ICAP at Columbia University is a Non-Governmental Organization affiliated with ColumbiaUniversity’s Mailman School of Public Health (MSPH) registered in Tanzania as MSPH TanzaniaLLC since February 2005 (SO No. 12987). ICAP has been receiving funds to support HIVprevention and treatment programs in Tanzania from the US President’s Emergency Plan for AIDSRelief (PEPFAR) through the U.S. Centers for Disease Control and Prevention (CDC) since 2005.In collaboration with the Ministry of Health, Community Development, Gender, Elderly andChildren (MoHCDGEC), ICAP has supported the government on health system
strengthening,provided technical support especially on HIV prevention, care, and treatment, voluntary medicalmale circumcision services, and facilitated HIV prevention interventions in community settings.
From October 2016, ICAP has been receiving PEPFAR funding from CDC for a 5-year projectdelivering interventions as the community implementing partner. The project, known as FIKIA,provides community-based HIV prevention interventions including HIV testing to key andvulnerable populations (KVP). The goal of FIKIA is to accelerate, expand, and improve the qualityof comprehensive community-based HIV prevention services to KVP in order to achieve 90-90-90targets. FIKIA implementation spans a total of 50 districts across nine regions, including Kagera,Kigoma, Mwanza, Geita, Simiyu, Mara, Pwani, Tanga, and Dar es Salaam.
ICAP employs competent, dynamic individuals with strong technical knowledge and public healthmanagement skills in implementing the program objectives. ICAP is now seeking to fill the belowpositions:
Position Title: Senior HR and Administration Manager – Dar es Salaam (1 position)(Tanzania Nationals Only)Reports to: Director of Finance and AdministrationJob Location: Dar es SalaamOverall Job Function:The HR and Administration Manager will offer overall support and direction in Human Resourcesand Administration function for ICAP Tanzania country operations. He/She will ensure thepolicies and standards are applied consistently in all the country offices. This role has a countryfocus and ensures compliance to ICAP procedures and guidelines within the country’s operations.The role contributes to the development of country strategies, which are translated into actionplans and day-to-day tasks. The position will work in close cooperation with the Director ofFinance and Administration
Specific Responsibilities and Duties:HR duties Provide leadership and oversee HR operations to ensure strategic initiatives areimplemented with a strong emphasis on recruitment, development and retention of highqualitystaff. Develop and implement national HR strategies, plans & budgets that support programobjectives, and ensure full implementation of defined HR standards & good practices. Conduct analysis and market research on salary and benefits trends. Provide HR guidanceand recommendations to ensure the program remains competitive. Establish and oversee recruiting, hiring and orientation plans and procedures for ICAPemployees. Establish and oversee internal HR policies, procedures and programs. Ensurecommunication and compliance with all internal policies and procedures as well as externalregulations and applicable labor laws. Manage administration of personnel benefits and compliance with tax laws, includingemployee terms & conditions of service, salaries & benefits, employment contracts, andleave records. Administer performance management processes to align employee performance with ICAPprogram goals and objectives and assist management in creating and retaining highperformance employees and teams. Facilitate employee communication, provide employee services and counseling, advise ondisciplinary, grievance and conflict resolution procedures, and promote employee safety,welfare, wellness and health. Manage and resolve employee relations issues (Industrial Relations) and assistmanagement with conflict resolution to ensure that issues are identified and addressedpromptly, appropriately and fairly. Collaborate with the Director of Finance and Administration on sensitive matters includinglitigation. Implement preventative measures and assist in reducing litigation by ensuringfair and equitable application of policies and practices. Interface and coordinate with managers and supervisors to enhance communication,education and ensure effective implementation of HR programs. Partner with theinternational human resources team to administer, communicate and promote ICAPprograms and policies. Supervise HR staff members. Conduct regular field trips to project offices to monitor and review human resource andadministrative procedures and assist project staff, where appropriate Manage the country learning and development plan, identify growth and developmentopportunities for high potential staff, and facilitate management & leadership developmentinitiatives Ensure annual and mid-year performance reviews are conducted in a timely manner eachyear.Administration and IT Developing and implementing operational guidelines for the office, including ensuring thatoffice space is designed and kitted out in a way that is fit for purpose Manage asset control, assignment and movement; maintain an updated and accurate assetregister and room lists, and ensure that all assets are properly labelled and whereaboutsregularly verified Ensure effective office security, including liaison with security company and ensuringadherence to office security policies for all staff and visitors Ensure that all services are provided on a regular basis and provide good value; process andensure that all office‐running related bills are paid on time Oversee overall office operations and ensure that all office equipment is operating andwell‐maintained, including LAN and telephone systems Prepare and submit timely and accurate monthly Admin reports and dashboards (eg.insurance, keys, etc) Organize and supervise other office activities (recycling, renovations, event planning etc.),Keep abreast with all organizational changes and business developments. Manage IT staff by recruiting, training and coaching employees, communicating jobexpectations and appraising their performance, ensure security of data, network access andbackup systems.
Desired Minimum Qualifications: 8+ years of progressive experience in HR Management with an international organizationAND at least 5 years in a similar role. Bachelor’s degree in Human Resources; a Master’s degree in related field is preferred.MBA is a plus. Significant experience with NGOs in an international environment Proven leadership skills and a competence in people management. Demonstrated understanding and working knowledge/experience of Human ResourcesManagement principles, concepts & processes. Extensive knowledge on local labor law. Excellent skills in handling and advising on complex people management issues. Experience in developing Human Resources strategies and policies, and drivingimplementation. Experience with managing large amounts of confidential employee information.
Position Title: Logistics & Procurement Sub Unit Manager – Dar es Salaam (1 position)(Tanzania Nationals Only)Reports to: Director of Finance and Administration (DAF)Job Location: Dar es Salaam
Overall Job Function:The Logistics & Procurement Sub Unit Manager reporting to Director of Finance andAdministration will be based in Dar es Salaam with overall responsibility of managingProcurement/logistics and Grants and Contracts departments will work closely with finance Team,Other operational teams, SMT and Program Teams. He/she will also specifically work with otherexternal and internal stakeholders such sector specialists/advisors, project managers and areacoordinators at their respective field offices. In consultation with the Sub-grants Officers, she/hewill ensure implementation of sub grants Policy and sub-contracting procedure of ICAP anddonors Rules & Regulations at all levels in their respective regional Subs and Service agreements.This role also encompasses distribution management within logistics, including transportation,warehousing, and monitoring the flow of goods and supplies to the 10 regions where ICAPTanzania work.
Specific Responsibilities and Duties:Sub Grants and Agreements management: Identify potential Subgrants/Service agreements and establish relationships withselected Subs and Service agreements in the respective regional office in line withICAP’s strategic priorities, policies and procedures (including sub-agreement policy inICAP SOPs). Ensure a transparent Subs and Service agreements’ assessment processincluding Due Diligence and Subs and Service Agreements’ Capacity Assessment tosupport effective engagement in Subs and Service agreements with ICAP in theregions. Prepare a sub grant-opening meeting for all new Subs and Service agreements.Participate in prospective Subs and Service agreements’ proposal review includingreview of the proposed budget and compile comments for further sharing with the DAFd Subs and Service agreements’ improvements through Subs and Service agreementsrepresentatives, Sub Grant Officer, DAF and Sub and Service team in ICAP New YorkOffice. Advice and support Programs for using the correct agreement formats according to thesub grants policy for any new sub grants engagements in line with ICAP SOPs. Prepareand support in MoUs, sub-grant agreements and ensure relevant sub-grant agreementsdocuments are prepared before signing agreements. Monitor and conduct review ofsupport documentation to ensure adherence of all clauses in subcontracts/ sub-grantagreements/MOUs are met by Subs and Service agreements under your supervision. Check the correctness of monthly and quarterly liquidations (CMER reports) & supportdocuments from Subs and Service agreements and recommend the necessaryimprovements- Document any communications in sub grant files. Carry outautonomous field checks and visits to support and build capacities of the Field Subs andService Agreements Finance teams. Prepare monthly & quarterly budget monitoringreports (burn rates) for Subs and Service agreements- as monitoring mechanism tomitigate any over/under spent in time. Implement mechanism to ensure joint monitoring and communication with Subs andService agreements to maximize impact of project or strategic engagement in therespective region. Coordinate and participate in reviews of Subs and Serviceagreements’ work and facilitate Sub grant’s close out process with Sub grantsSpecialist. Help to promote quality & accountability practices among all implementing Subs andService agreements through joint monitoring with Program staff and Subs and Serviceagreements representatives. Assist in providing technical assistance to Subs and Serviceagreements in issues related to CDC/ PEPFAR compliance, Budget Templates andguidance on exchange rates (losses and gains). Support and conduct Risk/Capacity Assessment of potential Subs and Serviceagreements before any engagement with ICAP. Support Sub Grant Officer inidentification of capacity gaps of Subs and Service agreements and staff and help todevelop plans to ensure capacities of Subs and Service agreements and staff are builtaccordingly. Any other responsibility as may be assigned by Line ManagerProcurement Logistics: Manage and ensure all deliveries to each required regions are completed effectively and allsupplies are accounted for. Manage the delivery of goods/services to ICAP ensuring theteam correctly accounts for all items. Ensure all procurement follows the organizationalprocurement procedures and all orders are made correctly with the right authorization Establish a clear procurement plan ensuring that requests are managed effectively ensuringsufficient time is provided to complete all necessary processes as per ICAP SOPs andfunders regulations. Ensure all procurement requests are completed correctly and the duties of collectingquotations is segregated amongst the team to prevent conflict of interest in line with ICAPSOPs. Oversee the procurement analysis of all supplies/services by working with procurementteam and ITC ensuring detailed procedure and selection process is clearly outlined withinthe analysis section. Support team members to present suppliers with procurement committee meetings. Ensure clear documentation for supplier selection is obtained forauditing purposes. Provide agenda; organize for all procurement committee (ITC) meetings with suppliers,detailing minutes of committee meetings. Ensure the Conflict of Interest Policy is upheld throughout all processes of procurement,Report to manager any concerns regarding procurement processes. Manage the Approved Supplier List. Ensure all suppliers uphold the terms and conditionsof the agreement and in need of sourcing or changing current agreements organizeprocurement committee to facilitate any necessary additions and changes. Conduct pricechecks on all procurement conducted and manage the team to negotiate strong value formoney. Manage all supplies for the organization, ensuring the administration team are logging allincoming and outgoing supplies and any discrepancies are investigated and reported.Manage the process of procurement and delivery for project supplies tooffice/sites/training/events, ensuring all items are logged in and any extra supplies arereturned back to the office and logged correctly where necessary. Organize quotations andpayment of insurance and renew this annually. Maintain proper records of Assets and inventory update disposal Plan as necessary. Any other responsibility as may be assigned by Line Manager
Requirements Bachelor degree in Business Administration- Finance/Accounting with Logistics andprocurement background, MBA in Supply chain/Logistics is an added advantage. Eight (8) years’ of experience in public/private sector working with in Logistics,Procurement and Grants Management AND at least 4 years’ experience in similar role Must have sufficient expertise of management and capacity Building of Subs and Serviceagreements. Must be familiar with PEPFAR/USAID and other donors’ rules & regulations. Must have sufficient knowledge of contract management. Good writing and analytical skills.Position Title: Inventory and Asset Assistant – Dar es Salaam (1 position) (TanzaniaNationals Only)
Reports to: Logistics & Procurement Sub Unit ManagerJob Location: Dar es Salaam
Overall Job Function:Inventory and Asset Assistant with safety, efficiency and customer service a priority, isaccountable for the overall warehouse operation, which receives and stores, moves and shipssupplies, stock and materials & Assets to and/or from the warehouse and ICAP offices. Managesthe overall operation and ensures the safe and effective storage and distribution of supplies/goodson time and without damage. Develops and implements both short- and long-term warehouseplanning.
Specific Responsibilities and Duties: Prepare monthly Warehouse reports for supplies shipped and received at the warehouse,ensuring that all damages or problems are recorded and accounted for. Develop, implement and enforce material-handling policies/procedures, and regulatorycomplianceprocedures including for medical in line with legislation requirement in Tanzania. Determine compliance with laws, regulations, and/or standards and complete appropriatedocumentation as required. Maintain accurate and up-to-date inventory records and ensure that inventory reports areprepared and distributed to the Program leads as required. Logistics & Procurement Sub UnitManager of any capacity or inventory problems. Ensure stock is maintained and rotated properly and regularly. Prepare warehouse activity reports, including KPIs, daily/weekly operations report, health andsafety, human resources. Ensure all material-handling equipment, structures or materials are maintained, including regularsafety inspections. Review the warehouse operation throughout the work process and at completion, including thedaily “circle check” to ensure that all products are stored safely. Maintain proper security and good housekeeping of both premises and stock. Oversee security and general upkeep of warehouse, including regular maintenance of equipment Offer alternative solutions to system and procedural issues that may disaffect productivity and/orcustomer service or compromise health and safety Be accountable to the customer for both quality and quantity of output and resolve anyproblems, ensuring that potential Sub Grant Officer complaints are escalated Continuously monitor effectiveness of the warehouse-operations strategies aimed at reducingoperating costs, including wages, and improvement of quality-control procedures Act as the ‘voice’ of the warehouse operations at management meetings. Develop constructive and cooperative working relationships with those on your team, as well ascross-functionally. Maintain ICAP Property log in term of Assets and inventory and quarterly provision of PropertyLog reports. Develop Asset and inventories disposition plans for implementation. Develop Assets Replacement Plan
Requirements Bachelor degree in Procurement and Logistics or any other relevant field, Two (2) years’ of relevant similar work experience in public/private sector working inAssets and inventory management Must be familiar with PEPFAR/USAID and other donors’ rules & regulations. Good writing and analytical skills.
Position Title: HR Officer – Dar es Salaam (1 position) (Tanzania Nationals Only)Reports to: HR SpecialistJob Location: Dar es Salaam
Overall Job Function:The incumbent will be reporting to the Human Resources Specialist and working alongside anexisting Human Resources Officer, responsible for the provision of comprehensive guidance on allHR matters.Specific Responsibilities and Duties: Management of recruitment and selection activities for technical, professional andmanagerial level positions to include formulation of job descriptions, advertising andmanagement of interview process Managing absenteeism through absence management policy for both short and long termabsence in line with HR objectives. Ongoing review and enhancement of Company and HR Policies and Procedures in linewith legislative developments. Ensuring all relevant ID, certificates and employee documents are received on or before 1stday of employment and verify that with relevant authorities. Handling of disciplinary investigations, hearings, appeals and grievances. Managing the collection of references, Police and Local government security clearance asrelevant to each role. Creation and delivery of HR related management training and induction programs. To help HR specialist deliver and report on the annual employee engagement survey toensure feedback from employees is collected and interpreted correctly to help improveemployee engagement. To manage the long service rewards and ensures employees are notified of qualifyingrewards in a timely and accurate manner. Any other reasonable duties which may be required by management from time to time.
Required Qualifications, Knowledge and Skills: Required Education: Bachelors’ degree in Human Resources Management Required Experience: At least 3 years’ recent relevant generalist and advisory HRexperience gained within a fast paced environment Required: Excellent knowledge of current Tanzania employment legislation Required: Experience of formulating, implementing and revising human resources policies &procedures Experience managing simultaneous recruitment campaigns Previous experience of processing payroll Confidential in all matters Professional approach, coupled with strong interpersonal skills and commercial acumen. Experience handling disciplinary investigations, hearings, appeals and grievance Excellent planning, organizational and time management skills Excellent verbal, written communication and presentation skills
Position Title: Finance Officer Systems & Quality – Dar es Salaam (1 position) (TanzaniaNationals Only)Reports to: Finance ManagerJob Location: Dar es Salaam
Overall Job Function:The Finance Officer you will develop and update financial reports and provide financial analysis.You will also develop and implement financial policies, processes and procedures and providefinancial advice on relevant issues to program teams and service providers.Specific Responsibilities and Duties: Establishing effective internal controls to monitor data integrity and security. Assisting in the monitoring and review of General Accounting systems (QuickBooks)and processes. Assisting in maintaining the integrity of financial and data systems by regularlyinterrogating those systems through use of special purpose financial reports and on-lineenquiries and interacting with relevant users in ICAP Tanzania. Identifying and implementing debt management systems and processes includingadvances. Conducting analysis of financial information providing timely and accurate financialinformation for monthly management reporting. Ensure monthly Balance sheet reconciliations and month end adjustments andconducted timely. Develop Finance diary and ensure the Finance reporting diary internally and externallyis observed. Work with IT on development of New Mobile payment system that covers all the Fieldoffices and all other relevant modules to be adopted and Trainings are planned andconducted, give hand on implementation, and be a key contact for support. Enhance the efficiencies of finance activities, methodologies and environments,working in partnership with IT and external resource as appropriate. Supporting and educating data owners to drive improvement in the integrity of masterdata and managing how data flows effectively between systems. Ensure monthly budget review meetings action plans as communicated by DAF areimplemented in Finance and feedback is given back to DAF and Program specialist. Optimize use of Maintenance of finance system (QuickBooks) data structures includingchart of accounts, customer and supplier accounts, user accounts, budget data etc. Plan the month end reviews of Accounts at least 2 days prior to closing for review andsign off by DAF and CD. Point of Contact for Field offices Finance support and link with other Finance staff.
Required: Bachelor degree in Business Administration- Finance/Accounting qualification onmodules of CPA (T) is an added advantage. Five (5) years’ of relevant similar work experience in public/private sector working inFinance with experience dealing with high volume of information processing andAdvanced excel skills. Must be familiar with PEPFAR/USAID and other donors’ rules & regulations Good writing and high analytical skills. Excellence Quick book and training skills is need.
Application Instructions:Qualified applicants should send their cover letter and CV by 08th June, 2018 via email to email@example.com,mentioning in the subject line the Position Title and JobLocation. Only short listed applicants will be contacted. Please do NOT attach any certificateswhen submitting online. ICAP is an equal opportunity employer; women are encouraged to apply.We also encourage Tanzanians living and working abroad in the diaspora to apply. J2