Vacancies - The Foundation for Civil Society

Administration and Finance Manager

ADMINISTRATION AND FINANCE MANAGER (1 POSITION)

This post is part of the Senior Management team within the Foundation. You will be expected to function as part of this team, in a cooperative and effective manner, focusing on the following:

MAIN DUTIES/TASKS

1. Human Resource Management for all sections of the Foundation
To ensure transparent human resource policies are implemented in accordance with the approved staff policies and procedures.
To ensure human resources are adequate at all times in all departments/units of the Foundation;
To manage the overall annual staff assessment process
To review the staff policies and procedures
To manage all grievance procedures
To ensure equal opportunities are adhered to at all times.

2. Financial Management
To oversee financial policies, procedures and regulations;
To ensure budget monitoring, cash flow projections, financial controls and operating systems are functioning and diligently enforced.
To prepare annual budgets in accordance with Board requirements
To monitor expenditure and ensure funds are effectively and efficiently accounted for.
To prepare periodic and mandatory financial reports as per he Foundation’s and IFRS requirements
To answer all audit queries and report
To file the necessary reports to the Registrar of Companies
To engage in fund raising activities whenever required
To prepare and implement all tax implications for the Foundation as required by law

3. Administration
To ensure efficient and user friendly administrative services are available to all parts of the Foundation
To manage all staff in the administrative section, and ensure they are results-orientated.
To ensure efficiency in filing, production of minutes for the Board and others when required.
To oversee the efficient use of administrative resources

4. Contract Management
To ensure contract and procurement processes are in line with the Foundation’s Guidelines
To manage oversight of all contracts, and contracting processes (including public tenders)
To review the outputs from all contracts completed and recommend payments.

RESPONSIBILITIES
Team Leadership:
· Leader of the Finance team
· Leader of the Administrative Services teams
· Member of Management team

Decision Making (level and type)
· Financial approval as delegated by the Executive Director
· Human resources policies and procedures as delegated by the Executive Director

QUALIFICATIONS, EXPERIENCE AND SKILLS
Minimum education requirements
· At least a Bachelors Degree in Accounting. An MBA is highly preferable
· CPA or ACCA
· At least five years experience in management position, especially in the civil society sector. Experience is grantmaking organization is desirable.

Attributes, Competences and Skills
· Very high levels of integrity
· Ability to work independently
· Ability to communicate effectively orally and in writing
· Excellent interpersonal skills with ability to work with people from different cultures
· Very good command of both spoken and written English and Swahili
· Very good command of the use of computers including the use of various accounting software such as Pastel, Sun systems, etc.


2011-05-19

Assistant Program officer

ASSISTANT PROGRAM OFFICER - GRANTS ( 1 POSITION )

Desired skills, knowledge and qualifications
• Degree in social sciences with at least three years experience in grants or project management, monitoring and evaluation, policy and development.
• Strong analytical and problem solving skills
• Excellent, well developed interpersonal and organizational skills.
• Must be a team player, very self motivated and able to make balanced judgment and prioritize work load with minimum supervision
• An in depth knowledge of the civil society sector and development processes in Tanzania
• Highest level of integrity, honesty and sense of responsibility.
• A proven ability to work under pressure to achieve visible results.
• Strong work ethics and sensitive to people from different countries/cultures.
• An in depth knowledge of MKUKUTA/MKUZA
• Excellent report writing skills and analytical skills
• Fluency in written and spoken English and Kiswahili
• Computer literate with proficiency in MS Office Applications
Key Responsibilities
• To review and screen grants applications in line with Foundation grants procedures and regulations:
• To ensure adequate contracts management and compliance by grantees, regularly monitoring progress by reporting measures, selective site visits as prescribed in the Foundation’s grants procedures and regulations
• To ensure accurate and regular information is sent to grant applicants on the status of their applications
• To ensure accurate information about Foundation grantees is maintained in the database
• To prepare periodic reports for management purposes and other stakeholders
• To prepare high quality written materials for donor reports, training materials, grantee agreements, and other program documentations.


2011-05-19

Program Officer - M&E

PROGRAM OFFICER - MONITORING AND EVALUATION (1 POSITION)

Key Responsibilities
• To ensure that monitoring (activity and financial) findings feed into the lesson-learning, information sharing and new areas of work for the Foundation’s programmes
• To ensure that all outsourced activities are delivered in a high quality and feed into decision on how to improve the Foundation’s services
• To ensure effective joint working and regular co-ordination between the departments
• To lease with all departments and officers as necessary
• Participate in designing Monitoring and Evaluation system for the Foundation where necessary

Desired skills, knowledge and qualifications
• Master’s degree in social sciences with at least three years experience in grants or project management, monitoring and evaluation, policy and development.
• Strong analytical and problem solving skills
• Excellent, well developed interpersonal and organizational skills.
• Must be a team player, very self motivated and able to make balanced judgment and prioritize work load with minimum supervision
• An in depth knowledge of the civil society sector and development processes in Tanzania
• Highest level of integrity, honesty and sense of responsibility.
• A proven ability to work under pressure to achieve visible results.
• Strong work ethics and sensitive to people from different countries/cultures.
• An in depth knowledge of MKUKUTA/MKUZA
• Excellent report writing skills and analytical skills
• Fluency in written and spoken English and Kiswahili
• Computer literate with proficiency in MS Office Applications


2011-05-19

Human Resource Officer

Human Resources Officer (1 POSITION)

Job summary:
Plans, develops, establishes, implements, and administers the human resources management function

Main duties
· To keep employees records accurately and timely in employees files and HR database (software)
· To administer leave and personnel payroll functions including salary changes
· To develop and implement HR policies and procedures and assist and accurately interpret the policies
· To coordinate staff recruitment – Reviewing Job description, Posting Job adverts, Reviewing CVs, Screening applicants, conducting interviews and checking references, processing employee’s paperwork accurately
· To coordinate induction process for new staff members
· To identify, plan and provide staff training (identify needs assessment, prepare training plan)
· To deal with disciplinary procedures
· To administer HR programs (staff benefits)
· To performs other duties as assigned by the supervisor/ line manager

Academic qualifications and years of experience
· Degree in Human Resources Management
· Minimum of 2 years experience in a similar position is essential
· Competences (Skills, Knowledge, Abilities)
· Excellent communication/ interpersonal relationship skills
· Fluency in English and writing
· Computer literacy with competency in MS Office Application
· Team player.


2011-05-19

IT and DB Specialist

IT AND DATABASE SPECIALIST (1 POSITION)

Job summary
The IT and Data base Specialist is responsible for the management and support systems for the Foundation. The Incumbent will work under supervision of the Executive Director.

Specific Responsibilities:
• To support Windows PCs (XP or above)
• To ensure Windows and other software is maintained and that patches are promptly applied.
• To ensure anti-virus software is kept current.
• To ensure information is backed up and maintained in accordance with Foundation policies and procedures.
• To provide user support on hardware, networking and software related issues.
• To configure and troubleshoot laptops / desktops / printers
• To support Windows 2003/2008 Servers
• To ensure Windows Server and other software is maintained and that patches are promptly applied.
• Ensure To ensure anti-virus software is kept current.
• To maintain spare parts and perform hardware repairs and restoration.
• To maintain network infrastructure including ISP, Cisco /router/adaptive appliance/wireless access point, Ethernet switch, PABX; perform routine Moves, Adds, and Changes whenever needed.
• To set up, maintain and support the IT infrastructure of offices as they are established.
• To assist with technical specifications, budget, and forecast the IT requirements for the offices and coordinate the procurement for the same.
• To supervise the performance of any IT firms or service provider hired to support the programs.
• To ensure compliance with Foundation Information Security policies, procedures and standards.
• To maintain and document location of equipment. Be prepared to distribute them quickly to other departments as needed.
• To maintain and to update Foundation website and other CSOs website
• To ensure that the Foundation team is assisted with data entry at peak grant application periods
• To test computers and ensuring that computer systems are functioning properly.
• To physically set up computers and software system installation for various computer applications and programs.
• To maintain and upgrade computer systems or offering recommendations on upgrades needed
• To maintain other computer peripheral devices such as printers and solving printing problems if they arise.
• To carry out any other duties as you may be directed by the Director

Required qualifications and Experience
• Minimum bachelor’s degree in Computer Science, Electronics, Computer Engineering or another related field plus three years of relevant experience.

Knowledge, Skills and abilities
• Must have at least three years experience supporting and troubleshooting Windows PCs,servers,Printers and networks or similar work environment,
• Strong organizational and interpersonal skills and ability to work in a team oriented setting,
• Competency in Microsoft Windows 2003/2008 server
• Competency in Microsoft Office 2003/2007
• Competency in Mail Programme (outlook) Microsoft Exchange and Internet software connection by radio link to ISP
• Competency in Database software
• Advanced skills in computer networks and use of routers, switches and security appliances.
• Result oriented individual
• Must possess excellent oral and written communication skills and fluency in English.
• Problem solving and decision making


2011-05-19

Program Officer – Communication, Information and Publicity

PROGRAM OFFICER – COMMUNICATION, INFORMATION AND PUBLICITY

Key Responsibilities
• Promote and publicize and market in a positive way the Foundation services and all matters related to the Foundation
• Developing internal information resources and networks (knowledge management) increasingly via intranet sites
• Prepare quarterly newsletter of the Foundation
• Coordinate the preparation of reports, publications and website content
• Identify, analyse and interpret information on Civil Society with the view to package it for easy use by the staff and stakeholders of the Foundation
• Coordinate the documentation of success stories and other activities of CSOs for TV, Radio programs, magazines, newsletters and other Foundation’s publications
• Provide support in translating, writing and editing of reports and other documents
• Solicit/collect/gather relevant articles from mass media like newspapers and keep them for information sharing
• Organize press release and coordinate press conference including preparation of speech
• Perform any other duties as assigned by the supervisor

Academic qualifications and years of experience
• Master’s degree in Journalism, Mass Communication or any related qualifications
• At least 3 years of experience in Mass communication

Competences (Skills, Knowledge, Abilities)
• Ability to communicate with people
• Excellent writing and interpersonal skills
• Public speaking and presentation skills
• Fluency in English and Kiswahili
• Computer literacy with competency in MS Office Application

PERSONAL ATTRIBUTES
In addition to the above skills and qualifications, applicants for the above positions are required to have the following attributes
• A very high level of integrity, honesty and sense of responsibility
• Ability to work under pressure and produce results
• Ability to work in a dynamic team
• Ability to self manage, achieve results, and meet deadlines

REMUNERATION
The Foundation offers an attractive salary commensurate with qualifications and experience, career development opportunities and excellent working conditions.

MODE OF APPLICATION
If you feel you meet the criteria outlined above, please apply in writing to the address below, and enclose the following documents:
• A typed application letter stating why you feel you are the best candidate for the post
• A fully typed curriculum vitae (CV)
• Copies of relevant certificates
• Full contact details, including telephone numbers and e-mail address
• The names and contact details of three (3) professional references.

Closing date for all applications will be 6th June, 2011. Applications received after this date will not be considered. Only short-listed candidates will be contacted.

The Executive Director
The Foundation for Civil Society
Haidery Plaza, 5th Floor
Upanga/ Kisutu Street,
P. O. Box 7192, DAR ES SALAAM
Email: jobs@thefoundation-tz.org
Website: www.thefoundation-tz.org

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