Job Description
The Elizabeth Glaser
Pediatric AIDS Foundation (EGPAF) began supporting HIV and AIDS programming in
Tanzania in 2003 and established a country office in 2004. Ever since, in close
collaboration and partnership with the Ministry of Health Community
Development, Gender, Elderly and Children and Presidents Office Regional
Administration and Local Government, EGPAF expanded its scope to supporting
quality comprehensive and integrated HIV, GBV, TB, and Family planning services
in the supported regions. Recently, EGPAF in collaboration with consortium
partners Amref Health Tanzania, Engender Health, D-tree International and
Matchboxology won the U.S. Agency for International Development
(USAID)/Tanzania’s Comprehensive Client-Centered Health Program – HIV and
Tuberculosis Northern (CH3P-HIV&TB) Activity contract. Under C3HP, EGPAF
offers USAID a responsive and forward-thinking approach that will address the
evolving needs of the people of Tanzania as they relate to HIV, TB, and FP
services across each continuum.
Position Details
Job
title:
Senior Finance and Administration Manager
Grade:
7
Location:
Dodoma, Arusha
Direct reporting line:
Finance & Administration Director
Roles Summary
Senior Finance and
Admin Manager supports Finance and Administration Director in overseeing,
providing guidance, and building the capacity of five operational areas (Human
Resources, Finance, Administration, Information Technology, and Procurement and
Logistics) at Field Office level and to work with Operations Department
Managers and other Field Operations Officers to ensure complete, consistent,
and synchronized implementation of operational policies and procedures. Senior
Finance and Administration Manager will also work closely with Senior Strategic
Result Managers (SSRIs) to facilitate project implementation operations in
their respective regions.
Essential Duties and Responsibilities
Human Resources:
- Timely Human Resources support to
project office staff as guided by HR department
- Ensures all HR policies and procedures
are properly adhered by all project office staff
- Advise the Human Resources head of any
concerns or issues requiring his/ her attention.
- Provides guidance and expertise on
completing Performance Evaluations and assists HR head in ensuring all
evaluations are submitted in a timely manner and all Job Descriptions are
updated on an annual basis.
- Assisting the HR department on all
issues pertaining to attendance, replicon including leave request and
timely timesheet submission.
Administration:
- Ensures vehicle usage and fuel log
reports are properly completed, approved, and sent to Dar office on a
monthly basis. This is under the administration department
- Work to ensure that the field office is
accessible and reachable at all times during office hours
- Ensures that Foundation
vehicles/equipment are properly serviced and maintained.
- Work to ensure the proper functioning of
the office and share monthly communication and utility status report
- Maintain up to date safety and security
systems in the office through quarterly awareness sessions and routine
servicing of firefighting equipment
- Work with the Admin officer to oversee
timely logistics facilitation in the field offices
- Timely prepare and make the most use of
the following reports as per the agreed schedule
- Weekly travel and
vehicle allocation reports
- Monthly vehicle
and generator fuel repairs and maintenance reports
- Monthly safety and
security status report
- Monthly Utilities
report
- Monthly office
status report
- Work with the management to provide a
conducive work environment for all staff as per the office equipment and
supplies plan.
Information Technology:
- Ensures Internet is up and running with
a minimum of 1% downtime.
- Troubleshoots various IT problems with
equipment and applications.
- Works with IT Department to fix problems
as needed.
- Oversees use and maintenance of IT
equipment such as printers, scanners, modems, LCD projectors, etc.
- Ensures files are backed on a daily
basis and server and its applications are fully functional and
well-maintained.
- Ensures all IT policies and procedures
are properly adhered to.
Procurement and Logistics:
- Inventory control and reporting for
Project Office Furniture and Equipment. Acts as Property Manager for
respective Project Office.
- Manage and review bid analysis as needed
and procure goods and services and process reviews and approvals as
appropriate in line with the signature authority matrix.
- Liaises with vendors to ensure proper
goods and services are provided to Project Office.
- Ensures all procurement policies are
properly implemented and adhered to.
- Ensure timely submission and application
of VAT refund and exemptions to authority, keep track record of each
transaction submission and report to the supervisor on weekly basis and
submit hard copies of invoices and fiscal receipt to Dar for further refund
application process on monthly basis.
- In collaboration with SSRMs, She/he will
review, implement and monitor their respective procurement plans.
Finance:
- He/She will work closely with SSRMs to
develop an annual implementation and operations budget for the respective
Region Acceleration Strategy (RAS) team.
- Closely collaborating with SSRMs, the
Senior and Finance Administration Manager will monitor Program
expenditures including regular/timely review of the expenditure versus
actual (BVA), and share on monthly basis.
- Monitoring disbursement of funds and
receiving the status of cash book balance on daily basis to avoid
running out of funds
- Prepare Monthly Financial Reports for
submission to the Country Office in a timely manner.
- Ensuring timely payment requests are
sent to Dar office for all training/meetings participants and full
accountability of the payments either done through Money wallet payment
- Reviewing and approving expenses
reports/Liquidations to ensure adequate documentation, allowable and
allocable
- Regular review of the cash register and
carry out surprise petty cash count
- Approving petty cash Vouchers
- Perform Bank Reconciliation for Project
Office.
- Maintains Project Office Travel Advance
Register.
- Ensures all Finance policies and
procedures are properly adhered to.
Subgrant management facilitation
In collaboration and consultation with SSRMs, he/she will
execute the following functions:-
- Provide administrative support to Grant
officers in managing sub-awards portfolios.
- Work with the technical advisors in
making sure subgrant work plan are also included in the project office
plans
- Provide administrative support to manage
the cash flow of the sub-recipients
- Work with technical advisors to manage
compliance of rules and regulations of sub-award, and to immediately
report on any potential risk, fraud, and noncompliance within the
portfolio of the project office.
Other Duties:
- Assesses operational policies and
procedures on an ongoing basis to identify and propose new policies or
changes as needed, in addition to monitoring the implementation of
existing operational policies to ensure they are being properly adhered
to.
- Ad hoc reports and provision of
information as needed.
- Coordinate on maintaining all
operational documents and electronic files to ensure they are complete and
well-organized.
- Any other relevant duties as assigned by
the Finance & Administration Director
- Managing Compliance and risk management
at the project office
- Enhance the performance of Quality
output to your assigned duties
- Enhancing customer engagement and
relationship management
- Mentoring and training project office
finance staff in various finance functions like budgeting, preparing
reports, monitoring expenditure etc. in the aim of capacity building
Supervises:
- Various Field Operations Staff such as
Associate Finance Officer, Grants Officers, and procurement and
administration Officer.
Required Qualifications
- Bachelor’s degree in Accounting,
Finance, or other related field required preferably with CPA/ACCA
qualification. Masters is an added advantage
- Demonstrated at least 5 years’
accounting, auditing, or financial management experience.
- Experience with USG Financial
regulations and compliance requirements
- Five (5) years of previous management
experience is required.
- Experience working with international
NGOs.
Knowledge, Skills & Abilities
- Understanding of USG financial
regulations.
- Strong analytical and reporting skills
- Strong interpersonal skills
- High quality is written & oral
communication ability
- Strong supervisory skills
- Strong computer literacy
- Fluent reading, writing and speaking in
both Kiswahili and English
HOW TO APPLY
EGPAF is an equal
opportunities employer and the position is open to all. Qualified candidates
should submit a CV, cover letter and relevant certificates explaining how the
experience detailed in the CV will contribute to the requirements of the
position and references to EGPAF.
Submissions to be sent to:
Senior Human
Resource Manager,
Elizabeth Glaser
Pediatric Aids Foundation,
P.O. BOX 1628,
395 Ursino Park,
Mwai Kibaki Road, Morocco.
Dar es Salaam,
Tanzania.
The application
should be done through the given link.
Closing date: December
10, 2021
Only shortlisted
candidates will be contacted.