Role overview

Job title: Finance & Administration Intern (01)

Reports to: Finance & Admin Assistant

Direct reports: None

Contract duration: Five months

Duty station: Dodoma, Tanzania

Purpose of the role

The purpose of the Finance & Administration Intern role is to provide support to the Finance & Administration Unit while gaining practical experience in financial operations, reporting, and analysis.

Specific tasks

Accounting and finance

• Assist in assembling and preliminary checking of payment requisitions/invoices and other documents.
• Support in the preparation of payment vouchers and cheques in accordance with company procedures.
• Assist in ensuring payments acknowledgment by all beneficiaries.
• Support in maintaining proper filing of all the relevant payment documents for ease of future reference.
• Assist in ensuring all payment documents are properly stamped as ‘PAID’.
• Assist in receiving, assembling, and preliminary checking of travel accountabilities and forwarding them for further checking and authorization.
• Support in maintaining a file with copies of authorized travel advance requests as well as corresponding accountability summaries.
• Support in ensuring transactions made during the week are fully entered into the accounting system.
• Support in maintaining and updating the inventory register.
• Support the tracking and follow-up on staff travel advances to ensure timely accountability.
• Assist in basic data entry and maintenance of the fixed assets register in the accounting system.

Administration

Front office management

• Support the maintenance of the general filing system and file all correspondence (service providers, administration, and projects).
• Assist in enhancing the corporate image of Kilimo Trust through proper organization of the front office desk and office surroundings.
• Support the coordination of internal meetings, including scheduling and preparing agendas.

General administration

• Assist in coordinating travel logistics for staff.
• Support in the coordination of procurement of goods and services while ensuring value for money.
• Assist in preparing correspondence and memos to staff in relation to office operations.
• Support in organizing events and making relevant logistical arrangements.
• Support in managing office equipment, liaise with service providers for printers, copiers, and internet.
• Support digital archiving of documents, ensuring all files are scanned and saved on the server/cloud.

Technical competence requirements

• Basic experience in the use of spreadsheets is required.
• Basic understanding of generally accepted accounting principles and financial reporting standards.
• Basic skills in accounting and bookkeeping.
• Ability to maintain strict confidentiality while performing different duties.
• Basic experience in general office administration is required.
• Honest and trustworthy.
• Ability to multitask and prioritize work in a dynamic environment.

Educational qualifications and experience required

• Must be a graduate with a bachelor’s degree in accounting, business, finance, or a related discipline.
• A minimum of one year’s experience doing finance, accounting, and administration work.

• Assist in assembling and preliminary checking of payment requisitions/invoices and other documents.
• Support in the preparation of payment vouchers and cheques in accordance with company procedures.
• Assist in ensuring payments acknowledgment by all beneficiaries.
• Support in maintaining proper filing of all the relevant payment documents for ease of future reference.
• Assist in ensuring all payment documents are properly stamped as ‘PAID’.
• Assist in receiving, assembling, and preliminary checking of travel accountabilities and forwarding them for further checking and authorization.
• Support in maintaining a file with copies of authorized travel advance requests as well as corresponding accountability summaries.
• Support in ensuring transactions made during the week are fully entered into the accounting system.
• Support in maintaining and updating the inventory register.
• Support the tracking and follow-up on staff travel advances to ensure timely accountability.
• Assist in basic data entry and maintenance of the fixed assets register in the accounting system.
• Support the maintenance of the general filing system and file all correspondence (service providers, administration, and projects).
• Assist in enhancing the corporate image of Kilimo Trust through proper organization of the front office desk and office surroundings.
• Support the coordination of internal meetings, including scheduling and preparing agendas.
• Assist in coordinating travel logistics for staff.
• Support in the coordination of procurement of goods and services while ensuring value for money.
• Assist in preparing correspondence and memos to staff in relation to office operations.
• Support in organizing events and making relevant logistical arrangements.
• Support in managing office equipment, liaise with service providers for printers, copiers, and internet.
• Support digital archiving of documents, ensuring all files are scanned and saved on the server/cloud.

• Basic experience in the use of spreadsheets is required.
• Basic understanding of generally accepted accounting principles and financial reporting standards.
• Basic skills in accounting and bookkeeping.
• Ability to maintain strict confidentiality while performing different duties.
• Basic experience in general office administration is required.
• Honest and trustworthy.
• Ability to multitask and prioritize work in a dynamic environment.

• Must be a graduate with a bachelor’s degree in accounting, business, finance, or a related discipline.
• A minimum of one year’s experience doing finance, accounting, and administration work.