NAFASI ZA KAZI BOHARI YA MADAWA - Medical Stores Department

From Mwananchi, 24th Feb 2016

JOB TITLE :Assistant Accountant 2
POSITIONS MULEBA SALES
POINT & IRINGA ZONE MSD (JOB REF DCZO 03)
REPORTS TO: ZONAL MANAGER
SUPERVISES: ACCOUNTS ASSISTANT
JOB PURPOSE: To ensure up to date and accurate zone books of account

DUTIES AND RESPONSIBILITIES:
1) Prepare and post into the system all Zonal payments in accordance with MSD rules and regulations
2) Prepares bank reconciliation statements for submission to the Chief Financial Accountant monthly
3) Account for the correctness and accuracy of customer accounts
4) Prepare expenses variation and capital expenditure reports and submit to Chief Management Accountant
5) Assist Area Manager in preparation and compilation of Zonal financial year budget
6) Maintain Zonal fixed asset register and zonal budget
7) Prepare bank fund transfer (collections send to HQ) and bank zonal cash and cheque collection daily
8) Post and approves invoices from suppliers, payment vouchers and all adjustments passed by Accounts Assistant.
9) Review and reconcile Customers Statements and to issue to Customers

JOB TITLE Internal Auditor 1 POSITION MSD HEAD OFFICE (JOB REF DG OS)
REPORTS TO: PRINCIPAL INTERNAL AUDITOR
GRADE MSDS 5
SUPERVISES: NONE

JOB PURPOSE
To supervise activities in the registry to ensure effective storage of documents, proper file movements and that files and documents can be retrieved and are available to decision makers whenever they are needed.

DUTIES AND RESPONSIBILITIES:
1) Undertakes the audit of MSD operations to ensures that MSD operations comply with internal controls system, policies and procedures and report accordingly.
2) Participates in developing effective budget, financial and internal control system in line with MSD financial rules and regulations
3) Prepares and advise on audit guidelines to be used by MSD
4) Ensures quality and standards on creation of audit reports in line with the audit standards
5) Participates in the formulation of audit plans and programs and prepares audit plans for audit assignment
6) Participates in reviewing internal controls systems and procedures
7) Perform any other duties relevant to MSD as may be assigned by supervisor

JOB TITLE: Sales Assistant Cum Pharmaceutical Technicians (DCZO 07)
DIRECTORATE: CUSTOMER SERVICE AND ZONAL OPERATIONS
REPORTS TO: SALES OFFICER
SUPERVISES: NONE

JOB PURPOSE

KEY DUTIES
1) Process sales order for all verified and endorsed Normal, ILS and VP customer orders (R & R).
2) Release and send signed sales order to the warehouse ready for fulfillment
3) Prepare customer invoices for all processed Normal, ILS and VP sales orders.
.4) Identify all missed item on the sales order and communicate the same to the sales officer
5) Provide inputs to support preparation of monthly sales reports that is to be submitted to the area manager
6) Create and process customer back order for all missed items
7) Performs any other duties relevant to MSD operations as assigned by the supervisor ocessing of customers' orders timely

JOB TITLE: Administrative Officer (DHRA 01)
DIRECTORATE: HUMAN RESOURCE AND
ADMINISTRATION
REPORTS TO: ADMINISTRATION MANAGER SUPERVISES: OFFICE MANAGEMENT SECRETARIES, REGISTRY, ADMINISTRATIVE DRIVERS AND OFFICE ATTENDANTS

KEY DUTIES
1. Maintains up to date and correct records of all properties and procurement made and ensures that complete inventory of physical assets, is available for operational and accounting purposes to enable effective decisions to be made
Ensures administrative contracts for MSD assets are up to date; including insurance contracts
Ensure proper allocation of staff benefits such as mobile top up, fuel and performs ticketing to travelling staff
Assists in allocating physical assets such as office machines, equipment and furniture and keep current records of users to enable management to plan internal usage efficiently
Supervises the internal transport logistics requirements and make sure they are efficiently allocated review car track reports and report any deviation
Supervise and manage efficient company registry section to ensure company documents are stored in securely and zero tolerance on leakages.
Supervises the cleaning services, fumigation, electricity, water and sewage in an efficient and timely manner
Provides administrative support to zones including guidelines, guidance, advises, general administrative issues, operations, and services
Supervise guide and lead employees within the section to ensure the section has high performing staff that are adequately assessed.
Perform any other duties relevant to MSD as may be assigned by supervisor

JOB TITLE:Procurement Manager-Normal (DP 02)
DIRECTORATE: PROCUREMENT
REPORTS TO DIRECTOR PROCUREMENT
SUPERVISES: PRINCIPAL AND SENIOR PROCUREMENT OFFICER

JOB PURPOSE
In charge of the procuring materials that fit company specifications, negotiate and network with suppliers, contractors and service providers. Ensure availability of pharmaceuticals and medical supplies required are supplied at the right time and at the right place

KEY DUTIES
1. Preparation of ABP and budget in line with the corporate objectives and goals
2. Review selected list of items to be in line with the National Standard Treatment Guidelines and NEMLIT
3. Review and propose for update of the technical specifications of medicines, medical supplies and equipment to match the most current applicable medical interventions so as to realize value for money procurement.
4. Collaborate with QA section to get better specifications which will ensure that MSD procure competitive quality products that are efficacious.
5. Compile user department requirements and prepare the corporate annual procurement plan (APP)
6. Supervises the preparation of tender documents, advertisement, opening of tenders, review of evaluation reports and proposal of contract awards in collaboration with Quality Assurance Section.
7. Coordinate negotiation on goods and services contract agreements and monitor their implementation progress
8. Supervise contract administration and tracking of call off orders as per Annual Procurement Plan.
9. Liaising between ministry, suppliers, manufactures, relevant internal departments and customers on matters related to procurement of pharmaceuticals and medical supplies for building and maintaining good relationships.
10. Supervise and ensure that the process of responses of procurement queries arising out of audit or from bidders is seamless and coordinated to ensure timely and quality of response.
11. Put in place and maintain plan for local suppliers development and Prepare timely and accurately monthly and quarterly procurement performance reports including reports for GPSA and PPRA
12. Ensure all procurement proceedings are compliant to laws, rules, regulations and guidelines
13. Supervise, guide and lead employees within the section to ensure the section has high
14. Performing staff that are adequately motivated and well assessed and appraise subordinate staff.
15. Review and update timely risk register and supervise implementation of planned mitigations.
16. Perform any other duties relevant to MSD as may be assigned by supervisor

JOB TITLE: Senior Record Management Assistant 1 POSITION MSD HEAD OFFICE (JOB REF DHRA 03)
REPORTS TO: ADMINISTRATIVE OFFICER MSDS 3
SUPERVISES NONE
JOB PURPOSE.
Reviews the adequacy of operational and administrative procedures in accordance with policy, instruction and regulations with a view of giving reasonable assurance that MSD objectives are achieved and MSD operations are improved as well as to manage the normal internal auditing activity within MSD.

DUTIES AND RESPONSIBILITIES:
1) Supervises operational and strategic management of both open and confidential registry files.
2) Provides the administration with support on file management in terms of guidelines, guidance, advises and record management/ filling systems.
3) Ensures that accompanying documents are endorsed.
4) Cross references letters in relevant files.
5) Marks the transit ladder to desk officer for action.
6) Prepares file register.
7) Receives in-coming mails and records it in relevant register.
8) Classifies and boxes records and documents.
9) Arranges files and records in racks and cabinets in the registry or archives.
10) Deals with requests for documents and records from other organizations.
11) Conducts daily file census.
12) Dispatches outgoing mails.
13) Circulates flimsy file to authorized officers
14) Perform any duty assigned by his/her supervisor

DRIVER 15 POSITIONS -MWANZA,
MOSHI, DODOMA, TANGA,
MBEYA, TABORA & DAR ZONES, HQ (JOB REF DCZO 01)
REPORTS TO: TRANSPORT OFFICER
SUPERVISES: TRUCK ASSISTANT
JOB PURPOSE
Ensures safe and cost effective delivery of drugs and medical supplies to the located sites at specified time.

DUTIES AND RESPONSIBILITIES:
1) Conduct pre-vehicle inspection to the assigned vehicle before traveling and perform routine service to the vehicle under your control to ensure it is clean and in good running condition to operate cost effectively.
2) Timely dispatch of office documents to the assigned destination
3) Account for the safety of the vehicles to the officer in charge and report any mechanical defect for further administrative decisions
4) Keep record of vehicle movement and distance covered within its logbook to ensure proper tracking of fuel and routes covered.
5) Checks the vehicle to ensure that it has a valid insurance cover and road worth license.
6) Drives vehicle safely taking into account the safety of other road users and passengers in the vehicle according to the traffic rules and regulations in place
7) Delivers goods and supplies to destinations and ensures timely and safe delivery.
8) Double check the allocated items for distribution to ensure accuracy in picking and allocation before loading onto the vehicle
g) Ensure the signing of delivery documents for records keeping of goods delivered to respective customers
10) Collecting customer complaints as the case will be and provide report on the same to the respective authority
11) Loading and off-loading of goods for delivery to the respective customers
12) Responding to customer queries/questions as they arise during the delivery of goods
13) Account for the security of the vehicles and goods in it during distribution
14) Performs any other duties relevant to MSD operations as assigned by the supervisor

JOB TITLE : Strategic Management Advisor
(MANAGER) 1 POSITION MSD HEAD
OFFICE (JOB REF DG 01) - 2 years Contract
REPORTS TO: DIRECTOR GENERAL
SUPERVISES: STRATEGIC MANAGEMENT TEAM

JOB PURPOSE: To undertake the strategic support for recommended review of MSD and highlight key gaps within MSD operations and provide recommendations on improvement areas for efficient and effective operations

DUTIES AND RESPONSIBILITIES:
1) To manage a framework for planning and coordinating the MSD strategic management office, designed with the objective to ensure a successful implementation of organizational strategic goals and demonstration of tangible results in all organizational aspects,
2) Lead organizational initiatives designed to ensure rapid implementation of key stakeholder's recommendations including MoHCDGEC on making MSD an efficient, reliable and sustainable organization.
3) Responsible for tracking risk and issue management, project management processes, quality management, scope management, and schedule management and reporting status of the strategy implementation to the Management, Board and Strategy implementation Steering Committee,
4) Coordinate and follow up closely on a portfolio of ongoing projects and strategic initiatives within MSD to ensure alignment with MSD strategic plan and flawless execution of the portfolio of MSD's initiatives
5) Engage with external stakeholders (e.g Relevant Ministries and Development Partners, BRN Delivery Bureau of the Parent Ministry) to ensure smooth implementation of MSDstrategic initiatives which requires external stakeholders' involvement.
6) Design and own change management strategy and implementation for the successful delivery of MSD's strategic objectives
7) Responsible for liaising with the Directorates/ Units and managing a' team of project managers, subject matter experts and analysts in the development and completion of projects or programs across all MSD's business lines/ departments/Units
8) Liaise with the steering committee and the management team to prioritize all projects, and provide decision support including the transfer of focus to delivering benefits, not only simply reaching project milestones
9) Review the MSD strategic management plan and in collaboration with the steering committee recommends directorates/units project work plans which are related to the strategic review involving all key players and objective owners.
10) Develop standards for performance dashboards for overall MSD strategy ensuring involvement from the MEM office and alignment with MSD DRIVE performance management system
11) Develop and implement Change Management & Communication Plans
12) In liaison with the EMT review current business portfolio, recommends and develops workable
opportunities for MSD mapping the current
MSD business expansion strategies such as
MCO, MSD SBU and forthcoming projects.
13) Act as a delivery unit of MSD on strategic review recommendations ..

JOB TITLE : Clearing & Forwarding Manager
1 POSITION MSD Head Office (Job Ref
DP01)
REPORTS TO: DIRECTOR OF PROCUREMENT
SUPERVISES: CLEARING OFFICERS
JOB PURPOSE: In charge of all functions related to the clearing and forwarding of all medical related consignments, imported by MSD or by the Ministry of Health, Community Development, Gender, Elderly and Children; or exported by MSD to other countries at any Tanzania boarder points

DUTIES AND RESPONSIBILITIES:
1) Manage all functions related to the clearing and forwarding for all consignments at the point of entry.
2) Manage the effective relationship with all stakeholders in the clearing industry so as to keep abreast with changing nature of the work
3) Verify the authenticity of all clearing charges payment requests before sending them to the Director of Procurement
4) Ensure good governance in managing clearing finances and accounts including third part clearing bills ..
5) Liaise with the Directorate of Logistics on offloading containers and receiving of goods at MSD . country boarder points and ensure cleared goods have been received in line with the provisions provided in the East Africa Community Management Act and VAT Act
6) Explore and maintain a seamless and efficient work process to ensure the uriit operate strategically.
7) Ensure claim process for short landed consignments is initiated and ensure empty containers are returned to the shipping line on time, and container deposits are refunded ..
8) Supervise guide and lead employees within the section to ensure the section has high performing staff that are adequately assessed.
9) Perform any other duties relevant to MSD as may be assigned by supervisor

JOB TITLE:Chief Financial Accountant
1 POSITION MSD HEAD OFFICE (JOB REF DFP 01)
DIRECTORATE: FINANCE AND PLANNING
SUPERVISE : REVENUE ACCOUNTANTS,
EXPENDITURE ACCOUNTANT

JOB PURPOSE:

Establish and maintain financial policies and management information system, prepares, develops and analyses financial information to allow MSD to make well informed decisions to ensure future suitability, profitability and growth

DUTIES AND RESPONSIBILITIES:
1) Advice the Director of Finance and Planning in all matters related to financial accounting.
2) Manage a system of accounts for banking transactions and correspondences to enable accurate and timely reporting on the financial performance of MSD operations.
3) Manage a system of accounts for goods and services to enable accurate and timelyreporting of MSD expenditure and revenues and propose investment option.
4) Oversee a system of approving payments within specified limits for all goods and services procured by MSD; per timeline ensuring debtors values are kept at minimum level.
5) In liaison with Stock Verification Manager review stock (financial) position periodically to maintain a link between financial and physical values. Ensure proper maintenance and accurate records on all types of revenue s, payments, assets and liabilities.
6) Review from time to time internal control band their effectiveness and suggest improvements based on current market practices. Provides supervision in the preparation of accounting and other financial reports as per MSD financial regulations
7) Manages the requirements of External and Internal Auditors to ensure a full and rigorous audit of MSD Accounts, ensuring audit issues are attended timely.
8) Ensure safety and good custody of the company financial records and proper coordination of staff in the unit
9) Liaise with other departments for formulation of systems and procedures pertinent to proper financial accounting control
10) Participate in budget preparation, preparation of statutory reforms and board papers

JOB TITLE :Manager Internal Audit (DG 02)
UNIT INTERNAL AUDIT UNIT
REPORTS TO CHIEF INTERNAL AUDITOR
SUPERVISES PRINCIPAL INTERNAL AUDITOR AND SENIOR INTERNAL AUDITOR

JOB PURPOSE
Plans and supervises Annual Assurance and consulting activities in accordance with the International Professional Practice Framework (IPPF) issued by the Institute of the Internal Auditors (II A) and the MSD Internal Audit Charter.
Supports the Chief Internal Auditor in planning, execution, reporting and communicating the engagement results to Executive Management
Team (EMT) and to the Board of Trustees through the Audit and Risk Management Committee, working within the Chief Internal Auditor plans and implements periodic internal Quality Assurance and Improvement Program (QAIP) to improve the quality and effectiveness of the Internal Audit Unit and comply to the Internal Auditing International Professional
Practice Framework.

DUTIES AND RESPONSIBILITIES:

1. Plans and supervises the annual risk assessment exercise for the entire MSD to facilitate the
2. Preparation of the annual Risk Based Internal Audit Plans and supervises the execution of fraud risk assessments.
3. Investigates ethical issues and proposes measures for resolution.
4. Assist the Chief Internal Auditor to Prepare Risk based Annual Audit Plan for the approval of the Audit & Risk Management Committee.
5. Prepares the scheduling of both Assurance and consulting engagements and establishing the resources allocation and needs for the approval of the Chief Internal Auditor
6. Reviews all engagement plans prepared by Senior/ Principal Internal Audit Officer and submit them to the Chief Internal Auditor for approval. .
7. Conducts the second review of engagement working papers and the draft engagement reports for final review and approval by Chief Internal Auditor.
8. Assists the Chief Internal Auditor to plan and execute the periodic Internal Quality Assurance and Improvement Program (QAIP)

9. Initiates the periodical improvement to Internal Audit manuals and audit programs.
10. Supervises and coordinate to preparation of monthly reports for EMT.
11. Assist the Chief Internal Auditor to prepare Quarterly reports for submission to the Audit&Risk Management Committee, Public Procurement Regulatory Authority (PPRA) and Ministry of Finance Internal Auditor
General Division.
12. Knowledge/Skills/Experience

JOB TITLE: Quality Assurance Officer (MANAGEMENT SYSTEM) 1 POSITION (JOB REF DG 03)
REPORTS TO SENIOR QUALITY ASSURANCE OFFICER
SUPERVISES NONE

JOB PURPOSE:
To implement quality standards as approved by MSD management and international standards organizations

DUTIES AND RESPONSIBILITIES:
1) Prepares quality management plans and develops quality system improvement methods
2) Puts in place processes needed for the quality management system and facilitates their implementation and maintenance
3) Provides quality assurance input during tender design and evaluation phases
4) Periodically conducts quality management reviews

DUTIES AND RESPONSIBILITIES:
1) Types confidential documents, correspondence and undertakes normal secretarial duties.
2) Handles internal and external incoming mail marked for the personal attention of the boss, files and distributes them ensuring proper maintenance and confidentiality.
3) Follow up on Director's desk for outgoing or pending task to be performed and keep record of files for action by the supervisor.
4) Organizes and facilitates meetings, safari and appointments for the boss
5) Consolidating required departmental consumable items and raise requisition on the same
6) Carries out inspections to ensure compliance to ISO Quality Management Standards
7) Carries out inspections to ensure compliance to ISO:9001: 2008 Quality Management Standards and provide advice on the same
8) Verification of system implementation by conducting a comprehensive internal audits regularly and continuous follow up on ISO: 9001:2008 9
9) To organize and facilitate the management review as required by, ISO requirements.
11) Provision of comprehensive awareness for all MSD staff on Quality Management System (ISO - 9001:2008) implementation and tips for continual improvement.

Pharmacist-Superintendent (MBEYA. DAR ZONE. MWANZA) 3 (JOB REF DG 04)

REPORTS TO: ZONAL MANAGER

SUPERVISES: P HARMACEUTICAL TECHNICIANS. ACCOUNTS ASSISTANT

JOB PURPOSE: TO provide advice to customers and ensure proper use of prescribed medication to attain required adherence of drugs

DUTIES AND RESPONSIBILITIES:

1) Prepares quality management plans and develops quality system improvement Develop and drive sales strategies for Community Pharmacy Outlet taking into account the growth potentials competitors activity and the existing customer base. This includes reviewing the existing products and introduction of new products.

2) Enhance key customer account relationship management sales

3) To ensure the Outlet is adequately secured with appropriate security mechanism including alarm system. CCTV camera. appropriate fire detection and fire-fighting equipment.

4) Timely advice the management on sales business trends that have impact on MSD threats and opportunities

5) Accountable for planning. Managing budgeting. cost controlling monitoring and customer services

6) Management all aspects of operation and strategic risks including monitoring of advances portfolio. strictly adherence to provision of MSD policies to ensure minimum losses.

7) Develop and maintain an open communication channel with subordinates and other team members to foster team work and to facilitate change process.

8) Work closely with zonal managers to ensure that customers has seamless service experience through all MSD delivery channel

9) Put in place a Management Information System (MIS) that will enable continually tracking of outlet physical and financial performance, monitoring of customer satisfactions and provision of management report.

10) Recommend the platform for formulation of products and initiate the development (Innovation)

11) Plan and monitor supplies to ensure sustainability of availability of stocks to customers.

12) Conduct market surveillance from time to time

13) Resolve customer complaints and ensure excellence of Outlet Customer Service

14) Follow up of stock requisition orders from PMU on daily basis

15) Prepares monthly and quarterly reports for

Advisory Team and Management

JOB TITLE: Warehouse Assistant (10 POSITIONS MOSHI, TANGA, IRINGA, MBEYA,TABORA,

MULEBA &. MWANZA ZONES)

(JOB REF DCZO 02)

REPORTS TO: WAREHOUSE OFFICER

SUPERVISES: CASUAL LABOURERS

DUTIES AND RESPONSIBILITIES

1) Make sure the warehouse compound is clean to ensure drugs and medical supplies are stored in a clean environment i.e keep the warehouse and premises neat and tidy.

2) Ensures proper positioning of drugs and medical supplies in the locations as identified by the system.

3) Makes available empty locations to the receiving section for allocation of the incoming drugs and medical supplies.

4) Identifies and segregates damaged, deteriorated and expired drugs and other supplies to enable write-off from the books.

5) Records and reports any discrepancies for appropriate measures to be taken.

6) Ensures replenishment of stocks at picking locations basing on storage procedures i.e. FEFO, FIFO

7) Prepares issue notes of all supplies to customers from the respective warehouses.

8) Performs any other official duties as might be assigned by superior.

CUSTOMER SERVICE OFFICER -HQ 1 POSITION (JOB REF DL 01)

REPORTS TO: VERTICAL PROGRAMS MANAGER

SUPERVISES: NONE

JOB PURPOSE

Maintains relationship with customers and acts as a link between MSD and customers and ensure customers expectation are met

KEY DUTIES

Visits customers to understand their demands and service expectation

Updates customers ID cards and their authenticity periodically

Registers customer calls/complaints/feedback and suggests appropriate solutions

Provides feedback to customers complaints/ issues raised

Collect client details and submit them to

Customer Service Manager for establishment, updating and maintenance of client contacts.

Collect annual customer demand forecast and share it with appropriate officer

Promotes sales of MSD items and builds awareness to customers on free issue items to minimize losses due to expires.

Communicates with customers on availability of products or substitutes

Receive and validate special orders for special procurement and send them to senior customer service officer. .

Provides customer with price list, manuals and delivery information

Keeps track of back order sales and communicates to customers and other sections in the department provide necessary inputs to support preparation of performance report

Creates sales transactions on discount products and free issues items

Performs any other duties relevant to MSD operations as assigned by the supervisor

Application Instructions
Interested Tanzanians who meet the minimum requirements of any of the above position should send their application letters stating how they meet the positions requirements in writing, a CV listing names and contacts of 3 work related referees, 2 current passport size photographs and copies of their certificates to the address below so us to reach on or before 14days after the date of this advertisement

Only Shortlisted candidates will be contacted

Director General,

Medical Stores Department,

P.O. Box 9081,

Dar es Salaam.