Finance and Operations Analyst

Posting date: 7th February 2023
Deadline of application: 13th February 2023
Position Type: Full-time
Company/Division: inSupply Health
Hiring Manager: Regional Finance and Operations Manager
Location: Dar es Salaam, Tanzania

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 cocreate 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 Daresalaam, Tanzania. S/He will ensure
that all financial and operational activities are carried in line with inSupply/JSI policies and
procedures and the 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:
Specific responsibilities include, but are not limited to:

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 meets inSupply and client requirements, entering
  transactions into 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.
• 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 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 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 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 on 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.

This is a full-time position based in Dar es Salaam, Tanzania. Interested candidates should submit their CV and cover letter on or before 13th February 2023. inSupply shall review the CVs on a rolling basis. Only shortlisted candidates will be contacted.

inSupply is an equal-opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race, marital status or other protected characteristics. Minority candidates are encouraged to apply.

inSupply does not charge a fee at any stage of its recruitment process and only shortlisted
candidates shall be contacted using a company’s email address.