Job title: Project Operations Assistant
Location: Field Locations (Tabora, Dodoma or Arusha regions) (local candidates strongly preferred)
Job Summary
Reporting to finance and administration officers, Project Operations Assistant will work as part of council project teams to ensure timely support of project activities implementation. He/she is responsible to provide support in the various aspects of project operations and working closely with DAR based operations and project activity holders. He/she will provide back up to other operations staff when needed and as advised by the supervisor.
Essential Duties and Responsibilities
Training facilitation- Provide operations facilitations to all activity holders in the assigned councils
- Provide logistical facilitation to acquire training and workshop venues
- Ensure payments of all training participants and fully accountability of the payments either done through Mpesa or any other mechanism.
- Work with procurement to ensure all services providers like external caterers services are well coordinated
- Facilitate and coordinate the travels of all external training and workshop participants in coordination of activity holders
Commodities and inventory management
- Facilitate project commodities management in the assigned councils and ensure they are fully accounted for. This will require in close collaboration with project logistics coordinator.
Reporting
- Support in the training report writing as may be called upon from time to time
- Timely prepare and submit cash liquidation reports to the finance unit.
- Coordinate to ensure all trip reports are prepared by all EGPAF participants and approved on timely basis
- Ensure EGPAF participant complete timesheets on time during the travel time.
Meeting facilitation
- Support in the minutes taking during official projects meetings in assigned councils
Other duties
- Support in the management of CHW’s and other auxiliary workers assigned to the projects
- Managing petty cash for the assigned councils.
Required Qualifications
- At least diploma holder in finance , project management or social sciences with 3 years of experience
Knowledge, Skills & Abilities
- Strong attention to details
- High numeracy, sound technical skills and analytical approach to work
- Good time management skills
Job title: Quality Improvement Officer
Primary manager: Quality Improvement Manager
Location: Tabora, Dodoma or Arusha (local candidates strongly preferred)
Job Summary
The regional Quality Improvement (QI) Officer is supervised by the Quality Improvement Manager, and will work under the leadership of the Senior Manager Evaluation. The QI Officer is a critical member of the EGPAF team and supports the QI Manager to coordinate and provide technical expertise for the implementation of high quality QI initiatives following EGPAF’s quality improvement plan. In collaboration with program teams, the QI Officer will support EGPAF-supported councils and sites to implement the national QI framework and carry out EGPAF’s program optimization approach. In collaboration with the QI Manager, s/he will lead efforts to initiate quality improvement projects in an effort to optimize the quality of health service delivery.
Essential Duties and Responsibilities
- Support implementation of the QI strategy at field level (Council Health Management Team, facilities, EGPAF regional staff).
- Provide supportive supervision and mentorship to EGPAF and partner staff in the implementation of the QI project cycle, including data use and documentation.
- Prepare data related to QI projects for analysis, use, and presentation to a diverse range of audiences.
Required Qualifications
- University degree in clinical medicine or nursing, information technology, Statistics, Health Sciences or any field providing the essential skills and experience for QI and M&E.
- Three or more years work experience in HIV programming, with prior experience implementing quality management programs using QI tools
Knowledge, Skills & Abilities
- Training and experience in Quality Management/Quality Improvement and the development of QI tools; preferably of HIV& AIDS interventions or a related field, or otherwise the capacity and motivation to acquire an in-depth knowledge of this field in a short time;
- Experience in data management, QI tool development and development and facilitation of training;
- Proven proficiency with QI tool development and use at field and reporting levels using data management programs (Excel, Access, Power BI, Tableau, etc.).
- Excellent oral and written communication skills (English and Kiswahili); strong critical thinking, problem solving and attentiveness to detail.
Job title: Project Operations Assistant
Primary manager: Finance and Administration Officer
Location: Field Locations (Tabora, Dodoma or Arusha regions) (local candidates strongly preferred)
Job Summary
Reporting to finance and administration officers, Project Operations Assistant will work as part of council project teams to ensure timely support of project activities implementation. He/she is responsible to provide support in the various aspects of project operations and working closely with DAR based operations and project activity holders. He/she will provide back up to other operations staff when needed and as advised by the supervisor.
Essential Duties and Responsibilities
Training facilitation- Provide operations facilitations to all activity holders in the assigned councils
- Provide logistical facilitation to acquire training and workshop venues
- Ensure payments of all training participants and fully accountability of the payments either done through Mpesa or any other mechanism.
- Work with procurement to ensure all services providers like external caterers services are well coordinated
- Facilitate and coordinate the travels of all external training and workshop participants in coordination of activity holders
Commodities and inventory management
- Facilitate project commodities management in the assigned councils and ensure they are fully accounted for. This will require in close collaboration with project logistics coordinator.
Reporting
- Support in the training report writing as may be called upon from time to time
- Timely prepare and submit cash liquidation reports to the finance unit.
- Coordinate to ensure all trip reports are prepared by all EGPAF participants and approved on timely basis
- Ensure EGPAF participant complete timesheets on time during the travel time.
Meeting facilitation
- Support in the minutes taking during official projects meetings in assigned councils
Other duties
- Support in the management of CHW’s and other auxiliary workers assigned to the projects
- Managing petty cash for the assigned councils.
Required Qualifications
- At least diploma holder in finance , project management or social sciences with 3 years of experience
Knowledge, Skills & Abilities
- Strong attention to details
- High numeracy, sound technical skills and analytical approach to work
- Good time management skills
Job title: Grants Officer
Primary manager: Grants Management Coordinator
Location: Arusha, Dodoma, Tabora. (local candidates strongly preferred)
Job Summary
Grants Officer in the provision of contract and sub-agreement support to EGPAF Tanzania’s program and ensures compliance with the terms and conditions of the Foundation’s awards, applicable EGPAF and US Federal Government audit, cost and administrative principles and regulations.
Essential Duties and Responsibilities
- Participate in developing compliance review and monitoring plans with GMC and ensure they are properly implemented.
- Facilitation and execution of compliance review/monitoring plan on quarterly bases as per country monitoring plan
- Facilitation and execution of risk assessment on annually bases to and pre award assessment to new partners.
- Advise grants management coordinator on any potential risk within the respective portfolio.
- Tracking and ensuring all outstanding compliance findings are addressed and resolved in a timely manner
- Maintaining property register and tracking of each assets as maintained by Subgrantee in respective portfolio as to Foundation policy
- Advice senior grant manager on the audit requirement for all sub grantee under the respective portfolio on annually bases as per USG rules and regulations.
- Supporting and ensuring sustainable partnership between EGPAF and the sub recipient management.
- Monitors sub recipient performance to ensure compliance with the terms and conditions of award.
- Provides on-going assistance to sub recipients to administer their sub agreements compliant with all terms and conditions.
- Manages the sub agreement close out process.
- Provides information’s for updating contracts/grants information management systems, including Award materials, letters, Correspondences and update the profile tab, Compliance tab, Amendment tab and close out tab for sites assigned.
- Ensure all C&G documents of the respective portfolio (electronic and paper) are complete, updated, and organized.
- Ensure all CGIS information is updated and accurate to all sub awardees under the respective portfolio
- Facilitation and ensuring that each sub recipient under the portfolio has complete and updated program file.
- Ensure each Sub Awardee has sufficient funds, within the limitations of their contract, at all times.
- Submit all cash requests for each sub awardee on a monthly basis and in a timely manner.
- Monitors sub recipients’ expenditures against approved budget and program objectives and ensure that Cash Request Checklist is completed for each Cash Request.
- Advise the senior grants manager on the cash flow risk within the portfolio.
- Manage budget versus actual expenses on monthly bases within the respective portfolio.
- Ensure each Sub Awardee has an active contract at all times.
- Ensure Sub Awardees adhere to contractual and donor regulations at all times.
- Assist in Pre-Award assessment process and ensures organizations have the capacity to appropriately manage a Sub Award.
- Oversees the negotiation of sub agreement terms and conditions and prepares final sub
- Works closely with contractual, financial and technical staff and provides guidance as necessary on sub agreement requirements.
- Provides technical assistance to office staff to support country program activities in compliance with EGPAF and donor policies and regulations.
- Ensure amendments to contract are developed and processed in a timely manner as needed.
- Addresses problems or concerns with management of Sub Awards in a timely and effective manner.
- Advise on the proper funding mechanism of the respective portfolio
- Assist the Grants management coordinator and Senior Grants Manager in providing capacity facilitation on USG, Sub Award, EGPAF, and donor regulations and financial management to Subgrantee including, but not limited to - Startup Training, Initial Training, Orientation of Sub Awardees, Renewal Workshops, and Annual Trainings.
- Providing technical assistance to sub recipient key personnel on the daily administrative and financial procedures.
Other Duties:
- Assesses C&G policies and procedures on an on-going basis to identify and propose new procedures, policies or changes as needed, in addition to monitoring the implementation of existing C&G policies to ensure they are being properly adhered to.
- Provide ad hoc reports to Grants management Coordinator or EGPAF staff regarding C&G activities in a timely and accurate manner.
- Any other relevant duties as assigned by the Grants management Coordinator.
Required Qualifications
- Bachelor’s degree in finance or business administration
Knowledge, Skills & Abilities
- CPA will be preferred
- At least 5 years’ experience in similar position.
HOW TO APPLY
EGPAF is an equal opportunities employer and the position is open to all. Qualified candidates should submit a CV, cover letter and relevant Certificates explaining how the experience detailed in the CV will contribute to the requirements of the position and references to EGPAF.
Submissions to be sent to:
The Human Resource Manager,
Elizabeth Glaser Pediatric Aids Foundation,
P.O. BOX 1628,
Oysterbay, Haile Selasie Road Plot # 8 & 10,
Dar es Salaam, Tanzania.
OR
APPLY ONLINE THROUGH
e-mail: recruitment.tanzania@pedaids.org
Closing date: 20th October 2016.
Only Shortlisted Candidates will be contacted.
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