Finance & Administration Manager at The Ocean International Community Church

The Ocean International Community Church (TAG) is searching for a Finance & Administration Manager who is a passionate pursuer of Jesus and aware of the culture and values of the church as well to have a burden to intercede for the church. We are seeking an experienced and skilled individual with a keen understanding of finance and business systems and a heart to see the Kingdom advanced through a well-run organization. You will support the Executive Director with timely administration and project management of multiple projects and ministries to reach UP, reach IN and reach OUT as we bring life to Dar es Salaam and Beyond.

It is anticipated that staff will contribute additional hours to these into the life of the church in the same way that other church members contribute over and above their work hours.

Culture, Values and Expectations

• Must understand, advocate, support, and protect The Ocean International Community Church (TAG) mission, values, and culture
• Must have a developing encouraging, positive attitude and be a "go-to" leader
• Must have a servant heart and a growing awareness of their God given identity and authority
• Must be flexible and have an ability to problem solve issues and offer encouragement, prayer and support for the rest of the team
• Must develop their own Managerial skills through learning, reviewing and seeking feedback from Executive Director, peers and those they are leading
• Must develop with Executive Director an intentional culture of honour, good communication, feedback and serving in all levels of ministries
• You will be a passionate pursuer of Jesus
• You will be enthused by helping develop and maintain structures that not only facilitate ministry but that enable them to flourish
• You will be a capable time manager, comfortable working on multiple projects at once and skilled in discerning the priorities, seeing not just the task in hand but also the bigger picture implications
• You will work well in both a team dynamic and solo-working environment, confident of your own skills and value, used to taking initiative and seeking out responsibility
• You will work energetically to turn the V61 vision into action; by helping us use our gifts and resources together as a well-coordinated, collaborative church
• Be an active member of The Ocean International Community Church (TAG)

Key Responsibilities

Office Management and Administration

• Oversee, manage and establish the day to day running of church administration, office and office equipment
• Administer events to assure all church wide events are intentional and relative to the growth and connection of the church body and in line with the mission and vision of the church
• Support non-staff ministry leaders in their ministry-related work by organizing events, managing publicity, managing bookings and tracking attendance, maintaining ministry-related budgets, producing and printing documents, and carrying out other delegated tasks on their behalf
• Liaise and communicate well between the staff, church members, newcomers, guests, visitors, other organizations and contractors
• Provide clear and useable reports, statistical analyses for staff as required
• Keep data held on The Ocean International Community Church (TAG) computers and 'cloud' based systems highly confidential and protect data from internal and external sources
• To become familiar with all our various online and e-systems and databases and make suggestions and proposals to streamline and make these more efficient

Accounting & Finance

• Preparation and management of ministry budgets
• Operate within set budgetary constraints
• Contribute to budgetary planning process for future financial years
• Process supplier invoices, staff & volunteer expense claims, cash withdrawals and online payments, company business cards etc. and ensure budgets are correctly allocated
• Keep accounting software (Xero) up-to-date through data entry and produce reports as required
• Reconcile all income and expenditure on accounting software (Xero)
• Regular reporting to staff and management on budget and finances
• Assist in preparing and processing departmental budget spreadsheets
• Assist with preparation for the annual accounts audit as required, including Board Reports
• Overseeing the church finances, gift-aid and managing donations, including reporting as required
• Monitor spending and maintain financial records in line with Tanzania Revenue Authority (TRA), WFC, HESBL and NSSF guidelines
• File finance related documents and maintain archives
• Processing, recording and banking the Sunday offerings as required
• Preparing and maintaining accounts transactions on daily basis
• Posting accounts transactions in accounting spreadsheet on monthly basis
• Perform bank reconciliations on monthly basis
• Prepare monthly, Quarterly and Annual management accounts
• Monitors accounts to ensure payments are current and accurate; prepares schedules and reports as requested; assists in end of month closing and the preparation of journal entries
• Provides clerical assistance in file organization and reporting systems, maintains file information
• Maintaining of petty cash
• Document proof reading and editing
• Performs other duties as assigned to ensure the overall support and success of the Finance Committee in fulfilling its mission and goals
• Ensure internal control environment is applied and maintained
• Support auditors during audit to ensure Annual Financial Reports and Statement are prepared
• Ensures financial policies and procedures are adhered to
• Prepare for and participate in monthly finance committee meetings

Payroll

• Obtain monthly payroll changes from Administrator (if any)
• Process monthly payroll ensuring all statutory requirements are applied to payroll
• Pay monthly salary to church employees as per the received list of staff. The salary to employees will be paid on 25th of respective month
• Prepare and send payroll slips to employees
• Prepare payroll related statutory payments (PAYE, SDL, WCF, NSSF/PSSF)
• Submit statutory payment to the respective authority and maintain filling of submissions and receipts
• Prepare payroll related returns where applicable (Monthly & Semi Annual)

Compliance

• Monitor and maintain compliances including carrying out an annual compliance audit
• Comply with current Tanzania Revenue Authority (TRA) law matters and submit annual returns etc.
• Comply with other current legal and compliance matters including data protection and health and safety, etc.
• Review and updating the Risk Register and developing processes to reduce and mitigate risk
• Prepare documents for termly Board meetings as required

General Administration

• Support the Executive Director with timely administration and project management of new projects and ministries
• Carry out administration appropriate to the role including reports, correspondence, calls etc. Maintain office systems, including data management, internet and filing
• Assist with the completing of weekly, monthly, and annual tasks
• Assist with the completion of projects e.g. policies review, building projects, etc. Assist with planning as required
• Carry out background research

Other Requirements

• Comply with all Church operating policies and procedures
• Contribute to the effective running and development of the Church
• Undertake any training or personal development as required
• Any other duties reasonably requested by your line of management
• Foster and maintain a respectful, courteous and professional relationship with the Lead Pastor, Executive Director, fellow employees, the Board, members of the Ocean Church, suppliers and stakeholders at all times
• Ensuring that matters for which you are responsible are run efficiently
• To act professionally, be credible and highly motivated

General

• Participate in general staff and congregational meetings or events as scheduled
• To ensure that all venues are maintained to a high standard working with the staff and organizing a team of volunteers to complete maintenance tasks and cleaning
• Support the Board as directed

Required Qualifications and Experience

Experience and Knowledge

• Administrative and organization skills
• Substantial experience in the use of IT systems e.g. Microsoft Office, Google docs, Microsoft Teams, internet, accounting software etc.
• Appropriate level of data protection, security and confidentiality awareness
• Experience working with Xero or other accounting software

Level of Education

• Bachelor Degree

Other Requirements

• Positive, "can do" attitude
• Good attention to detail
• Financially and numerically competent
• Ability to work independently, take initiative, be enthusiastic and self-motivated
• Flexibility to take on demanding roles as well as more mundane duties

Our Team

We are a growing team with various pastoral, operational and administrative roles. Our team is adaptable, flexible and relational. This role requires you will be a key member linking, supporting and joining individual team members and weekly staff and prayer meetings.

Our Vision

The Ocean International Community Church exists for and is dedicated to leading people to a personal relationship with Jesus Christ where they become passionately committed to knowing Him and making Him known.