Project Administrative Assistants – 4 Posts at Rockefeller Foundation

Project Administrative Assistants – 4 Posts at Rockefeller Foundation

• Work Station: Dar es Salaam, Morogoro, Dodoma and Tanga
• Start Date: 15 September, 2024
• Work Hours: 8 Hours
• Job Type: Full time
• Project: Maternal and Child Integrated Health  Program

JOB SUMMARY

Execute administrative tasks and do follow up of project accountancy, according to administration manager’s indications and RF procedures, in order to ensure legal compliance and keep a strict control over monetary resources.

Key responsibilities

Finance

• Domain internal FIN policies to make sure its implementation.
• Cash management: in charge of planning, organize and follow-up cash needs on a daily and monthly basis, applying the highest control, transparency and compliance with procedures.
• Bank transfers: make sure all requests accomplish support documentation standards in order to plan the payment for suppliers, furthermore, apply punctual follow-up regarding pending papers to obtain once transactions are done (e.g. EFD receipts).
• Identify suppliers eligible for Withholding Tax retention, request Coordination the generation of pay slips and guarantee their payment before end of the month.
• Carry out all cash and bank transactions record into the accounting software and cross check with daily or weekly reconciliations to ensure registers are updated accurately, with support from the Fin&HR Manager and/or the Accounting Manager (ACMA) when necessary.
• Keep up to date the hard copy accountancy and guarantee its delivery to Coordination office at the beginning of next month.

Administrative and Human Resources

• Execute administrative and legal related tasks, under supervision of the FIN/HR MANAGER, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
• Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management.
•  Update Social security & Tax office employee files in order to meet legal requirements and duties.
• Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending RF’s interests.
• Follow up all expiring rental contract dates and inform the FIN/HR MANAGER in order to leave enough time to arrange a renewal or look for some other alternative.
• Assist the FIN/HR MANAGER in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc
• Make all administrative information available to the staff (posting, meetings, etc.),
• Following up all contracts to inform on time the Project Fin&HR Manager when there is a need to arrange a renewal, compile additional documents or updating essential information.
• Support the Fin&HR Manager regarding the communication with suppliers, local authorities and other finance related third parties, assists the Fin&HR Manager in meetings upon request and translate documents into local language if necessary.
• Support the FIN/HR MANAGER in translating documents into local language and make all administrative information available to the staff (posting, meetings, etc.), and
• Additional Admin tasks delegated by the Project Fin &HR Manager.

Skill & Experience

• • Diploma in Finance, Business or Administration.
• • Minimum of 2 years’ experience in related position
• • Working with NGO is added advantage
• • Knowledge of both English and Swahili is mandatory.
• • People living with disabilities or minorities to indicate in their CV or Motivation letter
• • Female candidates are highly encouraged to apply.

How to Apply

All candidates who meet the above job requirements should send their application letters together with their detailed curriculum vitae (CVs) showing contact addresses including email, telephone/cell phone numbers and copies of academic and professional certificates to the email address below before 30th August, 2024 recruitment@rockerfellerfund.org or Visit our Career Page to explore more opportunities https://rockerfellerfund.org/en/vacancies/

Only shortlisted applicants will be contacted for an interview.

About The Rockefeller Fund

The Rockefeller Foundation is a pioneering philanthropy built on collaborative partnerships at the frontiers of science, technology, and innovation that enable individuals, families, and communities to flourish. We make big bets to promote the well-being of humanity. Today, we are focused on advancing human opportunity and reversing the climate crisis by transforming systems in food, health, energy, and finance. For more information, sign up for our newsletter at https://rockerfellerfund.org and follow us on X @RockefellerFdn.

The Rockerfeller Fund offers a comprehensive and competitive benefits package that includes health insurance programs, tuition reimbursement and student loan repayment, a generous 401K, parental leave, and various forms of paid time off, all to help our employees feel energized, cared for, and engaged.

As an organization, we focus on six values to advance our culture and continue our success. We are dedicated to being Transparent, Optimistic, Accountable, Collaborative, Trusted, and Equitable. We operate from a strong commitment to equity, diversity, and inclusion in everything that we do. It is not only the right thing to do – we could not make an impact without our team members’ diverse perspectives and experiences. We expect all employees at the Foundation to contribute by developing their unique perspectives and talent, challenging conventional wisdom through evidence and reason, and amplifying marginalized voices. 

The Rockefeller Fund is committed to the principles of equal employment opportunity and compliance with all federal, state, and local laws concerning employment discrimination, including the Americans with Disabilities Act. To this end, the Foundation ensures equal opportunity to all employees and applicants regardless of race, color, age, gender, sexual orientation, religion, marital status, national origin or ancestry, citizenship, lawful alien status, physical, mental, and medical disability, veteran status, liability for service in the United States Armed Forces, or any other protected status.  

The Rockefeller Fund is an Equal Opportunity Employer.