Belgian Development Agency Jobs in Tanzania April 2014

The Belgian Development Agency, BTC, mobilizes its resources and its expertise to eliminate poverty in the world. BTC contributes to the efforts of the international community and works towards a society that provides present and future generations with sufficient resources to build a sustainable and fair world.

BTC has the vacancies in the project “Natural Resources Management for Local Economic Development in Kigoma Region (NRM-LED)” The project aims at improved enabling environment and strengthened capacities for sustainable management of Natural Resources linked to an equitable Local Economic Development resulting in increased benefits for the communities of selected landscapes in Kigoma Region”.

The direct beneficiaries of the project are the local users of NR organized in Community Based Organizations (CBOs) for NRM; Local, and Regional Government Authorities, Non-state service providers and the Private sector, who associate themselves with the project implementation through partnerships in order to improve their management of Natural Resources in interaction with community partners.

The project execution period will have duration of 60 months, of which 9 months will be for the inception phase/baseline and 51 months for the implementation and exit. The project’s central coordination team will be based at the Kigoma Regional Secretariat and implementation teams will be based in the District Councils of Uvinza, Kasulu and Kibondo.

The project will be led by a Project manager from RS office and a BTC employed International Technical Advisor as co-manager. The team will comprise of (4) other BTC employed National Technical Advisors and supporting staff.One Technical advisor will be stationed in each of the 3 districts. Now, BTC seeks to recruit for the following positions, the expected starting date is 1st July 2014.

1. Advisor: Planning, Monitoring and Evaluation (NTA M&E) (1 Position)

2. Advisor: Gender and Governance Advisor (NTA Gen-Gov) (1 Position)

3. Administration and Finance Officer  (AFO) (1 Position) 

Interested?

Terms of Reference for the positions can be viewed below. Please apply not later than 15th May 2014, by sending: Max. 1 page why you consider yourself to be the best fit, a CV indicating your relevant skills and experience and copies of relevant certificates, by a registered mail to “Resident Representative; BTC Tanzania; 1271 Haile Selassie Road, P.O. Box 23209; Dar es Salaam.

1. National Technical Advisor for Planning, Monitoring and Evaluation (M&E-NTA)

Basic Functions

Under the leadership of the Project manager and project Co-manager, the NTA is responsible for assisting the project management in Effective Planning and ensure the implementation of the Monitoring & Evaluation program as a learning framework and process for achieving results.

Main Duties and Responsibilities

a)     Support the Project Management in planning, budgeting, reporting, monitoring and accounting of the project activities.

b)    Assist in the implementation of the M&E evidence based learning framework.

c)     Guide on execution performance so as to target to achieve results in accordance with the TFF, approved annual work plans and budgets the AFM Manual and BTC PIM and EA.

d)    Give guidance in the monitoring of progress and the implementation of the established monitoring Plan during the Baseline phase.

e)     Ensure the process of an effective and participatory M&E system based on the developed monitoring matrix during the start of the project (Baseline).

f)     Implement a M&E evidence based learning framework and process based on Tanzanian and BTC procedures, which is oriented toward achieving results rather than monitoring activities.

g)    Guide the regular sharing of the outputs of M&E findings with PIU team members, partners, stakeholders and beneficiaries.

h)     Give tools and assistance to the project for strategic steering and operational steering.

i)      Support the capacity building for the establishment of operational plans, and work plans at PIU level and district level.

j)      Give assistance for the financial management support to the set-up of proper procedure to the projects for budget preparation, monitoring and follow, financial planning and reporting, audit recommendations and treasury management.

k)     Give guidance to the nationally recruited District Technical Assistants (DTA) who have been assigned to assist the District Facilitation Teams and DFPs at their level, guide and facilitate them in assisting to maintain quality in monitoring activities at district level, accounting, reporting, budgets and work plans as per AFM Manual.

l)      Plan and coordinate any financial and administrative intervention as directed by JLPC.

m)   Ensure that annual and semi-annual consolidated budgets, work plans and reports are produced as per requirement, and quality checked, and submitted in time to the JLPC,GoT (through DPP of MNRT) and BTC-Brussels (through the BTC-Dar Es Salaam Resident Representative).

n)     Ensure that capacity assessments are undertaken and that training programs and skill development are put into place for administration and financial management both of PIU and LGA, including CBO capacity to develop and manage their own business plans.

o)    Assist the Project Management to develop TOR and tender documents and assist to evaluate financial proposals for Service Provider contracts, and monitor contract performance and account ting quality.

Other Duties

Liaise with other relevant national institutions and sharing of planning and monitoring instruments and results , AFM toolboxes and contribute to tailor make the PMO-RALG  AFM Manual for PFM and SWMP as a relevant tool for this project and  building capacity for its use.

Any other function related to the project that may arise.

Qualifications and Experience

a)     A  degree in Economics,  Administration and Financial Management or a related discipline;

b)    A minimum of 8 years professional experience in planning, monitoring & evaluation and in financial management  linked to development funded projects and working with Local Government and decentralized planning;

c)     Proven expertise in the development and implementation and reporting of programs of monitoring and result based performance management, experience with especially programs focused on CBNRM would be an asset;

d)    Experiences working with designing monitoring and evaluation strategies and systems in donor funded projects, experience with CBNRM or similar  programs and with LGA planning would be an asset;

e)     Experience of conducting primary qualitative and quantitative research;

f)     Experience with management of different sources of data and multiple indicators;

g)    Experience of data base usage, processing and analysis of quantitative and qualitative data sets;

h)     Experience with working in rural areas with focus on participatory processes;

i)      Excellent communication/interactive skills;

j)      Capacity to produce and coordinate production of AFM reports, work plans and budgets;

k)     Excellent oral and written communication skills in English;

l)      Knowledge of MS Windows, Word, Excel and PowerPoint;

m)   Willing and able to be based permanently in the region and travelling regularly to the districts.
Duration and Duty Station

Maximum 56 Months located in Kigoma with frequent travels to districts.

2. National Technical Advisor for Gender and Governance
(NTA Gen-Gov)

 Basic functions

Under the leadership of the Project Manager and the Co-Manager of the project, the NTA is responsible to develop the project’s thematic strategy in gender and governance. The advisor has to formulate, implement, monitor and evaluate activities on the thematic areas of governance and gender.  It includes also the capacity development and awareness making to PIU, staff of the district and region and service providers on the issues related to gender and governance.

 Main duties and responsibilities 

1. Together with other members of the PIU, the RFT, the DFT and DTA and other implementing partners, the NTA ensures the effective participation of the villagers with special attention to women in other vulnerable groups in the activities linked to LUP and CBO formation.
2. Ensure that gender and governance aspects are taken care for in the manuals and toolkits developed by the project.
3. Ensure capacity building in the areas of governance and gender for project and staff of LGA.
4. Organize good governance and business management training for CBO.
5. Ensure for their thematic area that capacity assessments are undertaken and that training programs and skill development are put into place for both PIU, LGA, NGO and private sector partners.
6. Together with other members of the PIU, the RFP, the DFT and DTA and other implementing partners, the NTA ensures that for their thematic area, provision is made in work plans and budgets, with proper monitoring, annual and semi-annual physical and financial reports, are prepared and submitted in time to the National Project Coordinator.
7. Coordinate with local NRM implementation partners (i.e. NGOs and private sector) and supervise locally Execution Agreements in their thematic area.
8. Establish and maintain good working relationships with project participants, counterpart agencies, donors and other relevant organisations and government agencies in the districts, trading lessons learnt, toolkits, etc. in their thematic area.
9. Share information about their thematic area of the project with other organisations and agencies as needed.
10. Liaise and co-ordinate project activities in their thematic area with other relevant technical assistance projects.
11. Together with the DFP and DTA, identify the need for specialist studies in their thematic area, propose consultancy terms of reference and supervise fieldwork and report preparation.
12. Report quarterly to NRM & LED-ITA.

Other Duties 

Participate in and contribute to bi-annual stakeholder meetings at landscape, district and regional level, guiding project planning, budgeting and reporting session that conform with the thematic strategy.

Qualifications and experience

1. A graduate in a governance or gender and development, with some NRM related discipline;
2. A minimum of 8 years professional experience, of which at least 5 years with NGOs;
3. A minimum of 5 years professional experience in gender, governance and microfinance organisations;
4. Excellent oral and written communication skills in Kiswahili and English;
5. Knowledge of MS Windows, Word, Excel, PowerPoint and publisher;
6. Willing and able to be based permanently in the region, travel extensively with extended stays in remote and rural locations;
7. Able to adapt to circumstances to communicate with the rural communities, familiar with participatory process, O&OD, LUP and 6 steps to CBNRM, especially to ensure gender balanced perspectives. 

Duration and Duty Station

Maximum 48 months located in Kigoma

3. Administration and Financial Officer (AFO)

Basic functions

The AFO under the leadership of the Project Manager and Project Co-Manager is responsible for the correct and timely execution of a variety of finance-related tasks not exclusively limited to those limited below. This includes working under the direct supervision of the Belgian Technical Cooperation (BTC) Representation for all “BTC own managed“ related expenses; and of both BTC Representation and National Project Coordinator for all “co-management” related expenses (if relevant)  and is to contribute to the attainment of the project objectives in line with the TFF, related agreements and PIM.

Main duties and Responsibilities

Responsible for financial administration and procedures:

1. Control all financial administration issues, solves problems, helps improve financial administration by developing tools (e.g. AFM Manual), checks quality, points out and corrects errors and problems, reports any major problem to the co-concerned and seeks advice from the BTC Finance Controller, when necessary.
2. Ensure a correct, smooth and efficient organization of the financial administration.
3. Provide hands-on support and assistance to District administration in planning and accounting resources of the Project in co-management.
4. Organize regular meetings with financial and administrative staff, and ensure good communication, information and cooperation within the financial administration team.
5. Supervise compliance with legal and administrative procedures and guidelines; this implies he studies, checks and reinforces financial guidelines and procedures of the Belgian Technical Co-operation and Ministry of Finance (for Own- managed) (i.e. PIM) in addition to the Tanzanian regulations (for co-management), including the Specific Agreement, Execution Agreement, the TFF, the BTC quality handbook and any guidelines provided from Brussels or Tanzanian legal texts (e.g. AFM Manual).
6. Ensure all instructions received from the representation or BTC headquarters are correctly applied and followed and that the requests are met within these deadlines.
7. Update guidelines and system of all types of payments in the project, especially oversee that allowances conforms to the PIM.
8. Update Administrative and Financial Management (AFM) Manual, and ensure communication of new procedures to all administration and finance staff involved (i.e. ministry, PIU, region, district, etc.).
9. Guide on tender process and monitor contract financial performance with respect to quality deliverables of service providers, consultancies and the like.
10. Monitor and manage all procurement as per BTC procedures.

Financial activity reporting

1. Final responsibility for timely production of monthly financial statements; provide guidance and supervision to the accountant who produces these statements.
2. Produce financial reports whenever requested following format lay out (e.g. for steering committees), or develops customized formats for ad hoc reports (in excel).
3. Ensure that all the financial reports are forwarded to the Representation Office in Dar es Salaam as per the laid down procedures.
4. Make electronic back-up of final versions of financial reports.
5. Provide support to project partners for financial reporting.

Budgeting and financial planning

1. Follow up and update of budget, comparing budget and planning with actual expenses, providing monthly overview of budget balance to co-management and technical teams.
2. Financial short-and long term planning: overall, yearly and quarterly (in co-operation with co-management and technical teams); monthly and weekly, in co-operation with accountant.
3. Overall management of bank and cash accounts, making cash calls on basis of the financial planning.
4. Provide support to district and partners in financial planning, training hands on as needed.

Auditing, monitoring, consulting, training

1. Audit and analyze project expenses monthly, report any inconsistencies or irregularities.
2. Control supporting accounting documents on quality and completeness, and follow up on corrections by the accountant.
3. Consult and monitor financial issues related to technical project components (e.g. transfer of scholarship funds, accountability of beneficiaries and institutions).
4. Prepare and provide training on financial management for stakeholders, attend Regional Stakeholders Meetings to guide on QA of budgets and financial reports, screening documents and correcting inconsistences before presentation to JLPC.
5. Prepare and assist internal and/or external financial audit missions.
6. Any other tasks reasonably requested.

Qualifications and experience

1. University degree in finance, business administration or business economics;
2. Minimum 10 years of experience in financial management and project administration, and experience with BTC procedures an advantage;
3. Management experience, and experience with an international organization or NGO, 5 years minimum;
4. Very good hands-on knowledge of Excel and Word is a must. Other accounting programs (Database, accounting programs) a strong advantage;
5. Proficient in English and Swahili with good translation skills;
6. Mature, good communicator and team player;
7. Able to work under stressful conditions and not objecting to overtime and field missions.

Duration and Duty Station

Maximum 57 months and located in the PIU office in Kigoma with a possibility of being re- located to any other BTC funded project in Tanzania.