JOHN SNOW , INC TANZANIA JOBS - 12/1/2014

JOHN SNOW, INC.

Community Health and Social Welfare Systems Strengthening Program

EMPLOYMENT OPPORTUNITIES

The Organisation Background

The Community Health and Social Welfare Systems Strengthening (CHSS) Program is a five-year USAID funded cooperative agreement led by JSI Research & Training Institute, Inc. with consortium partners Initiatives Inc., the National Association of Social Workers, and World Education, Inc. The program will be implemented in 10 regions throughout Tanzania. The purpose of CHSS is to improve the health, well-being, and protection outcomes for HIV affected and other most vulnerable populations through strengthened linkages between the health and social welfare sectors. The guiding principles of CHSS are to promote gender equality, increase efficiencies in the use of resources, expand impact and sustainability, and increase accountability.

Position:                      Finance Manager (1 Position)

Reports to:                   Director of Finance and Administration

Location:                      Position based in Country Office, Dar es Salaam

Job Summary

The Finance Manager is a full-time position and will be based in Dar es Salaam, Tanzania. S/he will set up and maintain the JSI financial accounts and administrative systems for the Community Health and Social Welfare Systems Strengthening Program. The Finance Manager will supervise the Finance Officer. She/he will be responsible for monitoring the financial status of the project including budget tracking and preparation of expenditure projections, expense monitoring and financial reporting. S/he will ensure cost-effectiveness, efficiency and accountability throughout the life of the Program. The Finance Manager reports to the Director of Finance & Administration.

Primary Responsibilities and Duties:

•       In collaboration with the Director of Finance & Administration and the Finance Manager, establish and maintain a financial and administrative systems fulfilling all USAID rules and regulations and in line with JSI financial policies and procedures;

•       Responsible for supervising the day to day work of the Finance Officer reporting to her/him;

•       Manage the monthly accounting cycle, including the payment of staff salaries and bank statement monitoring and reconciliation;

•       Collaborate with Director of Finance & Administration to maintain monthly budget tracking sheet (BTS) and update at least monthly and as necessary in a timely manner and make ready for monthly financial analysis;

•       Review and track program budget(s), monitor expenditures and help prepare financial reports for senior management and USAID;

•       Review and monitor field operations budget with the management team, this may include the reviewing activities cost projections;

•       Review and certify the monthly payroll;

•       Prepare expenditure projections in collaboration with the Finance Officer and place timely cash flow requests to Headquarters in Boston, USA;

•       Review and certify the monthly field accounts documentation, including QuickBooks vouchers and reconciliation reports prepared by the Finance Officer;

•       Be a key participant during preparation of work plan and work closely with the technical team to prepare and monitor costed work plans;

•       Collaborate with the Grants Officer and Director of Finance & Administration on the management of the grants program, including the financial monitoring visits, adherence of grantee expenditures to USG policies and procedures, and training of grantee finance/accounting staff as is needed; and

•       Perform any other duties as assigned by supervisor which are in line with the general concept of this position.

Desired Qualifications:

•       Minimum Bachelors, Preferred Advanced degree in a finance, accounting or business-related field;

•       At least 5 years of relevant experience in financial management and/or accounting in an NGO setting;

•       Relevant experience with USAID-funded programs and knowledge of USAID rules, and regulations strongly desired;

•       Strong organizational skills;

•       Excellent verbal and written English;

•       Extensive knowledge of Microsoft Excel and Proficiency in Microsoft Word and Access;

•       Experience with QuickBooks accounting system desired;

•       Strong communication and interpersonal skills;

•       Demonstrated experience supervising, mentoring, and training staff;

•       Able to travel to project regional offices; and

•       Must be able to maintain confidentiality for all project and staff proprietary matters.

Position:                      Human Resources Manager (1 Position)

Reports to:                   Director of Finance and Administration

Location:                      Position based in Country Office, Dar es Salaam

Job Summary

The Human Resources Manager is a full-time position based in Dar Es Salaam, Tanzania. S/he is responsible for developing and implementing a systematic approach to local recruitment, HR planning, compensation and benefits, performance evaluation and staff development that fosters a work environment conducive to meeting the CHSS Program goals and objectives. S/he will report to the Director of Finance and Administration.

Primary Responsibilities and Duties:

•       Coordinate recruitment activities such as advert placement, long list and shortlist development, coordinating interviews, filing all interview records, preparing new employee entry materials;

•       Assist in the development and implementation of a human resource program in the areas of employee relations, benefits and welfare administration, policies and procedures;

•       Coordinate employees’ performance management, assessment and improvement initiatives;

•       Coordinate various employee relations initiatives, including new employees’ orientation, exit interviews, etc;

•       Coordinate training and other staff development initiatives when needed;

•       Process staff leave applications and manage leaves of absence as per leave policy;

•       Manage the social security pension and medical scheme processes in line with Human Resource policies;

•       Coordinate disciplinary hearings and represent JSI in mediations, if needed;

•       Production of required HR reports;

•       Maintain personnel and consultant records and ensure that all are properly updated on a routine basis and kept confidential;

•       Provide guidance and counseling to staff on HR related issues;

•       Ensure that the Local Hire Employee Manual and administrative policies, procedures, and manuals are disseminated and understood by all staff;

•       Maintain an up to date knowledge of government laws and regulations as they relate to labor, taxation, immigration and any other legal requirements that impact the HR function; and

•       Liaise with regional offices on all HR related issues.

Desired Qualifications:

•       University degree in Human Resources Management, Business Administration or related disciplines;

•       Minimum of five years working experience in a senior human resources position in a public or private sector organization, development NGO and/or international development partner organization;

•       Strong working knowledge of Human Resources principles and accepted practices;

•       A good understanding of local labor laws, employment practices, industrial relations and familiarity with USAID rules and regulations;

•       Strong leadership capabilities including organizational and problem solving skills;

•       Excellent interpersonal skills to form effective working relationships at all levels;

•       High level of computer literacy;

•       Excellent verbal and written English skills;

•       Sensitivity to cultural difference and understanding of the political and ethical issues surrounding Human Resources Management;

•       Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times; and

•       Able to travel to project regional offices.

Position:                      Office Manager (1 Position)

Reports to:                   Director of Finance and Administration

Location:                      Position based in Country Office, Dar es Salaam

Job Summary

The Office Manager is a full-time position based in Dar es Salaam, Tanzania. S/he will be responsible for office set up and organization, maintain adequate availability of office supplies, equipment, and related services including management and maintenance of property and facilities, overseeing upkeep of premises, safety precautions and outsourced security services. S/he will assist the Director of Finance & Administration with administrative and logistic support services. S/he will report to the Director of Finance & Administration.

Primary Responsibilities and Duties:

•       Ensure that all USAID regulations and JSI’s policies are implemented and in place;

•       Coordinate the procurement of materials, supplies and equipment for the office;

•       Ensure that staff are well set up and comfortable in the office and surrounding premises;

•       Manage the office storage system including detailed record keeping of inventory levels, and monitoring of use by staff as appropriately required;

•       Coordinate all logistical support for staff and consultants including office set ups, hotel accommodations and conference bookings;

•       Liaise with travel agents to obtain reservations and tickets for all project related in – country and international travel;

•       Coordinate with Administrative Assistant and other staff to create and maintain administrative files for the office, keeping consistent and in an orderly manner;

•       Serve as the direct supervisor of the administrative assistant and other administrative staff as assigned;

•       Work with the senior management to ensure safety and daily security of office premises;

•       Produce and track all Mission travel concurrence requests and approvals;

•       Serve as a liaison with office landlord, assisted by the Director of Finance & Administration and / or the Chief of Party, when necessary;

•       Manage various service contracts in coordination with the Director of Finance & Administration for both the office and expatriate staff residences including security, drinking water supply, generator maintenance, etc;

•       Maintain the field office equipment inventory and provide support on annual reconciliations, as well as monthly updates;

•       Responsible for communicating with appropriate authorities regarding obtaining the VAT tax exemption certificate; and

•       Undertake any other responsibilities, tasks or activities as required by the Director of Finance & Administration.

Desired Qualifications:

•       First degree in business administration, public administration or related field, with at least 7 years of office management experience in an international organization or multinational company;

•       Demonstrated experience in supervision of support staff;

•       Experience in inventory management;

•       Strong critical thinking, problem-solving and supervisory skills;

•       Excellent written and verbal English skills;

•       Strong communication and interpersonal skills.

•       Experience working with an international NGO preferred;

•       Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times

Position:                      Administrative Assistant/Receptionist (1 Position)

Reports to:                   Office Manager

Location:                      Position based in Country Office, Dar es Salaam

Job Summary

The Administrative Assistant/Receptionist is a full-time position based in Dar Es Salaam, Tanzania. S/he will provide administrative and logistics support services to personnel for the CHSS Program. S/he will be instrumental in the operation of the project office, and will be responsible for general secretarial duties.

Being the first face visitors are greeted with the individual will need to be friendly, knowledgeable and hospitable! S/he will report to the Office Manager.

Primary Responsibilities:

•       Assist with all aspects of administrative support to staff, directory maintenance, equipment inventory and storage;

•       Receive and answer fax/telephone calls/conference calls and greet all visitors using a professional and courteous manner and direct them to appropriate person;

•       Oversee office upkeep in terms of needed repairs and daily cleaning;

•       Assist with the management of travel arrangements for personnel and visiting headquarter staff, if applicable, including hotel bookings and airline reservations;

•       Create and manage JSI welcome packages for visitors;

•       Prepare and manage welcome materials for new staff including: orientation package, staff ID cards, business cards, office keys, telephone extensions and colleague contact information;

•       Manage office filing system and handling official documents confidentially;

•       Assist to arrange and coordinate staff retreats and office events;

•       Distribute office mail and send out mail/packages to the appropriate hosts and couriers;

•       Set-up and maintain a computerized tracking sheet for all correspondence sent from personnel to other staff and partners;

•       Help in the organization of conferences/retreats with maintaining schedules and ordering food; and

•       Perform other tasks as required by the Office Manager.

Desired Qualifications:

•       A holder of Diploma in Secretarial duties with at least two years’ experience in an administrative role or equivalent position ;

•       Ability to manage office equipment like computers,fax machines and projectorsExperience working for an NGO preferred;

•       Good filing and secretarial skills;

•       Proficient in Microsoft Word, Excel, and PowerPoint software;

•       Ability to multi-task with a high level of accuracy and attention to detail;

•       Excellent written and verbal English skills;

•       Strong communication and interpersonal skills; and

•       Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.

Mode of Application:

Channel your application letter together with CV to the below email address not later than Sunday, December 7, 2014.

Email Address:  CHSS.Recruitment@gmail.com

Only candidates meeting the minimum requirements will be contacted. If you have not heard from us within 3 weeks after the closing date, kindly assume that your application was not successful.

JSI is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or protected veteran status in any employment decisions. M/F/V/D