Ensure all financial and administrative processes comply with Tanzanian laws (Labour, Tax, NGO Act) and donor contracts.
Contribute to the maintenance and updating of PF’s MIS (Management Information System) with accurate finance and HR data.
Qualifications & Experience
Bachelor’s degree in accounting, Finance, Business Administration, or related field.
At least 3 years of experience in finance and administration, preferably in an NGO or donor-funded project like, EU and USAID.
Familiarity with IPSAS, Final Accounts, Tanzanian tax/statutory compliance, and NGO regulations.
Proficiency in accounting software and use of Management Information system (e.g., QuickBooks, Tally, or similar) and Microsoft Office (Advance Excel, Word, Outlook).
Strong organizational and multitasking skills with attention to detail.
High integrity, confidentiality, and commitment to transparency.
Fluency in English and Kiswahili, both spoken and written.
Competency
Analytical skills: Ability to reconcile accounts, interpret financial data, and identify discrepancies.
Communication: Strong interpersonal and reporting skills to work with staff, members, and donors.
Teamwork: Collaborative, supportive, and adaptable in a small but dynamic Secretariat.
Accountability: Demonstrates responsibility, timeliness, Integrity and accuracy in financial and administrative work.
How to Apply
Interested candidates should submit their application (detailing their experience along with their CV and cover letter) to https://tabono.co.tz.
The role is posted under Careers as ‘Finance & Admin Assistant’.
Your application should be submitted as a single PDF document.