Procurement Manager, Administration and Logistics Officer and Drivers Jobs at Self Microfinance
SOURCE: THE GUARDIAN 26 JULY, 2016PROCUREMENT MANAGER
POSITION DESCRIPTION:
1. Procurement Manager – (One position)
Procurement Manager reports directly to the Managing Director of the Fund. Is responsible for procurement of goods, works and services according to the set down rules and regulations and general procurement policy of the Fund.
Duties and Responsibilities of Procurement Manager
(a) Manage all procurement and disposal by tender activities of the of the organization(b) Provide day-to-day active technical support and advice to the Fund as related to procurement, contract management and their administration;
(c) Prepare Procurement Plans and Monitor the Plans to expedite implementation.
(d) Monitor and appraise suppliers to ensure compliance to specifications (requirement by users) and the delivery
schedules
(e) Monitor progress of contracts implementation to ensure that it abides by the stipulated standards, procedures and the procurement plan
(f) Support the functioning of the tender board, including to preparation of tender documents, advertisement of
tender opportunities; examining bid evaluation reports both technical and financial proposals and make recommendations;
you will be the secretary to the tender board;
(g) Prepare contract and issue the approved contracts
(h) Maintain and archive records of the procurement and disposal process;
(i) Maintain a register of all contracts awarded;
(j) Co-ordinate prepare the procurement and disposal reports for the activities of the Fund;
(k) Perform any other duties & responsibilities as will be assigned by his/her supervisor.
Procurement Manager Qualifications and Experience of Procurement Manager
(a) Minimum Bachelor's degree in Business Administration, Materials Management, Logistics and Procurement from an accredited college or University or related Institution;
(b) Master’s Degree in Procurement and Supply Chain Management or other related fields at an
accredited College or University will be highly valued;.
(c) Certified Supplies Professionals (CSP or MCIPS) and registered by the Procurement and Supplies Professionals andTechnicians Board (PSPTB) or Chartered Institute of Purchasing and Supplies (CIPS – UK)
(d) Substantial knowledge in Procurement management related matters and a minimum of 5 years working experience in banks, financial institutions, microfinance, and other corporate with a minimum staff establishment of 10 employees;
(e) Considerable work experience in a Government sector/project environment is an added advantage;
Special Skills and Special Competencies
(a) Strong forecasting and planning skills
(b) Negotiation talents
(c) Excellent interpersonal counseling and problem-solving skills;
(d) Initiative, ability and willingness to work independently;
(e) Familiarity with the relevant Procurement management issues, including Public Procurement Act (PPA);
(f) Be a good trainer, facilitator, mentor, and coach and highly organized administrator;
(g) Eager to learn and strongly performance oriented, high initiative and can work with least supervision;
(h) Good analytical skills;
(i) Conversant with computer usage and application systems such as spreadsheet, power point, MS word and other
relevant applications;
(j) Innovative, self-motivated and able to work in cross-cultural environment;
(k) Ready to comply and live up to and in accordance with the organization's Ideals/ Core Values.
Terms of Employment and Remuneration
The successful candidate will be employed on a two-year renewable contract with an attractive remuneration
package.
Duty Station:
Initially Dar es Salaam but following expansion may be transferred to other areas where SELF MF operates.
APPLICATION INSTRUCTIONS:
Interested and qualified candidates should submit their letters of application with detailed CVs, photocopies of academic credentials and names, addresses and phone numbers of three referees to be addressed to:
The Managing Director,
SELF Microfinance Fund (SELF MF),
Letsya Tower, 3rd Floor, New Bagamoyo Rd/Kijitonyama Street
P.O. Box 77760, Dar es Salaam, Tanzania. Tel: +255 022 2700113
+255 737212513
Deadline for the submission of the applications:
Four weeks from the first date of appearance in the advert. Please note that applications will be shortlisted within two weeks after submission closure, and the shortlisted applicants will be called for interview.
The applicants, who do not hear from us by 05th September 2016, should consider themselves as not shortlisted.
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ADMINISTRATION AND LOGISTICS OFFICER
POSITION DESCRIPTION:
2. Administration and Logistics Officer – (One position)
The Administration and Logistics Officer is responsible for assisting and supporting the Hub Manager in supervising the
administrative needs and concerns and all matters pertaining to logistics & procurement functions at Hub Offices.
Responsible for all the accounting and financial operations of the Financial Hub. Administration and Logistics Officer
reports to the Hub Manager.
Duties and Responsibilities of Administration and Logistic Officer
i. Administration & Logistics functions
(a) Coordinate all administrative and logistic activities of the Financial Hub (FH);
(b) Co-ordinate and administer efficient and effective office procedures and systems which is compatible with SELF MF's
operating philosophy;
(c) Maintain a comprehensive inventory of all the Hub's office furniture, fittings and equipment and ensures that all the
fixed assets are labeled and coded in accordance with the Fund's coding formula;
(d) Maintain all Agreements/Contracts with clients (such as borrowers, service and/or goods providers, suppliers,
consultants and ensure that they are appropriately drawn, kept under safe custody and executed in accordance with
the agreed terms and conditions contained therein;
(e) Coordinate repairs and maintenance of motor vehicles, machines, equipment, furniture and office buildings; Verify
overtime timesheets and hours worked by HB staff and submit them to Head Office for verification and incorporation
in the staff monthly payroll;
(f) Maintain and administer the Financial Hub filing systems as will be guided by the File
Management and Administration policy.This includes creating file names/labels, folio referencing and
sequencing, creating and maintaining physical and electronic records in a computerized system, coordinating file
requisitions and movements from one officer to another and from Hub to Head Office and back;
ii. Accounting & Financial Management functions
(a) Implement the Fund's financial policies and procedures and identify areas for improvements; (b) Prepare and reconcile
bank statements monthly as guided by the Fund's accounting policy;
(c) Ensure the safeguarding of FH funds by establishing and maintaining cash controls; checks and balances through
appropriate segregation of duties;
(d) Ensure accounting and related data is entered/posted into the Fund's operating system as per the data capture policy;
(e) Prepare or extract the relevant accounting and financial reports and analysis showing variances of actual vs budget
for consolidation as part of the FH management's monthly and quarterly performance reports;
(f) Assist the Hub Manager with the preparation for annual audit and attending to audit queries/requirements as
relates to accounting and operating deficiencies at the Hub level;
(g) Prepare journal summaries/journal vouchers for such transactions as purchases, imprest retirements, adjusting
entries, etc., and post them accordingly as guided by the Fund's chart of accounts;
(h) Reconcile Motor Vehicle services transactions and report expenditure trend for incorporation in the monthly
Performance reports
(i) Prepare and submit the Hub's financial and key statistical reports to FAM monthly, quarterly or as will be guide by
management
iii. Perform any other duties as will be assigned by the Finance and Administration Manager in writing or verbally.
Qualifications and Experience of Administration and Logistics Officer
(a) Minimum Bachelor's degree in, accounting, finance, commerce or equivalent from an accredited college or university
or equivalent;
(b) Certified Public Accountant, (CPA_T), ACCA, or equivalent professional qualifications is added advantage;
(c) A minimum of 3 years working experience in banks, non-bank financial institutions, microfinance institutions,
business company or NGOs with whole sale lending or microfinance as a core function.
Special Skills and Competencies
(a) Excellent interpersonal counseling and problem-solving skills;
(b) Highly developed sense of reliability and correctness;
(c) Must be a self-starter, highly motivated, organized, and detail-oriented;
(d) Initiative, ability and willingness to work independently or under minimum supervision; (e) Familiarity with administration
and or procurement operations functions;
(f) Conversant with computer usage and application systems such as spreadsheet, power point, ms word and other
relevant application modules or ability to learn.
(g) A good communicator, both oral and written;
(h) Innovative, self-motivated and able to work in cross-cultural environment.
(i) Ready to comply and live up to and in accordance with the organization's Ideals/Core Values.
Working Conditions
(a) Office environment: Typical office based, travels only where necessary. (05% traveling and 95% office based).
(b) On call: Yes in the after normal working hours and public holidays.
Terms of Employment and Remuneration
The successful candidate will be employed on a two-year renewable contract with an attractive remuneration
package.
Duty Station:
Initially Arusha but following expansion may be transferred to other areas where SELF MF operates.
APPLICATION INSTRUCTIONS:
Interested and qualified candidates should submit their letters of application with detailed CVs, photocopies of academic credentials and names, addresses and phone numbers of three referees to be addressed to:
The Managing Director,
SELF Microfinance Fund (SELF MF),
Letsya Tower, 3rd Floor, New Bagamoyo Rd/Kijitonyama Street
P.O. Box 77760, Dar es Salaam, Tanzania. Tel: +255 022 2700113
+255 737212513
Deadline for the submission of the applications:
Four weeks from the first date of appearance in the advert. Please note that applications will be shortlisted within two weeks after submission closure, and the shortlisted applicants will be called for interview.
The applicants, who do not hear from us by 05th September 2016, should consider themselves as not shortlisted.
=========================
DRIVER
POSITION DESCRIPTION:
3. Driver – (One position)
Responsible for rendering driving services to the Fund as will be assigned by the relevant authority.
Duties and Responsibilities of a Driver
(a) Drive the assigned vehicle for official activities within or outside the country
(b) Transport employees and other individuals such as staff family members, Fund's officials or guests in a safe and
responsible manner;
(c) Keep the assigned vehicle free from damage, in acceptable condition, and consistently clean in a manner which is consistent with the Fund's image and report mechanical problems to the Head driver or the Administration Officer for appropriate action;
(d) Ensure that the vehicle is in good and safe working condition prior to use and well maintained by carrying out regular maintenance or repair services and ensure the vehicle’s interior and exterior are clean and hygienic and accept responsibility to report any damage or mechanical malfunctions that exist.
(e) Work extra/overtime hours as needed according to departmental workload or tasks assigned before and after working hours;
(f) Maintain an excellent driving record; meaning avoiding driving recklessly or parking the car in an unsecured or an unauthorized parking yards, freeways, etc.
(g) Be responsible for traffic offences that include paying fines including towing charges for wrong parking, exceeding permitted speed or failing to renew driver's license, vehicle insurance, road license or driving the car while it is in defect;
(h) Be willing and able to perform tasks that may require physical labor, and possibly the use of own hands to load and unload the vehicle;
(i) Undertake driver's and vehicle maintenance training and ensure renewal of driving license, undergoing vision
and other medical tests as will be directed by the government or the Fund;
(j) Perform any other functions as will be assigned by the Head Driver or Administration Officer in writing or verbally.
Qualifications and Experience of a Driver
(a) Minimum Form four lever with an ("O" level) National Secondary Examination Certificate with minimum division 4 pass
from a recognized public or private school or equivalent qualification;
(b) Diploma or Certificate in Transport Management, mechanics, or related fields is an added Advantage;
(c) Must possess a valid commercial driving license, at minimum with classes B, C, D and E and medically fit to drive and
transport passengers;
(d) Must have previous commercial driving experience of minimum 4 years with a reputable organization,
or have graduated from an accredited/approved commercial driving school with a minimum of two (2) prior years
driving experience with at least class B & D.
Special Skills and Competencies
(a) Must have working knowledge of vehicle safety and control systems, regulations governing safe driving, mileage of service, inspection and maintenance.
(b) Ability to perform simple mathematical calculations, such as addition, subtraction and multiplication as well as
handle receipts/imprest retirements; read maps, road signs, maintain record of duty status, etc.
(c) Must not engage in drug, alcohol or any toxic substances which might impair vision or cause loss of physical energy or strengths, before or while driving the vehicle;
(d) Ability to read and write in Swahili language.
(e) Ability to speak and write in English language is a must;
(f) Highly developed sense of reliability and correctness;
(g) Self-starter, highly motivated, organized, initiative, ability and willingness to work independently or under minimum supervision;
(h) Ready to comply and live up to and in accordance with the organization's Ideals/ Core Values.
Working Conditions
(a) Office environment: Typical office based travels only where necessary. (90% traveling and 10% office based).
(b) On call: Yes in the after normal working hours and public holidays.
Terms of Employment and Remuneration
The successful candidate will be employed on a two-year renewable contract with an attractive remuneration
package.
Duty Station:
Initially Arusha but following expansion may be transferred to other areas where SELF MF operates.
APPLICATION INSTRUCTIONS:
Interested and qualified candidates should submit their letters of application with detailed CVs, photocopies of academic credentials and names, addresses and phone numbers of three referees to be addressed to:
The Managing Director,
SELF Microfinance Fund (SELF MF),
Letsya Tower, 3rd Floor, New Bagamoyo Rd/Kijitonyama Street
P.O. Box 77760, Dar es Salaam, Tanzania. Tel: +255 022 2700113
+255 737212513
Deadline for the submission of the applications:
Four weeks from the first date of appearance in the advert. Please note that applications will be shortlisted within two weeks after submission closure, and the shortlisted applicants will be called for interview.
The applicants, who do not hear from us by 05th September 2016, should consider themselves as not shortlisted.