Deputy Country Representative Finance & Corporate Services, Tanzania

Job
from Population Services International
Closing date: 16 Apr 2017

Job title Deputy Country Representative – Finance & Corporate Services

Department East Africa

Based in Dar es Salaam, Tanzania

Reports to the Country Representative

Who we are

We're Population Services International (PSI), the world's leading non-profit social marketing organization. We work to make it easier for people in the developing world to be healthy by providing access to products and services that range from mosquito nets to HIV testing.

There are over 9,000 “PSI'ers” around the world. It's a diverse group of entrepreneurs and professionals with an unusually wide range of backgrounds - from the medical industry to the music business - all with unique skills we bring to the job.

Join us!

The Deputy Country Representative – Finance & Corporate Services (DCR – FCS), working under direct supervision of the Country Representative, will be responsible for providing leadership, technical support, supervision, and guidance to the Finance (including Grants & Contracts), Supply Chain (Procurement & Warehouse), HR & Administration (incl. ICT, Fleet, Administration) and Operations teams. He/She will play a key role in ensuring that all these teams have the required tools, processes and talent to meet their objective of acting as strategic partners to the rest of the organization. He/she is the custodian of accounting and financial process to ensure PSI is compliant with donor and PSI global standards and that the processes are enabling the implementing teams achieve program targets while driving efficiency. In addition, to strong technical knowledge and experience, the DCR – FCS will be a key leader within the organization whose leadership style reflects high Emotional Intelligence (EI) and their ability to lead while nurturing talent in their teams.

Sound like you? Read on.

Your contribution

Strategic leadership role:

  • Provide direction and strategic leadership for organizational change and development processes with a particular focus on ensuring our finance, administrative and operational processes support the program teams;
  • Ensure administrative processes align with PSI Tanzania Strategic Objectives and can be accomplished in an efficient manner;
  • Design and maintain internal systems that ensure accurate and timely reporting on financial and program performance;
  • Consistently demonstrate a leadership style that reflects high EI, nurtures talent and reinforces the tone at the top of the organization.

Financial reporting and policies:

  • Establish and/or refine and disseminate policies, systems and practices for effective management, procurement, disbursement and accounting for all financial resources in line with PSI Washington's global accounting policies, funder requirements and local law where required;
  • Lead monthly review and analysis of financial reports and reconciliations with attention to how resources can be better allocated to achieve program objectives;

Budgeting, Financial analysis and donor compliance:

  • Lead the annual budgeting process;
  • Validate monthly common cost analysis and update cost ratios to ensure each donor bears the correct proportion of common costs
  • Track and review departmental budgets in consultation with budget holders and finance team and conduct detailed activity status review and give input to DC and budget holders
  • Prepare and track donor budgets. Prepare modifications and Activity realignments as necessary;
  • Monitor performance and efficiency of on-going Donor projects by analyzing country/project monthly spend rates and highlighting possible problem areas.

Technical support, audits and legal:

  • Support preparation and successful conclusion of internal and external auditing activities for the CR, PSI/W and for the donor annual audit reporting;
  • Review management comments for audit reports and ensure appropriate action taken to correct audit findings.

Legal and Compliance:

  • In collaboration with PSI Legal Counsel, minimize legal risk to the organization and engage any legal issues confronting the organization;
  • Review and test controls to ensure PSI systems are compliant with PSI Global policies, donor requirements, as well as, Tanzanian laws;
  • Ensure prompt preparation and submission of statutory returns, donor reports and tax compliance.

Team & Organizational Development:

  • Supervise and provide leadership to PSI Tanzania's Finance, Supply Chain, and Administration teams;
  • Work in close collaboration with the CR and HR ensure teams receive appropriate training programs to continuously improve individual and organizational capacity to take on additional responsibility.

Government and Donor Management:

  • Ensure a understanding of donors administrative and financial requirements before entering any award and compliance with the same throughout the duration of the award;
  • Ensure prompt preparation and submission of statutory returns, donor reports and tax compliance.

Operational management and administration:

  • Oversee accurate and timely payroll generation;
  • Oversee administration, IT and procurement activities are done promptly and economically;
  • Coordinate with Director of Operations and Heads of Zones to establish and support suitable accounting and administrative systems and personnel in all PSI field offices;
  • Work with Director of Supply Chain to ensure PSI Tanzania's procurement system is regularly updated in line with PSI's Global Procurement Manual and changing Funder Guidelines;
  • Work with Director of Supply Chain to build capacity of PSI Tanzania's Procurement team in conjunction with Senior Procurement and Capacity Building Officer in D.C.;
  • Adherence to PSI Global Responsibilities Matrix on Approval limits for Procurement of Goods and Services;
  • Conduct quarterly oversight and supervision visits to field offices to review the quality of business operations systems and activities and provide support, where necessary.

Other:

  • Assist the CR with other tasks and projects as necessary, including representing the CR in meetings as requested.

What are we looking for?

The basics

  • Graduate degree in accounting and/or management with experience of working at senior management levels required;
  • Professional accounting qualification (e.g. chartered or certified) required;
  • 8+ years' experience in not-for-profit senior management required;
  • Strong knowledge of funder regulations, including USAID and DFID.
  • Experience with ERP systems preferred. Strong working knowledge of spreadsheets required.
  • Fluency in English required and fluency in Swahili preferred
  • Proven track record in management and demonstrated leadership skills required
  • Proven ability to manage team in a dynamic, fast paced environment
  • Strong sense of integrity
  • Ability to manage complexity and balance priorities in a fast-paced work environment
  • Strategic, creative, analytical, result and customer-oriented
  • Good active listener, good communicator
  • Committed, self-motivated and solution-oriented; organized but flexible
  • Strongly motivated by humanitarian causes
  • Can-do attitude, go-getter
  • Demonstrated leadership in working in with a large finance and operations team in a nation-wide operation

What would get us excited?

Drive change and innovations: Act with urgency for continuous improvement and with a bias towards action; promote development of breakthrough solutions; embrace and advocate innovations that improve results; aggressively promotes the need for breakthrough improvements.

Develop others: Demonstrable high EI and consistent and fair tone at the top; the ability to give people challenging assignments to develop their capabilities; provide timely coaching, instruction and feedback, create an environment where failure is seen as an opportunity to learn. Coaches others and helps them develop their knowledge and skills; give people authority to make decisions

Understand Donor and Development Perspective: See PSI from the donor point of view; understand the market forces that impact PSI; understand current donor strategy and where it is likely to lead in the future. Invests time to understand the donor's priorities, procedures, and systems; Knows donor strategic plans and how they will impact PSI

Communicate and Share Information: Share information people need to make decisions or avoid problems; keep people informed about all issues that may affect them; Communicates clearly, concisely and to the point; Keeps people informed on a timely basis of change, key events and decisions that may affect them

Acting with Long Term Perspective: Take actions today to build a strong foundation for future success, identify and take advantage of emerging opportunities, keep PSI's long-term goals in mind when addressing short-term issues and problems.

STATUS

  • Exempt
  • Level 6

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of actual or perceived race, religion, color, sex, age, national origin, disability, sexual orientation, marital status, personal appearance, matriculation, political affiliation, family status or responsibilities, gender identity or expression, pregnancy, childbirth, related medical conditions or breastfeeding, genetic information, amnesty, veteran, special disabled veteran or uniform service member status or employment status.

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