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
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
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
Compliance
review, monitoring and support:
§ 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.
Filling and
documentation:
§ 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.
Cash flow
management:
§ 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.
Contracts:
§ 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
Capacity
facilitation:
§ 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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