Finance and Operations Analyst

Description:

inSupply Health is an East African health advisory firm that designs people-centered, scalable, sustainable supply chain solutions. We focus on optimizing data visibility and use, workforce development, and continuous performance improvement. inSupply operates as a social enterprise, aiming for business sustainability while achieving our social mission. We aim to transition short-term supply chain fixes into sustainable solutions that transcend specific projects or funding streams. Our work focuses on democratizing access to quality, affordable, contextualized supply chain learning and innovations so local and regional supply chain actors can improve the performance and efficiency of their supply chains and health systems towards better health outcomes.

inSupply Health is headquartered in Nairobi, with an office in Dar es Salaam and is affiliated with JSI Research & Training Institute, Inc. (JSI). Our team of dynamic local consultants works closely with public and private sector clients to design optimized, responsive, and resilient supply chain systems that deliver essential health products such as antimalarial and HIV medications, vaccines, and contraceptives in complex settings. We pioneer innovative approaches by taking proven methodologies from the commercial sector to adapt them for the context, but also co-create solutions with our clients so they can own, implement and continuously improve their systems independently in the long term.

Overview:

The Finance and Operations Analyst should be highly motivated, organized, self-motivated, and experienced. Under the supervision of the inSupply Regional Finance and Operations Manager, the Finance and Operations Analyst will be responsible for managing day-to-day finance and operations activities for the inSupply Health office in Dar es Salaam, Tanzania. S/He will ensure that all financial and operational activities are carried out in line with inSupply/JSI policies and procedures and donor rules and regulations. Further, the person will engage in instituting accounting controls, recording, and reporting of assets, liabilities, and income and monitoring of disbursements of client funds in support of inSupply contracted activities.

Responsibilities:

Operations

• Organize logistics for all Tanzania based activities (meetings, workshops, conferences, etc),
• Organizing travel arrangements for both local and international staff, including flight bookings, hotel Bookings, and ground transportation, coordinating visa applications, and draft invitation letters
• Manage inSupply Tanzania organizational and project asset; conduct regular checks on office-based assets, update the asset tracker, have new assets insured in a timely manner, and quarterly share a report on the status of the company assets indicating the current value of each asset.
• Coordinate procurement processes ensuring they are in line with different donor guidelines and inSupply Health SOPs.
• Request for quotations where applicable, prepare bid analysis, and share for review and approval.
• Compile vendors’ documentation for payments (Invoices, delivery notes, bid analysis, approvals, policies, and other supporting documents)
• Maintain good supplier relations and negotiating contracts.
• Receives and reviews delivery documents following receipt of deliveries

Finance

• Responsible for the day-to-day accounting including ensuring documentation associated with financial transactions meet inSupply and client requirements, entering transactions into the accounting system, reconciling advances, and projecting and tracking expenditures and accruals; Ensure all inSupply accounts are reconciled and any variances are explained;
• Ensure that monthly accounts are finalized and submitted for final approval for each month by the 10th of the following month.
• Process monthly payroll for all inSupply Tanzania employees and issue payslips
• Keep accurate and updated financial, HR, and other operational records on Google Drive and hard copies in line with finance and office procedures.
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• Support Regional Finance and Operations Manager (RFOM) and Finance Specialist in extracting data for donor reporting and invoicing
• Identify process/internal controls weaknesses and propose improvements.

Audit

• Work with inSupply auditor and RFOM to prepare and submit year-end audit reports;
• As needed, gather documentation for client audits.

Cash flow

• Ensure inSupply Tanzania has sufficient cash on hand at all times for ongoing operational costs;
• Work with RFOM to request advances from clients and track payments for invoices, in order to maintain cash flow.
• Responsible for the preparation of the office cash flow statement in coordination with activity managers for establishing cash requirements for the projects

Statutory compliance and taxes

• Submit relevant withholding and VAT returns and payments to Tanzania revenue authority.
• Process and submit payments for monthly statutory deductions and other staff deductions, in line with the Tanzanian existing laws and deadlines.
• In collaboration with the RFOM, respond to all queries from tax and statutory bodies

Budgeting

• Work with RFOM and management team on quarterly updating of organizational budget
• Work with the programs team, RFOM and Country Team Lead in monitoring and updating project budgets
• Monitor project commitments and ensure that any contractual risks are addressed or escalated

Other

• Perform other duties as assigned.

Essential skills and Qualifications:

• Bachelor’s Degree in Accounting, Finance or a related field from a recognized university or institution.
• Certified Public Accountant (CPA-T) or ACCA qualification.
• Good oral and written communication and sensitive to different communication styles.
• 3-5 years experience in accounting and Finance.
• Substantial experience with accounting software, Excel, and google workspace.
• Ability to maintain strict confidentiality and show discretion and ability to handle confidential issues.
• Strong organizational skills, high level of demonstrated accuracy, and close attention to detail.
• Substantial experience with accounting software, Excel, and google workspace.
• Critical thinker with exceptional problem-solving skills, exceptionally motivated and organized.
• Good customer service skills.
• Exposure and experience of working in a similar role in Tanzania.
• Good interpersonal skills; ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity.
• Ability to assess and manage risks, ethical.