Contracts and Grants Assistant , Mbeya

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 October 20th, 2014. Those who do not meet the minimum requirements as detailed below should not submit applications.

JOB DESCRIPTION

Job Title: Contracts and Grants Assistant
Reports to: Contract and Grant Manager
Location: Mbeya

General Overview:

The purpose of this position is to ensure accuracy and timeliness of payments and   Partners reporting to the Program are done without delay. The Contract and Grants Assistant is responsible for overseeing all milestone invoices including partners financial and program reports are proper reviewed by technical/Contract and Grants Manager and all has appropriate approval before scanning to HQ and submit ion to HJFMRI Finance.
She will actively develop this role in relation to the Professional ethics and HJFMRI/WRP  rules and regulations
Duties and Responsibilities:

 Develop and Integrate the Role of Accounts clerk

• Receiving invoices from Partners ensure invoice submitted by partners are complete, and fill the small partners payment requests form for payment processing.
• Prepare and maintain list of partners milestone request “invoice” as per partner’s payment list stipulated in the Contract.
• Track partner’s reports from partners (as per contract schedule).
• Collect reviewed reports from Program and forward to get approval before final submission to HJFMRI Finance/ HJF.
• Photocopy partner’s payment voucher and file for reference purpose.
• Send payment notification to partners.
• Proper arrangement and failing all contracts, payment vouchers and partners in and out correspondences and all written communications.
• Ensures for the availability, continuity and security of financial data and information pertaining to contracts and grants.
• Depositing Program staff checks  for   Regional field Offices to various banks
• Work on all logistics related with Contract and Grants meetings/training and workshop.
• Prepare Contract and Grants reports for workshops, training, seminars, conferences and meetings.
• Respects confidentiality in discussing partner organizational matters.
• Assists in other duties as needed and directed by Contract and Grants Manager.


Personnel  Integrity
• Keep all the information related to work as confidential.
• Develop and maintain professional working relationships with all staff.
• Work on all logistics related with Contract and Grants meetings/training and workshop.

Qualification and Experience:
• Completion of Secondary education required. A diploma in Financial Accounting, Business Administration or a relevant field is a distinct advantage
• 2 to 4 years of progressively responsible experience in working with NGOs OR Donor Funded project is advantage.
• Good working knowledge of MS Office application (Word, Excel), email and world
• Fluency in spoken and written English and Swahili is required.

Key Competencies
• Able to uphold and respect Contract and Grants ethics and to conduct activities with integrity.
• A team player who demonstrates patience, flexibility and honesty.
• Be willing and able to meet tight deadlines and work long hours when required.
• A self-starter, who is able to plan and manage his/her own work, takes initiative and strives to meet deadlines
• Be able to work in a multicultural environment.

Other

• Participate in staff events and meetings;
• Undertake other assignments that you will be assigned by the Management.