Finance and Procurement Assistant

**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 auth