Jobs in Tanzania at JSI Research & Training Institute - 5/27/2015

Community Health and Social Welfare Systems Strengthening Program

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:                Regional Finance and Administration Manager (4 Position)
Reports to:           Director of Finance and Administration
Location:               Njombe, Mbeya, Rukwa, Tabora

Job Summary: The Finance and Administration Manager is a full-time position and will be based in one of the regions above in 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 & Administration Manager will supervise the Accountant and Office Assistant. She/he will be responsible for monitoring the financial status of the regional office work plan including preparation of expenditure projections and expense monitoring. S/he will ensure cost-effectiveness, efficiency and accountability throughout the life of the Program. 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 services. The Finance & Administration Manager reports to the Director of Finance & Administration in Dar es Salaam.
Primary Responsibilities and Duties:
Responsibilities will include, but are not limited to the following:
·         In collaboration with the Central Office Finance & Administration team, 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 Accountant and Office Assistant reporting to her/him;
·         Manage the monthly accounting cycle, including the payments to vendors and activity participants and regional account monitoring and reconciliation;
·         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;
·         Prepare expenditure projections on a bi-weekly basis for submission to the Central Office;
·         Review and certify the monthly field accounts documentation, including vouchers and reconciliation reports prepared by the Accountant;
·         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;
·         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 in-country travel;
·         Coordinate with Office Assistant and other staff to create and maintain administrative files for the office, keeping consistent and in an orderly manner;
·         Work with the senior management to ensure safety and daily security of office premises;
·         Serve as a liaison with office landlord, assisted by the Director of Finance & Administration and Regional Director, when necessary;
·         Manage various service contracts in coordination with the Central Office for the office including security, drinking water supply, generator maintenance, etc;
·         Maintain the regional 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 where applicable; 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 the Central Office;
·         Able to be based in the regional office (as indicated above); and
·         Must be able to maintain confidentiality for all project and staff proprietary matters.

Position:                Regional Accountant (4 Position)
Reports to:           Regional Finance and Administration Manager
Location:               Njombe, Mbeya, Rukwa, Tabora

Job Summary
The Accountant is a full-time position and will be based in one of the Regions above. S/he will assist in maintaining the JSI financial accounts and administrative systems for the Community Health and Social Welfare Systems Strengthening Program for the regional office. The Accountant will be responsible for the accounting system, expenditure projections, and expense monitoring and reconciliation. S/he will ensure cost-effectiveness, efficiency and accountability throughout the life of the Program.    S/he will report to the Finance & Administration Manager.

Primary Responsibilities and Duties:
·         In collaboration with the Finance & Administration Manager, assist in maintaining financial and administrative systems fulfilling all USAID rules and regulations and in line with JSI financial policies and procedures;
·         Assist in tracking program activity budget(s), monitor expenditures and help prepare financial reports for senior management and USAID;
·         Assist program staff with resolution of financial management and accounting problems;
·         Assist in maintaining the monthly accounting cycle, including vendor and activity participant payments and account monitoring and reconciliation;
·         Do data entry/receipts vouchers in the system;
·         Ensure that  staff advances for activities are processed in a timely manner;
·         Assist to develop and monitor regional operations budget with the management team, this may include the development of activities cost projections;
·         Review advances and expense reports for all regional staff;
·         Prepare the monthly cash flow projections for the central office;
·         Tracking and review of JSI vendors’ invoices and ensure their timely payments;
·         Prepare JSI field accounts documents/vouchers and ensure their timely (on monthly basis) submission to Central Office;
·         Ensure a regular communications with Office Assistant and Finance & Administration Manager for all financial related matters; and
·         Engage in financial and related tasks as required by the project management.

Desired Qualifications:
·         Minimum Bachelor’s degree in a finance, accounting or business-related field;
·         Relevant experience with USAID-funded programs and knowledge of USAID rules, and regulations strongly desired;
·         At least 5 years of relevant accounting and financial management experience;
·         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;
·         Able to travel to the Central Office;
·         Able to be based in the regional office (as indicated above); and
·         Must be able to maintain confidentiality for all project and staff proprietary matters.

Position:                Regional Office Assistants (4 Position)
Reports to:           Regional Finance and Administration Manager
Location:               Njombe, Mbeya, Rukwa, Tabora

Job Summary
The Office Assistant will provide Administrative Support and housekeeping services to CHSS Regional Offices. The main responsibility for this positon is to ensure smooth office Administration and keep the office well-kept and maintain the office premises.

Primary Responsibilities & Duties
Responsibilities will include, but are not limited to the following:
·         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;
·         Clean office floors, walls, windows, using appropriate cleaning materials;
·         Wash cups, plates, cutlery and all other utensils with due care and appropriate cleaning materials;
·         Empty waste bins on a regular basis and clear desks and tables of any debris and dirty utensils;
·         Thoroughly clean all toilets, tubs and wash bins at least twice a day with appropriate disinfectant materials;
·         Inform the Accountant  if any bathroom or kitchen supplies required for cleaning and maintenance are running out so that they may be replenished as quickly as possible;
·         Dust furniture and equipment on a daily basis to prevent dust build-up;
·         Spray insecticides and fumigants to prevent insect and rodent infestation;
·         Prepare tea and coffee for staff and guests; and
·         Perform other duties as may be assigned by the supervisor.

Desired Qualifications
·         Diploma in Office Management
·         Experience maintaining hygienic environment;
·         Good English verbal skills ;
·         Experience working with a foreign NGO preferred;
·         Excellent interpersonal skills;
·         Experience in  cleaning;
·         Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times;
·         Experience in clerical administrative duties will be an added advantage.

Position:                Regional Drivers (8 Positions)
Reports to:           Finance and Administration Manager
Location:               Njombe, Mbeya, Rukwa, Tabora
Job Summary: Driver is a full-time position that will be based in above different regional offices.  The position will serve as primary support in transport for Projects staff for the implementation of Program activities in the Regions.
Primary Responsibilities and Duties: Provide transport support to JSI/CHSS staff, visitors and related support activities.
Transport:
·         Drive JSI/CHSS allocated vehicle and observe all road rules and signs according to the required legal and traffic conditions.
·         Carry out different inspection of the vehicle before driving such as checking of coolant, oils and other fluids.
·         Carry out minor vehicle repairs and other emergency activities such as flat tires during any road breakdowns.
·         Update all vehicle documents such as car registration and insurance.
·         Maintain a car logbook, fuel and oil requisition book and prepare a logbook summary each day.
·         Maintain cleanliness of the motor vehicle.
·         Drive Project staff to different locations in project implementation.
·         Collect and deliver documents, parcels or mails as directed by the supervisor.
·         Perform other work related duties as may be assigned by the supervisor.
 Key Outputs                                                          
·         Well-kept and maintained allocated vehicle.
·         Transport services provided to project staff and official visitors.
·         Observed traffic rules and defensive driving.
·         Observe Procurement rules as per JSI/CHSS policies
·          Vehicle logbook and other documentation kept up to date
·         Accurate and timely delivery of project documents, mails and parcels.
Knowledge, Skills and Abilities required
·         Logistics experience, with a focus in one or more of the following areas: Transport / Fleet Management / Mechanics
·         Basic Secondary Education with Driving License class C
·         Basic knowledge in mechanics and vehicle repair and maintenance.
·         Good English and Swahili communication skills required.
·         Ability to work under pressure and longer hours when periodically required.
·         Good teamwork and interpersonal relations.
·         Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times.
·         Experience working with NGO will be an added advantage

Mode of Application:
Please send your application letter and CV (specify your preferred region in the subject) to chss.recruitment@gmail.com no later than June 5th, 2015. Only shortlisted candidates will be contacted. Applicants from above specified regions will be more preferable.

JSI - R & T 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