Locally known as the Walter Reed Southern Highlands AIDS Program, the Henry Jackson Foundation Medical Research International (HJFMRI) is an international non-governmental organization working in several countries conducting research studies and providing care and treatment to people affected by HIV/AIDS. HJFMRI is funded by the Presidents Emergency Plan for AIDS Relief PEPFAR.
In collaboration with the Ministry of Health and Welfare (MOHSW), HJFMRI has been leading a comprehensive HIV/AIDS care and treatment program in the Southern Highlands of Tanzania since 2004 with support from the President’s Emergency Plans for AIDS Relief (PEPFAR). The program is based within the Mbeya Referral Hospital and has since extended to more than 100 health facilities in Mbeya, Rukwa and Ruvuma regions, which collectively represent a catchment area of about 6 million people. Mbeya region is one of high prevalence regions in Tanzania and expansion of HIV care and treatment programs is critical.
Walter Reed Program is seeking qualified candidate to fill the positions below. Cover letters and resumes should be sent to the Human Resources Manager, P.O. Box 6396, Mbeya or e-mailed to; recruitment@wrp-t.org NOTE: to be considered, applicants must put the TITLE OF THE JOB in the SUBJECT LINE. Deadline for submission of the application is November 5th, 2014. Those who do not meet the minimum requirements as detailed below should not submit applications.
JOB DESCRIPTION
1. Job Title: Accounts Assistant
Reports To: Finance Manager
Job Location: Mbeya with 10% Travel time
General Overview:
The purpose of this position is to ensure accuracy and timeliness of payments and Financial reporting to the Program are done without delay. The Accounts Clerk is responsible for overseeing all payment vouchers are proper review and all has appropriate supporting documents before scanning to Finance manager. S/he will actively develop this role in relation to the Professional ethics and WRP rules and regulations.
Duties and Responsibilities:
Develop and Integrate the Role of Accounts clerk
• Receiving invoices from vendors fill the payment requests form for payment processing.
• Maintain invoice book register on daily basis.
• Photocopy checks and checklist for reference purpose.
• Send cheque list to the Bank.
• Proper arrangement and failing all payment vouchers and journal vouchers.
• Depositing Program staff checks for Regional field Offices to various banks
• Submitting all posted Payment vouchers to Finance Manager for Review.
• Submitting all posted Payment vouchers for approval.
• Update the NSSF, PPF, PAYE Files in Monthly basis make sure that each is failed in its respective file.
• Distribute staff salary slips on monthly basis.
• Maintain Mbeya petty cash.
Financial Reporting
• Get the entire financial document, Pvs, Receipts, and Journal Vouchers scanned to Finance manager.
• Maintain List of paid Partners in excel sheet on Monthly basis.
Skills/Qualifications:
• Advanced Diploma in Accounting or Corporate Finance with Reporting Skills,
• Attention to Detail, Deadline-Oriented, Reporting Research Results, SFAS Rules, Confidentiality, Time Management and Data Entry Management,
• knowledge of office administration and procedures
• knowledge of general bookkeeping procedures
• proficient in relevant computer applications
• 1-3 years accounts payable and general accounting experience
Personnel Integrity
• Keep all the information related to work as confidential.
• Develop and maintain professional working relationships with all staff.
Other
• Participate in staff events and meetings;
• Undertake other assignments that you will be assigned by the Management.
2. Job Title: Regional Accountant
Reports to: Regional Program Manager
Location: Katavi
General Overview
The day-to-day responsibilities include financial operations of the HJFMRI Katavi Office. Also responsible for establishing and maintaining financial and administrative management and internal control systems. Ensuring that resources are used and applied correctly, while continually improving efficiency, and providing support and quality service to other areas of the program.
Duties and Responsibilities:
Administration
• Manage the administrative function and establish internal administrative systems and controls;
• Oversees the whole administration functions, inclusive of office security, internet system, office equipment, stationery and general printing;
• Develop and implement tracking systems to ensure proper control of document and parcels;
• Provide and facilitate administrative support services to staff and recommend appropriate improvements;
• Ensures that all cheques issued by WRP are dispatched to vendors and obtains appropriate receipts thereof;
• Oversee vehicle movements and conditions to ensure effective utilization and schedule adherence;
• Monitor company assets and ensure they are accurately accounted for;
• Oversee service level agreements and leases;
Finance
• Manage cash and cash related activities;
• Oversee petty cash disbursements and reconciliations.
• Prepares and maintains budget and wire request forecasting;
• Oversee disbursement of cheques for the program’s expenses;
• Organizing accounting documents;
• Managing staff payment requests and advance recons;
• Ensure proper use and maintenance of physical assets and office, including vehicles, equipment, furniture, and office building;
• Prepare monthly wire forecasting;
• Supervise the arrangements for travel, boarding and lodging for program staff;
• Ensure that equipment, utilities (internet, water, electricity etc.) and premises are well maintained and fully functional at all times;
• Stay up-to-date with current financial regulations, including tax liabilities
• Ensures sound cash management of petty cash fund.
• Oversee cash disbursements in accordance with financial management policies and established approval levels.
• Responsible for cash management of the regional office including banking and disbursement in accordance with established WRP procedures.
Procurement Oversight
• Oversee work related procurement, billing and receipt from various suppliers, providers and contractors.
• Track, document, and report procurement approval documentation
• Ensure USG procurement guidelines are strictly followed.
Education and Experience:
• Advanced Diploma in Accounting, B.Com – Finance or its equivalence;
• 3 years experience preferably from not-for-profit organizations;
• Knowledge of QuickBooks
Computer Skills:
The following computer proficiency is (are) required: Microsoft Office, accounting and payroll management software, e-mail and internet, and willingness to expand skill base.
3. Position: Human Resources Officer
Reports to: Human Resources Manager
Location: Mbeya
PURPOSE OF THE POSITION
The Human Resource Officer is responsible for providing support in the various human resource functions, which include recruitment, staffing, training and development, performance monitoring and employee counseling.
SCOPE
The Human Resource Officer provides advice and assistance to supervisors and staff. This may include information on training needs and opportunities, job descriptions, performance reviews and personnel policies of the Council.
The position coordinates the staff recruitment process .The Human Resource Officer provides advice and support to supervisors and staff selection committees and ensures that they have accurate and timely information in order to make effective decisions. Failure to provide adequate advice or assistance may result in lost opportunities for staff development, poor staff morale, financial loss to staffs for residents and a loss of credibility
RESPONSIBILITIES
Provide support to supervisors and staff to develop the skills and capabilities of staff.
Main Activities:
• Ensure that accurate job descriptions are in place
• Provide advice and assistance with writing job descriptions
• Provide advice and assistance when conducting staff performance evaluations
• Identify training and development opportunities
• Organize staff training sessions, workshops and activities
• Process employee requests for outside training while complying with policies and procedures
• Provide basic counseling to staff who have performance related obstacles
• Provide advice and assistance in developing human resource plans
• Provide staff orientations
• Access funding for training and write proposals
Monitor staff performance and attendance activities.
Main Activities:
• Monitor daily attendance.
• Investigate and understand causes for staff absences.
• Recommend solutions to resolve chronic attendance difficulties.
• Provide basic counseling to staff that have performance related obstacles.
• Provide advice and recommendations on disciplinary actions.
• Monitor scheduled absences such as holidays or travel and coordinate actions to ensure the staff absence has been adequately covered off to ensure continuity of services.
• Inform affected staff or residents of unexpected absences from work and coordinate actions ensuring the continuity of services such as cancellation of events and locating keys.
Coordinate staff recruitment and selection process in order to ensure a timely organized and comprehensive procedure is used to hire staff.
Main Activities:
• Provide advice and assistance to supervisors on staff recruitment
• Prepare notices and advertisements for vacant staff positions.
• Schedule and organize interviews
• Participate in applicant interviews
• Conduct reference checks on possible candidates
• Prepare, develop and implement procedures and policies on staff recruitment
• Inform unsuccessful applicants
• Conduct exit interviews
Provide information and assistance to staff, supervisors on human resource and work related issues. Main Activities:
• Develop and implement a human resources plan and personnel management policies and procedures
• Promote workplace safety.
• Provide advice and assistance to staff and management on pay and benefits systems
• Research and monitor human resource systems in other organizations within the community.
• Explain and provisions of the personnel policy.
• Explain employment standards and legislation such as workers compensation, labour standards and Fair Practice Act.
• Organize the transitional provisions of employee compensation, pay and benefits when positions are transferred or new positions are funded through contribution agreements and other special funding arrangements.
• Arrange for the repairs of computers and other office equipment and assist with organizing staff to carry out work due periods of equipment shutdowns.
• Attend Council meetings to provide information, when necessary.
Perform other related duties as required
KNOWLEDGE, SKILLS AND ABILITIES
(The knowledge, skills and attitudes required for satisfactory job performance)
Qualifications:
• At least a Bachelor degree in Business, Public Administration, Communication, Psychology, or other similar degree.
• At least three (4) years previous work experience as an HR/Administrative Officer
• General knowledge of the principles and practices of personnel administration; ability to establish and maintain effective relationships with peers and employees; ability to present information and make recommendations effectively in oral and written form. Proficient computer skills and working knowledge of the Internet.
• Demonstrated ability to work under pressure and make deadlines.
• Demonstrates good judgment; approachable and professional; solid problem solving skills; ability to handle multiple tasks; self-motivated; well organized.
Knowledge
The incumbent must have proficient knowledge in the following areas:
• Human resources management
• Job descriptions
• Performance review methods and techniques
• Staff training, development and
• Recognition
• Delegation
• Mentoring and coaching
• An understanding of relevant legislation, policies and procedures
• An understanding of the northern cultural and political environment
• An understanding of the roles and responsibilities of First Nations Councils
An understanding of land claims and self-government
Skills
The incumbent must demonstrate the following skills:
• Supervisory skills
• Team building skills
• Problem solving skills
• Basic counseling skills
• Negotiations skills
• Effective verbal and listening communications skills
• Computer skills including the ability to operate spreadsheets and word-processing programs at a highly proficient level
• Effective written communications skills including the ability to prepare reports, proposals’ policies and procedures
• Effective public relations and public speaking skills
• Research and program development skills
• Stress management skills
• Interviewing skills
• Time management skills
Personal Attributes
The incumbent must maintain confidentiality, use sound judgment and perform independently while performing the duties of the human resource officer. The incumbent must also demonstrate the following personal attributes:
• Maintain standards of conduct
• Be respectful
• Possess cultural and political awareness and sensitivity
• Be flexible
• Demonstrate sound work ethics
• Be consistent and fair
4. Position: Clinical Officer (AFRICOS)
Reports to: Research Director
Location: Mbeya
Position Overview:
The Walter Reed Program/Henry Jackson Foundation Medical Research International (WRP/HJFMRI) together with the NIMR-Mbeya Medical Research Center (MMRC); the University of Munich and the Mbeya Referral Hospital (MRH), aim to improve treatment and care of HIV infected patients through clinical research tightly integrated into the routine implementation of the national ART Program. Projects conducted in the collaborative setting focus on treatment experienced HIV infected patients, the management of HIV associated diseases such as Cervical Carcinoma and Tuberculosis and program evaluation of the PEPFAR funded ART program in the southern highlands of Tanzania, integrating research activities into the routine patient care, capacity building and infrastructure development. In this context, the collaboration aims to implement the AFRICOS Study, a cohort study following up to 500 HIV positive patients on Care at MRH and 100 HIV negative participants over a long period of time and as such is seeking to fill the position of a Clinical Officer.
The candidate will work under the supervision of the AFRICOS Study Clinician to ensure that clients who are enrolled in AFRICOS are examined and managed clinically during and after the enrollment process. This will include but not limited to ensuring that their vital signs are taken and that they are consented properly before they are enrolled in the study. The person will work closely with Walter Reed Program (WRP), Mbeya Referral Hospital (MRH) and Mbeya Medical Research Centre (MMRC) clinicians and Research Liaison Officer who are involved in the study. S/he will be required to work closely with the Laboratory in charges of WRP, MRH and MMRC to ensure that patient samples are collected appropriately and sent to the testing labs in the required time.
Duties and Responsibilities:
• Work closely with AFRICOS Study Physician and the AFRICOS Team to ensure that clinical research and related activities of AFRICOS are performed in accordance with federal regulations, partners and sponsoring agency policies and Good Clinical Practice and principles of ethical research and other requirements that apply.
• Assists in the development of AFRICOS study document materials and tools necessary to implement and document all phases of the AFRICOS Study, including but not limited to budgets, protocols amendments, training materials, checklists, study logs and IRB submission.
• Support, coordinate and facilitate all phases of study implementation including but not limited to patient selection, recruitment and Informed Consent Process, Patient enrollment and follow up, clinical management and reporting of Adverse Events and Serious Adverse Events, management of study specific training and study close out;
• Other Clinical duties as assigned by the Study P.I or designee.
Qualifications:
The suitable candidate should have:
• Hold a minimum of Diploma/Higher Diploma in Clinical Medicine.
• Have at least three years of experience in Clinical Research, including participant enrolment in clinical studies.
• Have documented Ethical and GCP training including CITI.
• The person should have experience and conversant with Codes of Ethics of Clinical Research.
• Further formal training in HIV (e.g. counseling, treatment literacy, PMTCT, PITC) is an added advantage.
• Mastery of Spoken and written English is mandatory.
Personal Skills:
• Good computer skills.
• Excellent organizational skills
• Good coordination skills and ability to work in a team.
• Excellent communication and interpersonal skills
• Fluency in English
• High degree of commitment
• Results oriented i.e. with the ability to meet deadlines with competing priorities.
• Willing to work independently in a multidisciplinary team.
5. Position: GBV Clinical Manager
Reports to: Medical Director
Location: Mbeya region with frequent travel to the Southern Highlands and Dar es Salaam
General Overview:
WRP has received funding for the expansion of project activities with a focus on addressing gender-based violence (GBV) and gender norms. We are seeking for a GBV Medical Officer based in Mbeya who will work closely with the medical and outreach partners to design strategies and coordinate all clinical GBV and gender-related activities in four regions of the Southern Highlands in Tanzania (Mbeya, Rukwa, Ruvuma and Katavi).
This position is based in Mbeya, Tanzania with frequent travel throughout Rukwa, Ruvuma and Katavi regions. The position holder will be responsible for the management of facility/clinical based GBV programming. This will include, but not be limited to training of health service providers, provision of materials/drugs and related supplies for GBV clients, and supervision of CT activities to ensure quality service delivery. The position holder will be responsible for creating strong linkages between health facilities, governmental and community based GBV activities. The incumbent will also be responsible for liaising with local and national leadership and other WRP departments for the purpose of developing a comprehensive GBV program.
Duties and Responsibilities
Program Implementation, Management and Development
• Provide technical leadership in program implementation, monitoring, and evaluation of all GBV Clinical activities.
• Provide support and guidance to clinical partners to ensure quality implementation and outputs in relation to the GBV & VAC national guidelines.
• Collect, review and analyze relevant facility data and other relevant documents and assist the GBV Specialist to prepare reports.
• Provide regular supportive supervision and mentorship to Clinical GBV program sites and offer technical guidance/recommend changes for improvement in program and service delivery as deemed appropriate.
• Provide technical support to the GBV implementing partners at facility level through timely distribution of SOPs, registers, report forms and other relevant working tools
• Participate in the development and review of training materials and facilitate training and workshop/seminars as needed. These training may include Syndromic Management of STIs, VCT counseling, PEP, Home Based Care, Peer Education, emergency contraception, trauma counseling and psychosocial support and any other relevant Clinical GBV training.
• Devise appropriate capacity building strategies to ensure the development and sustainability of all GBV program activities.
• Provide orientation on GBV and gender issues to key staff internally and externally as and when needed.
• Monitor the effectiveness of the program on a monthly basis and submit monthly reports to the GBV Officer.
• Collaborate with Outreach, Finance/Administration, Lab and the Procurement/Logistics Manager to ensure that program supplies and resources are available in a timely manner to support services, workshops, events and research conducted by outside consultants.
• Work closely with the monitoring and evaluation department to develop, monitor and report on indicators related to GBV and gender activities
• Develop monthly budget forecasts and reconcile budgeted and spent amounts.
• Work closely and collaboratively with the clinical/facility GBV implementing partners to obtain relevant information and data for GBV & VAC for planning and budgeting purposes
• Ensure provision of quality GBV services by tracking progress of the relevant GBV QI indicators as needed
Staff Management
• Identify training needs for GBV implementing Clinical partners and develop capacity building programs to strengthen staff capacities.
• Conduct in-service GBV training and GBV refresher courses for supporting medical and non medical staff
• Participate in capacity building efforts when called upon to facilitate in other programs e.g. school health, nutrition and reproductive health etc as part of the general development of GBV health services.
Coordination and Networking
• Coordinate program efforts and participate in GBV taskforce/sub-cluster meetings with relevant partners and stakeholders.
• Participate in key forums representing WRP/HJFMRI as requested by the GBV Specialist, Outreach Director and Director HJFMRI HIV Program
• Provide key information from the field to relevant stakeholders so as to raise awareness on key issues relating to GBV
• Maintain strong working relationships with all relevant stakeholders throughout the program cycle as well as providing immediate feedback on important issues
• Participate in GBV meetings at local, National (MOHSW) and at USG level
Qualifications:
• Qualified medical or nursing personnel.
• Experience implementing Clinical GBV related initiatives which can include a combination of community-based awareness-raising and prevention and/or facility based work developing the capacity of service providers to respond meaningfully to GBV in a clinical setting.
• Demonstrated understanding of the link between gender norms, GBV and HIV vulnerability.
• Demonstrated understanding of the Tanzanian and Southern Highlands contexts
• Knowledge about HIV disease, transmission and prevention based upon training or experience.
• Knowledge and experience regarding community based programs for HIV prevention and supportive care and treatment
• Experience with monitoring and evaluation of GBV focused interventions, preferably under PEPFAR.
• Proficiency in English required; proficiency in Kiswahili preferred
• Ability to travel in country up to 50% of the time.
• Good communication skills; ability to troubleshoot; ability to work independently and supervise volunteers. Must be diplomatic and culturally sensitive, with excellent communications skills.
• Computer knowledge is additional advantage
6. Position: Receptionist/Executive Management Assistant
Reports to: Office Manager
Location: Mbeya
Job Purpose:
The Receptionist/ Executive Management Assistant is responsible for providing secretarial, clerical and administrative support in order to ensure that program services are provided in an effective and efficient manner. S/he will handle front office reception and administration duties, including greeting visitors, answering phones, handling company inquiries, and sorting and distributing mails as well as schedule meetings and travel for the entire program team.
Job Duties and Responsibilities:
• Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries;
• Directs visitors by maintaining employee and department directories and giving instructions;
• Maintains security by following procedures; monitoring logbook and issuing visitor badges;
• Maintains telecommunication system by following manufacturer's instructions for house phone and console operation;
• Maintains safe and clean reception area by complying with procedures, rules and regulations;
• Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs;
• Collects, Sorts and distributing incoming and outgoing mails, parcels and documents;
• Answers inquiries from vendors and other government and non-governmental organizations;
• Calls persons waiting for visitor and book them a room to meet in;
• Update appointment calendars;
• Schedules follow-up appointments;
• Keeps up to date with current airfare promotions and hotel pricing, to provide information to staff and program visitors;
• Conduct regular security checks throughout the day and report any security issues to line manager;
• Reports any maintenance issues immediately to line manager, including all furniture, fittings and equipment;
• Be responsible for evacuation, in cases of emergency, acting as first point of contact for guests and the emergency services;
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics;
• Maintains Country Director's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel;
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies;
• Organizing and maintaining files and records;
• Making travel and visitors arrangements;
• Contributes to team effort by accomplishing related results as needed.
Education and Experience:
• Diploma/Advanced Diploma or bachelor degree in business administration or management or its equivalent
• Knowledge of principles and practices of basic office management
• Information technology knowledge
• Knowledge of computers and relevant software applications
• Knowledge of customer service principles and practices
Key Skills & Competencies:
• Excellent communication skills - verbal, written and presentation
• Responsible and a self-starter with high attention to detail
• Planning, organizing and prioritizing
• Extremely neat and decent in appearance
• Good listening and comprehension skills
• Excellent time management skills
• Proficient in Microsoft Office (Outlook, Word, PowerPoint, and Excel)
• Reliability, flexible
Walter Reed Program is an equal opportunity employer; women are highly encouraged to apply
In collaboration with the Ministry of Health and Welfare (MOHSW), HJFMRI has been leading a comprehensive HIV/AIDS care and treatment program in the Southern Highlands of Tanzania since 2004 with support from the President’s Emergency Plans for AIDS Relief (PEPFAR). The program is based within the Mbeya Referral Hospital and has since extended to more than 100 health facilities in Mbeya, Rukwa and Ruvuma regions, which collectively represent a catchment area of about 6 million people. Mbeya region is one of high prevalence regions in Tanzania and expansion of HIV care and treatment programs is critical.
Walter Reed Program is seeking qualified candidate to fill the positions below. Cover letters and resumes should be sent to the Human Resources Manager, P.O. Box 6396, Mbeya or e-mailed to; recruitment@wrp-t.org NOTE: to be considered, applicants must put the TITLE OF THE JOB in the SUBJECT LINE. Deadline for submission of the application is November 5th, 2014. Those who do not meet the minimum requirements as detailed below should not submit applications.
JOB DESCRIPTION
1. Job Title: Accounts Assistant
Reports To: Finance Manager
Job Location: Mbeya with 10% Travel time
General Overview:
The purpose of this position is to ensure accuracy and timeliness of payments and Financial reporting to the Program are done without delay. The Accounts Clerk is responsible for overseeing all payment vouchers are proper review and all has appropriate supporting documents before scanning to Finance manager. S/he will actively develop this role in relation to the Professional ethics and WRP rules and regulations.
Duties and Responsibilities:
Develop and Integrate the Role of Accounts clerk
• Receiving invoices from vendors fill the payment requests form for payment processing.
• Maintain invoice book register on daily basis.
• Photocopy checks and checklist for reference purpose.
• Send cheque list to the Bank.
• Proper arrangement and failing all payment vouchers and journal vouchers.
• Depositing Program staff checks for Regional field Offices to various banks
• Submitting all posted Payment vouchers to Finance Manager for Review.
• Submitting all posted Payment vouchers for approval.
• Update the NSSF, PPF, PAYE Files in Monthly basis make sure that each is failed in its respective file.
• Distribute staff salary slips on monthly basis.
• Maintain Mbeya petty cash.
Financial Reporting
• Get the entire financial document, Pvs, Receipts, and Journal Vouchers scanned to Finance manager.
• Maintain List of paid Partners in excel sheet on Monthly basis.
Skills/Qualifications:
• Advanced Diploma in Accounting or Corporate Finance with Reporting Skills,
• Attention to Detail, Deadline-Oriented, Reporting Research Results, SFAS Rules, Confidentiality, Time Management and Data Entry Management,
• knowledge of office administration and procedures
• knowledge of general bookkeeping procedures
• proficient in relevant computer applications
• 1-3 years accounts payable and general accounting experience
Personnel Integrity
• Keep all the information related to work as confidential.
• Develop and maintain professional working relationships with all staff.
Other
• Participate in staff events and meetings;
• Undertake other assignments that you will be assigned by the Management.
2. Job Title: Regional Accountant
Reports to: Regional Program Manager
Location: Katavi
General Overview
The day-to-day responsibilities include financial operations of the HJFMRI Katavi Office. Also responsible for establishing and maintaining financial and administrative management and internal control systems. Ensuring that resources are used and applied correctly, while continually improving efficiency, and providing support and quality service to other areas of the program.
Duties and Responsibilities:
Administration
• Manage the administrative function and establish internal administrative systems and controls;
• Oversees the whole administration functions, inclusive of office security, internet system, office equipment, stationery and general printing;
• Develop and implement tracking systems to ensure proper control of document and parcels;
• Provide and facilitate administrative support services to staff and recommend appropriate improvements;
• Ensures that all cheques issued by WRP are dispatched to vendors and obtains appropriate receipts thereof;
• Oversee vehicle movements and conditions to ensure effective utilization and schedule adherence;
• Monitor company assets and ensure they are accurately accounted for;
• Oversee service level agreements and leases;
Finance
• Manage cash and cash related activities;
• Oversee petty cash disbursements and reconciliations.
• Prepares and maintains budget and wire request forecasting;
• Oversee disbursement of cheques for the program’s expenses;
• Organizing accounting documents;
• Managing staff payment requests and advance recons;
• Ensure proper use and maintenance of physical assets and office, including vehicles, equipment, furniture, and office building;
• Prepare monthly wire forecasting;
• Supervise the arrangements for travel, boarding and lodging for program staff;
• Ensure that equipment, utilities (internet, water, electricity etc.) and premises are well maintained and fully functional at all times;
• Stay up-to-date with current financial regulations, including tax liabilities
• Ensures sound cash management of petty cash fund.
• Oversee cash disbursements in accordance with financial management policies and established approval levels.
• Responsible for cash management of the regional office including banking and disbursement in accordance with established WRP procedures.
Procurement Oversight
• Oversee work related procurement, billing and receipt from various suppliers, providers and contractors.
• Track, document, and report procurement approval documentation
• Ensure USG procurement guidelines are strictly followed.
Education and Experience:
• Advanced Diploma in Accounting, B.Com – Finance or its equivalence;
• 3 years experience preferably from not-for-profit organizations;
• Knowledge of QuickBooks
Computer Skills:
The following computer proficiency is (are) required: Microsoft Office, accounting and payroll management software, e-mail and internet, and willingness to expand skill base.
3. Position: Human Resources Officer
Reports to: Human Resources Manager
Location: Mbeya
PURPOSE OF THE POSITION
The Human Resource Officer is responsible for providing support in the various human resource functions, which include recruitment, staffing, training and development, performance monitoring and employee counseling.
SCOPE
The Human Resource Officer provides advice and assistance to supervisors and staff. This may include information on training needs and opportunities, job descriptions, performance reviews and personnel policies of the Council.
The position coordinates the staff recruitment process .The Human Resource Officer provides advice and support to supervisors and staff selection committees and ensures that they have accurate and timely information in order to make effective decisions. Failure to provide adequate advice or assistance may result in lost opportunities for staff development, poor staff morale, financial loss to staffs for residents and a loss of credibility
RESPONSIBILITIES
Provide support to supervisors and staff to develop the skills and capabilities of staff.
Main Activities:
• Ensure that accurate job descriptions are in place
• Provide advice and assistance with writing job descriptions
• Provide advice and assistance when conducting staff performance evaluations
• Identify training and development opportunities
• Organize staff training sessions, workshops and activities
• Process employee requests for outside training while complying with policies and procedures
• Provide basic counseling to staff who have performance related obstacles
• Provide advice and assistance in developing human resource plans
• Provide staff orientations
• Access funding for training and write proposals
Monitor staff performance and attendance activities.
Main Activities:
• Monitor daily attendance.
• Investigate and understand causes for staff absences.
• Recommend solutions to resolve chronic attendance difficulties.
• Provide basic counseling to staff that have performance related obstacles.
• Provide advice and recommendations on disciplinary actions.
• Monitor scheduled absences such as holidays or travel and coordinate actions to ensure the staff absence has been adequately covered off to ensure continuity of services.
• Inform affected staff or residents of unexpected absences from work and coordinate actions ensuring the continuity of services such as cancellation of events and locating keys.
Coordinate staff recruitment and selection process in order to ensure a timely organized and comprehensive procedure is used to hire staff.
Main Activities:
• Provide advice and assistance to supervisors on staff recruitment
• Prepare notices and advertisements for vacant staff positions.
• Schedule and organize interviews
• Participate in applicant interviews
• Conduct reference checks on possible candidates
• Prepare, develop and implement procedures and policies on staff recruitment
• Inform unsuccessful applicants
• Conduct exit interviews
Provide information and assistance to staff, supervisors on human resource and work related issues. Main Activities:
• Develop and implement a human resources plan and personnel management policies and procedures
• Promote workplace safety.
• Provide advice and assistance to staff and management on pay and benefits systems
• Research and monitor human resource systems in other organizations within the community.
• Explain and provisions of the personnel policy.
• Explain employment standards and legislation such as workers compensation, labour standards and Fair Practice Act.
• Organize the transitional provisions of employee compensation, pay and benefits when positions are transferred or new positions are funded through contribution agreements and other special funding arrangements.
• Arrange for the repairs of computers and other office equipment and assist with organizing staff to carry out work due periods of equipment shutdowns.
• Attend Council meetings to provide information, when necessary.
Perform other related duties as required
KNOWLEDGE, SKILLS AND ABILITIES
(The knowledge, skills and attitudes required for satisfactory job performance)
Qualifications:
• At least a Bachelor degree in Business, Public Administration, Communication, Psychology, or other similar degree.
• At least three (4) years previous work experience as an HR/Administrative Officer
• General knowledge of the principles and practices of personnel administration; ability to establish and maintain effective relationships with peers and employees; ability to present information and make recommendations effectively in oral and written form. Proficient computer skills and working knowledge of the Internet.
• Demonstrated ability to work under pressure and make deadlines.
• Demonstrates good judgment; approachable and professional; solid problem solving skills; ability to handle multiple tasks; self-motivated; well organized.
Knowledge
The incumbent must have proficient knowledge in the following areas:
• Human resources management
• Job descriptions
• Performance review methods and techniques
• Staff training, development and
• Recognition
• Delegation
• Mentoring and coaching
• An understanding of relevant legislation, policies and procedures
• An understanding of the northern cultural and political environment
• An understanding of the roles and responsibilities of First Nations Councils
An understanding of land claims and self-government
Skills
The incumbent must demonstrate the following skills:
• Supervisory skills
• Team building skills
• Problem solving skills
• Basic counseling skills
• Negotiations skills
• Effective verbal and listening communications skills
• Computer skills including the ability to operate spreadsheets and word-processing programs at a highly proficient level
• Effective written communications skills including the ability to prepare reports, proposals’ policies and procedures
• Effective public relations and public speaking skills
• Research and program development skills
• Stress management skills
• Interviewing skills
• Time management skills
Personal Attributes
The incumbent must maintain confidentiality, use sound judgment and perform independently while performing the duties of the human resource officer. The incumbent must also demonstrate the following personal attributes:
• Maintain standards of conduct
• Be respectful
• Possess cultural and political awareness and sensitivity
• Be flexible
• Demonstrate sound work ethics
• Be consistent and fair
4. Position: Clinical Officer (AFRICOS)
Reports to: Research Director
Location: Mbeya
Position Overview:
The Walter Reed Program/Henry Jackson Foundation Medical Research International (WRP/HJFMRI) together with the NIMR-Mbeya Medical Research Center (MMRC); the University of Munich and the Mbeya Referral Hospital (MRH), aim to improve treatment and care of HIV infected patients through clinical research tightly integrated into the routine implementation of the national ART Program. Projects conducted in the collaborative setting focus on treatment experienced HIV infected patients, the management of HIV associated diseases such as Cervical Carcinoma and Tuberculosis and program evaluation of the PEPFAR funded ART program in the southern highlands of Tanzania, integrating research activities into the routine patient care, capacity building and infrastructure development. In this context, the collaboration aims to implement the AFRICOS Study, a cohort study following up to 500 HIV positive patients on Care at MRH and 100 HIV negative participants over a long period of time and as such is seeking to fill the position of a Clinical Officer.
The candidate will work under the supervision of the AFRICOS Study Clinician to ensure that clients who are enrolled in AFRICOS are examined and managed clinically during and after the enrollment process. This will include but not limited to ensuring that their vital signs are taken and that they are consented properly before they are enrolled in the study. The person will work closely with Walter Reed Program (WRP), Mbeya Referral Hospital (MRH) and Mbeya Medical Research Centre (MMRC) clinicians and Research Liaison Officer who are involved in the study. S/he will be required to work closely with the Laboratory in charges of WRP, MRH and MMRC to ensure that patient samples are collected appropriately and sent to the testing labs in the required time.
Duties and Responsibilities:
• Work closely with AFRICOS Study Physician and the AFRICOS Team to ensure that clinical research and related activities of AFRICOS are performed in accordance with federal regulations, partners and sponsoring agency policies and Good Clinical Practice and principles of ethical research and other requirements that apply.
• Assists in the development of AFRICOS study document materials and tools necessary to implement and document all phases of the AFRICOS Study, including but not limited to budgets, protocols amendments, training materials, checklists, study logs and IRB submission.
• Support, coordinate and facilitate all phases of study implementation including but not limited to patient selection, recruitment and Informed Consent Process, Patient enrollment and follow up, clinical management and reporting of Adverse Events and Serious Adverse Events, management of study specific training and study close out;
• Other Clinical duties as assigned by the Study P.I or designee.
Qualifications:
The suitable candidate should have:
• Hold a minimum of Diploma/Higher Diploma in Clinical Medicine.
• Have at least three years of experience in Clinical Research, including participant enrolment in clinical studies.
• Have documented Ethical and GCP training including CITI.
• The person should have experience and conversant with Codes of Ethics of Clinical Research.
• Further formal training in HIV (e.g. counseling, treatment literacy, PMTCT, PITC) is an added advantage.
• Mastery of Spoken and written English is mandatory.
Personal Skills:
• Good computer skills.
• Excellent organizational skills
• Good coordination skills and ability to work in a team.
• Excellent communication and interpersonal skills
• Fluency in English
• High degree of commitment
• Results oriented i.e. with the ability to meet deadlines with competing priorities.
• Willing to work independently in a multidisciplinary team.
5. Position: GBV Clinical Manager
Reports to: Medical Director
Location: Mbeya region with frequent travel to the Southern Highlands and Dar es Salaam
General Overview:
WRP has received funding for the expansion of project activities with a focus on addressing gender-based violence (GBV) and gender norms. We are seeking for a GBV Medical Officer based in Mbeya who will work closely with the medical and outreach partners to design strategies and coordinate all clinical GBV and gender-related activities in four regions of the Southern Highlands in Tanzania (Mbeya, Rukwa, Ruvuma and Katavi).
This position is based in Mbeya, Tanzania with frequent travel throughout Rukwa, Ruvuma and Katavi regions. The position holder will be responsible for the management of facility/clinical based GBV programming. This will include, but not be limited to training of health service providers, provision of materials/drugs and related supplies for GBV clients, and supervision of CT activities to ensure quality service delivery. The position holder will be responsible for creating strong linkages between health facilities, governmental and community based GBV activities. The incumbent will also be responsible for liaising with local and national leadership and other WRP departments for the purpose of developing a comprehensive GBV program.
Duties and Responsibilities
Program Implementation, Management and Development
• Provide technical leadership in program implementation, monitoring, and evaluation of all GBV Clinical activities.
• Provide support and guidance to clinical partners to ensure quality implementation and outputs in relation to the GBV & VAC national guidelines.
• Collect, review and analyze relevant facility data and other relevant documents and assist the GBV Specialist to prepare reports.
• Provide regular supportive supervision and mentorship to Clinical GBV program sites and offer technical guidance/recommend changes for improvement in program and service delivery as deemed appropriate.
• Provide technical support to the GBV implementing partners at facility level through timely distribution of SOPs, registers, report forms and other relevant working tools
• Participate in the development and review of training materials and facilitate training and workshop/seminars as needed. These training may include Syndromic Management of STIs, VCT counseling, PEP, Home Based Care, Peer Education, emergency contraception, trauma counseling and psychosocial support and any other relevant Clinical GBV training.
• Devise appropriate capacity building strategies to ensure the development and sustainability of all GBV program activities.
• Provide orientation on GBV and gender issues to key staff internally and externally as and when needed.
• Monitor the effectiveness of the program on a monthly basis and submit monthly reports to the GBV Officer.
• Collaborate with Outreach, Finance/Administration, Lab and the Procurement/Logistics Manager to ensure that program supplies and resources are available in a timely manner to support services, workshops, events and research conducted by outside consultants.
• Work closely with the monitoring and evaluation department to develop, monitor and report on indicators related to GBV and gender activities
• Develop monthly budget forecasts and reconcile budgeted and spent amounts.
• Work closely and collaboratively with the clinical/facility GBV implementing partners to obtain relevant information and data for GBV & VAC for planning and budgeting purposes
• Ensure provision of quality GBV services by tracking progress of the relevant GBV QI indicators as needed
Staff Management
• Identify training needs for GBV implementing Clinical partners and develop capacity building programs to strengthen staff capacities.
• Conduct in-service GBV training and GBV refresher courses for supporting medical and non medical staff
• Participate in capacity building efforts when called upon to facilitate in other programs e.g. school health, nutrition and reproductive health etc as part of the general development of GBV health services.
Coordination and Networking
• Coordinate program efforts and participate in GBV taskforce/sub-cluster meetings with relevant partners and stakeholders.
• Participate in key forums representing WRP/HJFMRI as requested by the GBV Specialist, Outreach Director and Director HJFMRI HIV Program
• Provide key information from the field to relevant stakeholders so as to raise awareness on key issues relating to GBV
• Maintain strong working relationships with all relevant stakeholders throughout the program cycle as well as providing immediate feedback on important issues
• Participate in GBV meetings at local, National (MOHSW) and at USG level
Qualifications:
• Qualified medical or nursing personnel.
• Experience implementing Clinical GBV related initiatives which can include a combination of community-based awareness-raising and prevention and/or facility based work developing the capacity of service providers to respond meaningfully to GBV in a clinical setting.
• Demonstrated understanding of the link between gender norms, GBV and HIV vulnerability.
• Demonstrated understanding of the Tanzanian and Southern Highlands contexts
• Knowledge about HIV disease, transmission and prevention based upon training or experience.
• Knowledge and experience regarding community based programs for HIV prevention and supportive care and treatment
• Experience with monitoring and evaluation of GBV focused interventions, preferably under PEPFAR.
• Proficiency in English required; proficiency in Kiswahili preferred
• Ability to travel in country up to 50% of the time.
• Good communication skills; ability to troubleshoot; ability to work independently and supervise volunteers. Must be diplomatic and culturally sensitive, with excellent communications skills.
• Computer knowledge is additional advantage
6. Position: Receptionist/Executive Management Assistant
Reports to: Office Manager
Location: Mbeya
Job Purpose:
The Receptionist/ Executive Management Assistant is responsible for providing secretarial, clerical and administrative support in order to ensure that program services are provided in an effective and efficient manner. S/he will handle front office reception and administration duties, including greeting visitors, answering phones, handling company inquiries, and sorting and distributing mails as well as schedule meetings and travel for the entire program team.
Job Duties and Responsibilities:
• Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries;
• Directs visitors by maintaining employee and department directories and giving instructions;
• Maintains security by following procedures; monitoring logbook and issuing visitor badges;
• Maintains telecommunication system by following manufacturer's instructions for house phone and console operation;
• Maintains safe and clean reception area by complying with procedures, rules and regulations;
• Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs;
• Collects, Sorts and distributing incoming and outgoing mails, parcels and documents;
• Answers inquiries from vendors and other government and non-governmental organizations;
• Calls persons waiting for visitor and book them a room to meet in;
• Update appointment calendars;
• Schedules follow-up appointments;
• Keeps up to date with current airfare promotions and hotel pricing, to provide information to staff and program visitors;
• Conduct regular security checks throughout the day and report any security issues to line manager;
• Reports any maintenance issues immediately to line manager, including all furniture, fittings and equipment;
• Be responsible for evacuation, in cases of emergency, acting as first point of contact for guests and the emergency services;
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics;
• Maintains Country Director's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel;
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies;
• Organizing and maintaining files and records;
• Making travel and visitors arrangements;
• Contributes to team effort by accomplishing related results as needed.
Education and Experience:
• Diploma/Advanced Diploma or bachelor degree in business administration or management or its equivalent
• Knowledge of principles and practices of basic office management
• Information technology knowledge
• Knowledge of computers and relevant software applications
• Knowledge of customer service principles and practices
Key Skills & Competencies:
• Excellent communication skills - verbal, written and presentation
• Responsible and a self-starter with high attention to detail
• Planning, organizing and prioritizing
• Extremely neat and decent in appearance
• Good listening and comprehension skills
• Excellent time management skills
• Proficient in Microsoft Office (Outlook, Word, PowerPoint, and Excel)
• Reliability, flexible
Walter Reed Program is an equal opportunity employer; women are highly encouraged to apply
AJIRA MKOA WA MBEYA - OCT 2014
![AJIRA MKOA WA MBEYA - OCT 2014]()
Reviewed by Unknown
on
9:49:00 AM
Rating:
