VAT Assistant Accountant

The VAT Assistant Accountant will support the Finance Department in ensuring accurate financial reporting, sound accounting practices, and strict compliance with VAT and tax regulations. The role involves preparing VAT refund claims, maintaining compliance with TRA requirements, reconciling accounts, and supporting donor reporting while ensuring adherence to both organizational and government financial standards.

Duties & Key Responsibilities:

1. Accounting and Financial Management

• Prepare and process payment vouchers, staff advances, claims, and journal entries with proper authorization and supporting documentation.
• Maintain comprehensive, systematic, and up-to-date accounting records (both physical and electronic).
• Perform monthly bank, cash, and general ledger reconciliations for assigned project accounts.
• Monitor project expenditures against approved budgets and report any variances.
• Manage petty cash operations, ensuring accurate recording, control, and timely replenishment.
• Reconcile supplier statements and follow up on outstanding payments.
• Support field offices in maintaining proper financial documentation and reporting.

2. VAT and Tax Compliance

• Review tax invoices and EFD receipts to ensure compliance with VAT documentation requirements.
• Reconcile monthly VAT control accounts between Finance and Administration departments.
• Maintain updated VAT schedules and trackers for donor and project reporting.
• Prepare and submit monthly VAT refund claims; follow up with the Ministry of Health and Tanzania Revenue Authority (TRA).
• Assist in obtaining VAT exemptions for project procurements and track approvals from TRA.
• Post VAT journals into the ERP/accounting system and ensure proper classification.
• Verify VAT treatment on supplier and partner expenditure reports.
• Ensure all project expenses comply with donor agreements, organizational policy, and TRA regulations.
• Guide project and procurement teams on VAT and tax compliance requirements.
• Support internal and external VAT audits by preparing necessary supporting documentation.

3. Reporting and Compliance

• Assist in preparing accurate and timely monthly, quarterly, and annual financial reports.
• Support Project Accountant during audits (internal, external, and donor).
• Ensure compliance with organizational financial policies, donor guidelines, and national laws.
• Maintain a proper filing system for all VAT-related documentation.
• Participate in capacity-building sessions for finance and program staff on VAT management and compliance.

4. Administrative and Other Duties

• Support asset management processes, including maintaining an up-to-date fixed asset register and tagging of project assets.
• Collaborate with logistics and administration teams to ensure financial compliance during procurements and field activities.
• Assist in budget forecasts and cost tracking for ongoing activities.
• Perform any other related duties as assigned by the supervisor or Project Manager.