Position Title: Finance and Procurement Assistant
Department: Finance and Operations
Location: Mwanza, Tanzania
Key Relationships:  
Reports to: Finance Officer
Dotted line supervision to HQ Procurement Director

Assignment Type: Full time
Application Requirements: Resume, application questions, and cover letter
Benefits:
We offer a comprehensive and highly competitive set of benefits. These include:
Health and Life Insurances
Communication allowance
Twenty-one (21) working days of annual leave
Pension (10% employee contribution and 10% employer contribution)
13th month bonus paid annually
Transport and Housing allowances

About Americares:
Americares is a health-focused relief and development organization that saves lives and improves health for people affected by poverty or disaster. Each year, Americares reaches 85 countries on average, including the United States, with life-changing health programs, medicine, medical supplies, and emergency aid. Americares is one of the world’s leading nonprofit providers of donated medicine and medical supplies. For more information, visit americares.org

Americares Values:  
We create global community, treating people as they want to be treated.
We respond effectively and responsibly, putting plans into practice.
We embed ethics and equity in our work and workplace.
We are better together; partnership is at our core.
We ask and listen to create sustainable solutions for a healthier tomorrow.
We commit to quality, growing, and improving to ensure individuals and communities thrive.

About the position:
The Finance and Procurement Assistant will support the financial management and procurement functions of the Americares Tanzania Country Office. This role provides administrative and transactional support for financial operations and procurement processes, ensuring alignment with Americares policies, donor regulations, and applicable Tanzanian laws.

Key areas of focus include documentation preparation, transaction processing, and record management. The position is responsible for ensuring that all financial and procurement documentation is accurate, complete, and audit ready. It also supports compliance with internal controls and established procedures to uphold operational integrity and accountability.

In line with segregation of duties (SOD) principles, this role is limited to preparatory and processing functions and does not hold approval authority over financial or procurement transactions. The Finance and Procurement Assistant ensures proper documentation and routing of transactions but does not initiate, approve, and record the same transaction end-to-end. All activities are performed with appropriate review and approval by designated personnel in accordance with the SODs determined.

Key Duties and Responsibilities
1. Finance Support
Prepare payment vouchers and supporting documentation for review and approval; do not initiate or release payments – payment initiation and release are performed by the Finance Officer in accordance with segregation-of-duties requirements.
Maintain orderly financial filing systems, both physical and electronic, ensuring documents are easily retrievable for audits and reviews.
Assist in tracking and monitoring outstanding invoices, travel expenses, and payment schedules; follow up with the Finance Officer for payment initiation/processing and resolve documentation gaps as needed.
Support monthly and year-end financial close processes by ensuring full documentation of financial records.
Assist with preparation of documentation required for internal and external audits.
Ensure, on a monthly basis, that all payments requiring EFD are duly supported with valid EFD receipts
Assist in petty cash management, by recording daily transactions in the petty cash register, perform end-of-day cash counts and processing authorized petty cash payments; petty cash counts and replenishment approvals are performed by the Finance Officer, an independent reviewer or a witness.

2. Procurement Support
Assist in the procurement of goods and services in accordance with Americares and donors’ procurement policies/requirements.
Prepare and issue requests for quotations (RFQs) and initiate purchase orders (POs) in the accounting system (e.g., QuickBooks) based on approved program and operational needs; coordinate with the Finance Officer for payment initiation and processing, do not initiate vendor payments, and do not approve vendor selection or final award decisions.
Maintain a supplier/vendor database and ensure up-to-date documentation (e.g., compliance documents).
Performs market analysis and new vendor research as directed by HQ Procurement team.
Support the procurement committee in bid opening and evaluation processes in an administrative and facilitation capacity only, without decision-making authority. Any exception must be formally approved in writing by the supervisor in advance, clearly defining the scope and duration of the delegated authority, and must remain consistent with the SODs.
Track procurement requests and maintain a procurement tracking log.
Ensure proper filing of all procurement documentation (e.g., RFQs, POs, delivery notes, invoices).
Ensure all goods received are verified and signed by requesting departments
Provides advice and guidance to staff on procurement matters for all office administration and programs-related procurements.

3. Compliance and Record Management
Ensure all financial and procurement documentation complies with Americares policies, donor rules, and Tanzanian laws.
Segregation of Duties (Internal Controls): To maintain appropriate internal controls, the Finance and Procurement Assistant is responsible for preparatory and recording functions only, including initiating purchase orders and compiling supporting documentation. The role must not initiate or release payments, approve vendor selection or procurement awards, or be the final approver of any financial or procurement transaction. The Assistant may not control a transaction end-to-end. Payment initiation and release are performed by the Finance Officer, and all transactions are subject to independent review and approval in accordance with the SOD guidance.
Maintain confidentiality and integrity of all financial and procurement records.

Actively model and contribute to Americares values, work culture and mission.
Engage in and contribute to team spaces with openness, global competencies, and a growth mindset
Perform other duties as assigned by the supervisor

Required Qualifications
Must have a Bachelor’s Degree in Finance/Accounting, Commerce or a Bachelor’s Degree in Procurement and Supply Management or Business Administration.
At least 1–2 years of relevant experience in finance, accounting, procurement, and administration preferably with an NGO or international organization is an added advantage.

Required Skills and Competencies
Experience with accounting software (e.g., QuickBooks) is an added advantage.
Strong organizational and record-keeping skills.
Knowledge of procurement processes and basic accounting principles.
High level of accuracy and attention to detail in financial documentation.
Proficiency in Microsoft Excel and standard office applications.
Ability to work independently, manage multiple priorities, and meet deadlines.
Strong communication, interpersonal, and coordination skills.
Demonstrated commitment to integrity, transparency, and compliance.

Key Outcomes for the Role:
In the first 90 days:
Complete onboarding and required training
Demonstrating understanding of organizational values, policies, and working procedures.
Demonstrate a clear understanding of role responsibilities, reporting lines, and workflow processes across finance and procurement functions.
Demonstrate proficiency in the organization’s accounting system (e.g., QuickBooks)
Establish effective working relationships with key internal stakeholders, including country office staff and HQ finance and procurement counterparts.
Apply Americares finance and procurement policies correctly in day-to-day tasks, with consistent adherence to compliance requirements.
Prepare payment vouchers and procurement documentation
Maintain organized, audit-ready filing systems for both finance and procurement documentation (physical and electronic).
Process assigned transactions within established timelines under supervision.
Maintain accurate and up-to-date vendor records and procurement tracking logs.

In the first six months:
Consistently produce complete and compliant financial and procurement documentation that meets audit standards without need for significant revision.
Demonstrate sustained accuracy in transaction processing, with errors and omissions reduced to minimal levels.
Ensure procurement files consistently meet required standards for quotations, bid analysis, approvals, and documentation completeness.
Contribute to timely processing of payments and procurement actions in line with established internal timelines.
Independently manage assigned finance and procurement documentation workflows while adhering to internal controls and segregation-of-duties requirements.
Provide effective support during internal and external audits, ensuring documentation is complete, organized, and readily accessible.
Identify and flag documentation gaps or compliance risks to supervisors in a timely manner.

Additionally, our core competencies as an organization are: 
Ownership and results
Communication
Problem solving and decision making
Equity and inclusion
Teamwork and conflict resolution
Leadership
Prioritization
Management
Strategy and planning

Recruitment Process
For candidates who continue at each step of the process, this process includes:
A written application that includes competency-based questions
A video online interview with P&T Tanzania
A video online panel interview with key colleagues from Tanzania – direct supervisor and programs manager
A final video online interview with the Tanzania Country Director
Reference and background checks

How to Apply:

To submit your application, please follow the link provided below.

TAP / CLICK HERE TO APPLY