FINANCE & ADMIN OFFICER

On behalf of our client, we are looking for the Finance & Administration Officer who will be responsible for establishing and managing the day-to-day accounting, financial control, statutory compliance, treasury, and administrative functions of DWS Tanzania.

As the business’s principal local finance resource, the role holder will maintain complete and accurate accounting records, manage receivables and payables, oversee cash and banking transactions, support inventory control, coordinate tax and regulatory compliance, and provide reliable financial and operational reports to DWS Tanzania and DWS Kenya management.

The role requires a hands-on professional who can build appropriate controls for a new business while supporting its commercial growth.

Key Responsibilities

1. Accounting and Financial Reporting

• Maintain complete, accurate, and up-to-date accounting records for DWS Tanzania.
• Record and review sales, purchases, operating expenses, inventory transactions, receipts, payments, and journal entries.
• Maintain the general ledger and all supporting schedules.
• Perform monthly reconciliations of bank accounts, receivables, payables, inventory, taxes, intercompany balances, accruals, and prepayments.
• Manage the month-end and year-end closing processes in accordance with the Group reporting timetable.
• Prepare monthly management accounts (P&L, balance sheet, cash flow, receivables/payables ageing, inventory/gross-margin reports, budget vs. actual analysis, and balance-sheet reconciliations).
• Investigate financial variances and provide clear explanations to management.
• Maintain a proper document trail for all accounting entries and adjustments.
• Support the preparation of annual budgets, forecasts, and business plans.

2. Treasury and Cash-Flow Management

• Prepare and update short-term cash-flow forecasts.
• Monitor daily cash and bank balances and advise management of anticipated funding requirements.
• Process supplier, statutory, and operational payments through approved payment procedures.
• Ensure payments are properly supported, authorised, and accurately recorded.
• Manage petty cash, staff advances, and expense-accountability processes.
• Monitor customer collections and follow up overdue accounts with the commercial team.
• Coordinate intercompany funding and settlements between DWS Tanzania and DWS Kenya.
• Maintain schedules for shareholder loans, bank facilities, and other financing arrangements.
• Support relationships with banks and other financial service providers.

3. Accounts Receivable and Credit Control

• Ensure customer accounts are properly created and supported by approved documentation.
• Confirm that sales invoices and credit notes are accurate and issued promptly.
• Allocate customer receipts and maintain accurate customer balances.
• Prepare regular customer statements and receivables ageing reports.
• Follow up outstanding debts in coordination with sales representatives and management.
• Monitor compliance with approved customer credit limits and payment terms.
• Escalate overdue or high-risk accounts promptly.
• Reconcile customer balances and resolve disputed invoices, payments, and credit notes.
• Support implementation of effective credit-control procedures.

4. Accounts Payable and Procurement Controls

• Verify supplier invoices against approved purchase orders, goods-received documentation, and agreed prices.
• Maintain accurate supplier accounts and payment schedules.
• Reconcile supplier statements and resolve discrepancies.
• Ensure suppliers are paid according to agreed terms and approved cash-flow priorities.
• Confirm that purchases follow the Group’s procurement and approval procedures.
• Maintain complete records of quotations, purchase orders, invoices, delivery documents, and payment approvals.
• Monitor staff and supplier advances and ensure they are accounted for promptly.
• Coordinate procurement of approved office supplies and administrative services.

5. Inventory and Cost Control

• Work closely with warehouse, logistics, and commercial teams to maintain accurate inventory records.
• Reconcile physical inventory to the accounting and inventory-management systems.
• Participate in monthly, quarterly, and annual stock counts.
• Investigate stock shortages, excesses, damages, expiries, and other inventory variances.
• Monitor landed costs, including supplier price, freight, insurance, customs duties, excise duty, clearing charges, and related costs.
• Ensure inventory costs and cost of sales are accurately recorded.
• Review product margins and report pricing or cost discrepancies to management.
• Maintain control over stock transfers, samples, promotional stock, breakages, returns, and complimentary products.
• Ensure inventory adjustments are properly investigated and authorised before posting.

6. Tax, Statutory and Regulatory Compliance

• Coordinate preparation and timely submission of all applicable Tanzanian tax and statutory returns.
• Maintain accurate schedules for VAT, corporate income tax, withholding taxes, payroll taxes, and other applicable statutory obligations.
• Ensure statutory payments are made within required deadlines.
• Maintain proper electronic fiscal receipts, invoices, and supporting tax documentation.
• Coordinate with external tax advisers, auditors, the Tanzania Revenue Authority (TRA), and other regulatory bodies when required.
• Support compliance relating to the importation, storage, and distribution of wines and spirits.
• Maintain relevant business licences, permits, registrations, and renewal schedules.
• Ensure statutory and regulatory correspondence is promptly escalated to management.
• Keep management informed of compliance risks, upcoming deadlines, and regulatory changes affecting the business.

7. Intercompany Accounting and Group Reporting

• Maintain accurate intercompany accounts between DWS Tanzania, DWS Kenya, and other related entities.
• Reconcile intercompany sales, purchases, funding, expenses, stock movements, and outstanding balances monthly.
• Ensure intercompany transactions are supported by appropriate agreements, invoices, and documentation.
• Support implementation of the Group’s transfer-pricing policy.
• Provide information required for transfer-pricing documentation and statutory reporting.
• Ensure foreign-currency transactions and exchange differences are properly recorded.
• Prepare and submit financial information in the formats and timelines required by the DWS Kenya Group Finance team.

8. Payroll and Human Resources Administration

• Coordinate monthly payroll preparation and verify payroll inputs before processing.
• Maintain accurate employee records, including contracts, statutory details, leave records, and payroll information.
• Ensure salaries, payroll taxes, pension contributions, and other employee deductions are processed accurately and on time.
• Maintain schedules for staff advances, loans, benefits, and expense claims.
• Support employee onboarding and offboarding administration.
• Maintain confidentiality of payroll and employee information.
• Liaise with external payroll, legal, or human-resource advisers where applicable.

9. Office and General Administration

• Manage the day-to-day administrative requirements of the DWS Tanzania office.
• Maintain proper physical and electronic filing systems for finance, legal, tax, employee, supplier, and company documents.
• Coordinate office supplies, utilities, telecommunications, insurance, and other support services.
• Maintain registers for company assets, contracts, licences, insurance policies, and service providers.
• Monitor renewal and expiry dates for contracts, permits, insurance, and statutory documents.
• Coordinate travel, meetings, and other approved administrative arrangements.
• Ensure company assets and documents are properly safeguarded.
• Support management with correspondence, record-keeping, and operational administration.

10. Internal Controls, Audit and Risk Management

• Implement and maintain the financial policies, procedures, and approval framework established by DWS Group.
• Ensure appropriate segregation of duties, notwithstanding the lean structure of the new business.
• Identify control weaknesses and recommend practical corrective measures.
• Protect company assets and financial information against loss, error, fraud, and unauthorised use.
• Maintain complete, audit-ready supporting documentation.
• Coordinate external audits and respond to audit information requests.
• Maintain an audit and compliance action tracker and follow up outstanding matters.
• Report suspected fraud, policy breaches, or significant control failures immediately.
• Support management in maintaining an up-to-date financial and operational risk register.

Qualifications & Experience

• Bachelor’s degree in Accounting, Finance, Commerce, Business Administration, or a related discipline.
• Professional accounting qualification or ongoing studies toward CPA, ACCA, or an equivalent qualification.
• At least 3 to 5 years of relevant experience in accounting, finance, and administration.
• Preferred experience in distribution, FMCG, beverages, wines and spirits, importation, or inventory-based businesses.
• Desirable experience supporting a start-up or newly established operation.
• Advantageous experience working with regional groups, foreign-currency transactions, or intercompany accounts.
• Practical knowledge of Tanzanian taxation, statutory reporting, and business compliance requirements.
• Experience with accounting and inventory systems; knowledge of Zoho Books and Zoho Inventory is an advantage.