TanRoad Arusha
Accounts & Administration

Accounts & Administration Unit

  1. ROLES AND FUNCTIONS OF THE UNIT

The Unit comprises of the Accounts Sub-Unit and the Administration Sub-Unit.

(A) Accounts Sub Unit:

A.1 Strategic Responsibility:

The Sub-Unit is responsible for management and administration of funds that are received from eligible sources and safeguarding the TANROADS assets and property at regional level, including planning, implementing monetary and stores transactions, monitoring, evaluation and reporting of all financial operations.

A.2 General responsibility:

The Accounts sub-Unit is categorised under two folds namely: –

  1. Management of Financial Matters:

  • To prepare plans and budgets for administration and roadworks supervision according to the given ceiling.
  • To receive, keep in good custody and record funds from TANROADS Head office and other eligible source.
  • Matching received funds against approved budget for each pay items,
  • Making timely payments to various qualified vendors according to the budget.
  • Maintaining the clean records of accounts by verification and keeping office documents.
  • Coordinating internal, external and other audit operations.
  • Preparation of monthly, quarterly, annual and adhoc reports as required.
  • Management of Fixed Assets Matters:
  • Safeguarding all property and assets
  • Maintaining Assets Register for incoming and Outgoing Assets
  • Recommending and coordinating the write off and disposal of obsolete and unserviceable assets respectively.

A.3 Specific Activities for FY 2015/16

The Sub-Unit will perform the following activities for each category during the Financial Year 2015/16: –

  1. Management of Financial Matters:

  • To prepare plans and budgets for administration and roadworks supervision for FY 2016/17.
  • To receive, keep in good custody and record funds for FY 2015/16
  • Making day to day payments to various qualified vendors based on approved budget for each pay items.
  • Maintaining the clean records of accounts for FY 2014/15 and FY 2015/16
  • Coordinating internal, external and other audit operations for transactions undertaken in FY 2014/15 and FY 2015/16.
  • Preparation of monthly, quarterly, annual and adhoc reports as required for FY 2015/16.
  • Management of Fixed Assets Matters:
  • Receive and store properly all existing and newly acquired stock, property and assets as well as updating inventory cards for all office rooms during FY 2013/14.
  • Maintaining Assets Register for incoming and Outgoing Assets during FY 2013/14
  • Identify, recommend and coordinate the write off and disposal of obsolete and unserviceable assets respectively for the FY 2013/14.
  • Renovation of existing store building and update hard copy files record as part of the plan to improve stores services.

(B) Administration Sub Unit-

B.1 Strategic Responsibility

Strategically the Sub-Unit is responsible for management of human resource and office administration including attending all staff and labour relation matters and enhancing office accommodation and facilities.

B.2 General responsibility:

The general responsibility of the Sub-Unit is also in two folds categorised hereunder: –

  1. Management of Human Resources (Personnel Matters):

  • Prepare plans and budgets for staff payments.
  • Organisation of staff and office procedures
  • Recruitment of contract staff employed at regional level and attending all staff matters including recommending all staff payments and leave coordination.
  • Maintaining labour relations, rules of conduct and staff discipline.
  • Arrange training conducted by TANROADS Headquarters and conduct some tailor-made training at regional level as budget becomes available.
  • Liaise with the existing TAMICO trade Union as required.
  • Arranging for monthly management and half yearly staff meetings and any other extraordinary meeting.
  • Coordinating practical training and research responses for students from academic institutions.
  • Office Management/Supervision:
  • Prepare plans and budgets for procurement of office consumables and facilities.
  • Coordinating and managing correspondences, various day to day routine office activities, including administering consumables and office facilities.
  • Keeping of hard copy folders and facilitating their circulation to relevant officers.
  • Recommend procurement of administration related services, stock items and assets including stationary, office equipment, furniture, maintenance of office building and premises.
  • Security of buildings, assets and property through records and gate pass controls.
  • Recommend payments for the procured services and goods.
  • Receiving visitors and guiding them for the needed courtesy and assistance.

B.3 Specific Activities for FY 2016/17

  1. Management of Human Resources (Personnel Matters):

  • Prepare plans and budgets for staff costs for FY 2016/17.
  • Coordinate day to day staff and office procedures, procurements and payments.
  • Recruitment of contract staff for various positions as they fall vacant
  • Maintaining labour relations, rules of conduct and staff discipline as per needs.
  • Arrange training conducted by TANROADS Headquarters as they arise and conduct tailor-made training for drivers, security guards and office attendants.
  • Liaise with the existing TAMICO trade Union as required.
  • Arranging for monthly management and half yearly staff meetings and any other extraordinary meeting during FY 2013/14.
  • Coordinating practical training and research responses for students from academic institutions based on received applications and available capacities.
  • Office Management/Supervision:
  • Prepare plans and budgets for procurement of office consumables and facilities for FY 2013/14.
  • Coordinating and managing day to day correspondences, various routine office activities and administration of consumables and office facilities as per needs.
  • Keeping of hard copy folders as per file index and facilitating their day to day circulation to relevant officers during the financial year.
  • Facilitate day to day procurement and related payments for services provision and goods as per approved budget and annul plan for FY 2013/14.
  • Ensure day to day security of office building, assets and property through records and gate pass controls.
  • Receiving visitors as they arrive and guiding them accordingly.
  1. UNIT ORGANIZATIONAL STRUCTURE

The Head of Unit is the incharge of all activities of the Unit and is assisted by Accountant as in charge of Accounts and Stores and the Human Resources Officer as in charge of personnel and office supervision matters.

The organisation chart of the Unit is enclosed

  1. TYPICAL JOB DESCRIPTION OF STAFF IN THE UNIT

  1. Head of Unit (HAA)

  • Supervises Accounts and Administration Unit in accordance with the Agency’s policies, rules and regulation
  • Receive funds, collateral/ guarantee documents and revenues, effect payments and ensure correct and timely records of all books of accounts and proper staff management meeting are made.
  • Plans, budgets and fulfils the Unit requirements in time.
  • Ensures proper management of personnel and office supervision mattes.
  • Administers office assets and property to ensure proper and safe custody.
  • Prepares regular and ad hoc reports as required.
  • Performs such other related duties as may be assigned by the Regional Manager
  1. Accountant

  • Ensures total involvement of his subordinates in the preparation and effecting payments to various vendors and collects the revenues from various customers.
  • Preparation of regular and adhoc Financial Reports
  • Ensures financial records are clean and kept under good and safe custody
  • Ensures all received funds and collected monies are properly banked in time
  • Ensures that all accountable documents are kept under lock and key all the time.
  • Overall supervisor of E By Epicor activities undertaken by subordinates.
  • Performs such other related duties as may be assigned by the Head of Unit
  1. Accounts Assistants for E By Epicor Operations

  • Prepare all payments and ensure relevant supporting documents are attached, including requisitions, purchase orders, invoices, delivery notes and copies of approval minutes.
  • Ensure proper coding and serial numbering depending on the type of account when preparing payment vouchers to avoid over or under expenditures of each budget items.
  • Verifies all supporting documents and undertake reconciliation of figures appearing on these documents against payment vouchers to match what have been approved against what is to be paid.
  • Recording all receipts for received funds and collected revenues in the accounting system
  • Perform such other related duties as may be assigned by the senior staff
  1. Cashier

  • To receive revenues from customers, issue receipts equivalent to the amount received and banking of all collected revenues in time.
  • Prepares cheque to the vendors according to payment vouchers and dispatches the already signed cheques to vendors.
  • Ensuring that all acknowledging receipts are issued by vendors and attached in time.
  • Ensures that all collaterals, guarantee documents and policies are kept in safe custody.
  • Prepares monthly statement of retention monies deducted from various vendors.
  • Perform such other related duties as may be assigned by the senior staff
  1. Accounts assistants for Cost Accounting.

  • Posting all paid vouchers to the respective pay items and account type in the cash book.
  • Reconcile the payment certificates for each Unit with the actual voucher and supporting documents to ensure amounts are same and issue statements for each pay items to the Heads of Unit for joint monthly reconciliation.
  • Report to the AsA any discrepancies or deviation from the normal payment procedures and amounts made.
  • Keep all paid vouchers well secured with all relevant supporting payment certificates and other supporting documents in the hard copy batches and store them in safe custody.
  • Prepare weekly statements of outstanding imprests and advance payments to staff as well as invoices and subsequent statements of bill notifications from TANLAB.
  • Perform such other related duties as may be assigned by the senior staff
  1. Supplies Officer:

  • Distributes purchase orders from Procurement Management Unit to various vendors and maintain records of the same.
  • Makes follow up to vendors performance against each of the purchase orders and respective deliveries and invoices
  • Receive goods for keeping under good and safe custody and signs on the delivery notes after verifying the quality and conditions of delivered items.
  • Dispatches all ordered and received items to the user departments as per their order
  • Records all order to the respective ledgers
  • Prepares and maintains office inventory cards in all office rooms including out stations.
  • Identify, recommend and coordinate the write off and disposal of obsolete and unserviceable stock.
  • Perform such other related duties as may be assigned by the senior staff
  1. Human Resources & Human Resources Assistant

  • Takes charge of registry office operations, security guards and all office attendants
  • Attends all staff matters including their welfare and discipline on day to day basis
  • Advertises staff vacancies and prepares for recruitments
  • Prepares yearly plan and budget and recommends payments for various administration and roadworks supervision pay items.
  • Reconciles approved amounts and payments made based on accounts statement.
  • Performs any such other related duties assigned by supervisor
  1. Personal Secretary

  • Print letters, reports and other documents
  • Circulate hard copy files and other documents and maintain proper soft copy files
  • Attend incoming and outgoing letters for faxing, scanning and e-mailing and keep their records
  • Attend telephone calls and keep records of outgoing calls for cost accounting purpose
  • Keep confidential hard copy files and other records in good and safe custody
  • Guide visitors and manage appointments
  • Prepare and maintain attendance registers
  1. Registry Assistant

  • Opens staff and contacts files
  • Records all incoming and outgoing mails
  • Dispatches letters to various customers
  • Recording movement of all files
  • Arranging all files properly according to the laid down procedures or guidance from the supervisor
  1. Security Guards

  • Safeguard office building, assets and property
  • Maintain proper records of all incoming and outgoing materials, assets, property (mostly vehicles) and visitors
  • Recording movement of various items across the main gate and maintain gate passes
  • Ensure doors and windows of all vehicles, office and other rooms are properly closed and secured

PRESENT STAFFING OF THE UNIT

HEAD OF ADMINISTRATION & ACCOUNTS:

Eusebi Sebastian Mworia

ACCOUNTS:

Accountant – Joha Mataba

Accountant– Upendo Nangawe


ACCOUNTS ASSISTANTS
:

Joyceline J. Kalupale

Toyce Felix Temu

  • HUMAN RESOURCE OFFICER

    Eileen Urassa

  • HUMAN RESOURCE ASSISTANT

    Mohamed M. Mkombole

  • ICT OFFICER

    Rose Kapinga Mujwauzi

  • STORE OFFICER
    Pamela R. Silayo
  • PERSONAL SECRETARY

    Lydia Lyaruu

  • REGISTRY

    Gladness Gasper Mwacha

    Agnes Elias

  • OFFICE ATTENDANTS

    Dativa C. Umbela

    Selina B. Tenga

    Elieka Ndakilwa

    Mwanahamisi Omari

  • SECURITY GUARD
    John Fabian Mlundi