Job Description
Company Overview:
Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.
For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved - and is committed to continuing to improve - economies, societies and most importantly, people's lives.
Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.
Project Overview
Palladium develops and delivers solutions that create a positive impact on communities, businesses, societies, and economies. Health Policy Plus (HP+) is a USAID-funded five-year $185 million project awarded to Palladium (formerly Futures Group) on August 28, 2015. HP+ works with key stakeholders to advance health policy and financing for family planning and reproductive health (FP/RH), HIV, and maternal and newborn health at national and sub-national levels. HP+ aims to improve the enabling environment for equitable and sustainable health services, supplies, and delivery systems through policy development and implementation, with an emphasis on voluntary, rights-based health programs, and by strengthening in-country partners' capacity to navigate complex environments for effective policy design, implementation, and financing aligned to the existing priorities.
HP+ Tanzania is focused on family planning and HIV/AIDS health areas to: support execution of policies and strategic plans through the lens of performance monitoring and resource mobilization; generate high-quality evidence to support the planning and development of sustainable health financing policies and systems, and develop the capacity of local civil society organizations to effectively conduct evidence-based advocacy.
Position Overview
Oversee day-to-day financial management and accounting for the HP+ Tanzania project portfolio.
Key responsibilities
Accounting and Financial Management
- Maintain financial and accounting systems and procedures in accordance with Palladium corporate requirements, Health Policy Plus requirements, and USAID regulations
- Maintain accurate and up-to-date financial records; ensure all files are complete and accessible as needed
- Prepare timely and accurate monthly, quarterly and other financial reports as needed and within HQ stipulated dates
- Ensure all procurements are compliant with company procedures and all procurements have complete and detailed files
- Review invoices and advise local staff with regards to payments issued to client, relevant suppliers, consultants and staff.
- Settle payments related to office operations (vendors, travel, hotel accommodations, etc.)
- Obtain bank statements for all bank accounts, review cash book, preparation of monthly bank reconciliation statements
- Work with HQ and other project staff to prepare cash forecasts for each month to ensure smooth processing for field payments nafasi za kazi
- Process VAT Relief for purchases and services, as requested
- Manage office petty cash drawer; ensure cash is always locked away and dual controls are respected
- Assemble and review forecasted costs related project activities and assist HQ with forecasting requests
- Carry out banking duties as required
- Supervise the payment process/due diligence for participants at workshops
- Maintain tracker for travel advances issued to local staff to-ensure all advances are reconciled
- Perform any other responsibilities as may be directed
Payroll
- Review and input payroll for HP+ staff using ADP system; alert HQ and ADP of any upcoming changes to payroll well in advance
- Pay appropriate payroll taxes to the Tanzanian Revenue Authority and other deductions as required
- Track leave days for HP+ FxTE staff
- Maintain up to date information on the latest Tanzanian payroll rules and regulations
Office Management
- Ensure there are adequate supplies of all items necessary for the smooth functioning of the office, including computer network, Internet access, stationary printer and fax paper, etc.
- Confirm that all assets are recorded and updated on the asset register on a quarterly basis Ensure all equipment is kept in good working order is serviced regularly repaired if broken work with the security team and HQ to verify all office safety requirements are met
- Ensure that all HQ corporate policies and procedures are being communicated to and followed by local staff (e.g. procurement, travel, financial, contractual, etc.)
- Lead administrative office close-out for project end including asset disposal
General Office Work
- Meet with Country Director regularly and raise any financial/administrative concerns to determine if further escalation is required
- Retain all files of a confidential nature appropriately
Qualifications, Experience, and Skills
- Minimum of a Bachelor's degree in accounting, finance, business administration or related field
- Minimum of five years related experience required
- Proven general acceptable accounting principles experience
- Experience in managing US government-funded projects
- Excellent time management and organizational skills
- Excellent oral and written communications skills
- Experience in government contracting services environment
- Ability to quickly build rapport with others
- Readily accessible and responsive
- Excellent attention to detail
- Excellent collaboration skills
- High tolerance for stress and ability to handle change and ambiguity
- Excellence with MS Office – Word, Excel, and PowerPoint
- Ability to use Outlook to schedule meetings with multiple attendees in multiple locations
- Knowledge of SharePoint desirable
- Demonstrates sound, professional judgment and excellent decision-making skills
- Track record of protecting highly confidential information
- Experience working with international donors would an asset.