Sunday, July 23, 2017

NAFASI ZA AJIRA/KAZI EGPAF ELIZABETH GLASER PEDIATRIC AIDS FOUNDATION JULY 2017

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Senior Procurement & Logistics Manager
Location: Dar Es Salaam, Tanzania
Job Code: 1273# of openings: 1

Position Details
Job title: Senior Procurement &Logistics Manager
Location: Tanzania, Dar es Salaam
Job grade: 7
Primary manager: Director of Operations

Job Summary
A Senior Procurement &Logistics Manager assume responsibilities for the inventory, purchasing, vehicle management, property management/maintenance, logistical support, service contracts, Procurement and Logistics Assistant, contracted service providers, and other related administrative activities.

Essential Duties and Responsibilities
Procurement
Coordinate Procurement of office equipment and supplies for the Dar Office, sub-offices & “central procurement” items for sub-grants.
Ensuring that all needed documents and donor prior approvals are obtained, completed, and filed for EGPAF’s procurement activities in line with USG and EGPAF regulations and approved budgets.
Establishes and maintains system for purchasing, ensuring that accurate and detailed specifications are submitted in writing prior to initiation of purchasing and coordinates the efficient pickup and delivery of purchases.
Oversees that the inventory system is updated and up to date (for Dar office & sub-offices).
Maintain all contracts of vendors providing services to EGPAF (leases, phone, vehicle insurance, vehicle maintenance, fuel, flights etc.)



Logistics
Provides logistical support to the EGPAF Program as needed.
Ensure VAT exemptions for Dar, Arusha, and Dodoma & Tabora offices/program are obtained for all procurement in conjunction with USAID, Ministry of Health and Tanzania Revenue Authority.
Manages disposal of all property and equipment in accordance with EGPAF and USG regulations.
Ensures proper inventory reports and controls are in place for all EGPAF property and equipment.
Identify, train and coordinates activities of Property Managers in each office.

Vehicle Management
Establishes and maintains required reporting system and ensures timely maintenance and repairs to vehicles.
Periodic review of fuel control sheets for all the Foundation offices (Dar, Arusha, Dodoma & Tabora)

Field Support
Liaise with Field P&L Staff to ensure standard P&L policies and procedures are implemented in each office.
Ensure the LPO system is consistently implemented at the field offices
Conduct visits to Field Offices to assist with implementation of P&L activities and build capacity and understanding of staff.
Ensure proper documentation of procurement files in sub-offices

Supervisory

Supervises the Procurement and Logistics team.

Other Duties
Assess Procurement &Logistics policies and procedures on an on-going basis to identify and propose new operating changes as needed reflecting the guiding policies and procedures, in addition to monitoring the implementation of existing P&L policies to ensure they are being properly adhered to.
Prepare, submit and advice on relevant Procurement & Logistics MIS reports mentioned above to the Director of Operations

Required Qualifications
Bachelor’s degree in Business or other related field required. Masters preferred
Demonstrated at least 7 years’ experience on managing procurement & logistics department/activities.
Prior experience dealing with various government offices for VAT exemptions, work permits, Visas, etc
Three to five years pervious management experience is required.
Experience working with International NGOs.

Knowledge, Skills & Abilities
Understanding USG procurement and logistical regulations.
Procurement & Logistics skills
Strong interpersonal skills
High quality written & oral communication ability
Strong supervisory skills
Strong computer literacy
Fluent reading, writing, and speaking in both Kiswahili and English
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Senior Office and Administration Manager
Location: Dar Es Salaam, Tanzania
Location: Dar Es Salaam, Tanzania
Job Code: 1274# of openings: 1

Position Details
Job title: Senior Office and Administration Manager

Location:   Dar es Salaam
Job grade: 7
Reporting to:  Associate Director of Operations 

Roles Summary
To administer the Dar es Salaam office, oversee essential administrative activities at the EGPAF    Dar es Salaam office, and to support and build the capacity of the Field Office Administrative staff. 

Essential Duties and Responsibilities  
Reception
Ensure good relationship between the Foundation and the public in person, over the phone, and through e-mails when interacting with or visiting the Dar Office.Ensure Dar Office Access Procedures are followed at all times. Mail & parcel Administration
Administer incoming and outgoing documents and parcel courier through DHL EMS and others

Secretarial Duties
Update EGPAF Tanzania Staff Contact list on a monthly basis and disseminate to All Staff.Oversee and facilitate hotel, transport logistics, visa requirements, and other travel needs for international visitors.Organize and assist with international travel arrangements for all Dar Office staff.Manage key vendor relationships with local hotels, Travel Agency, and telephone companies.Manage EGPAF Master Calendar and update accordingly.  

Property and Equipment Management
Oversee the use and maintenance of the office equipment including the photocopier, fax, binding machine to ensure that they are in working order and arrange for their repair and maintenance as needed.Oversee proper running of utilities for the building such as electricity water and proper function of telephone lines.Manage the cleaning of the building and the surrounding.Manage safety and security of the building and assets.Work with Landlord, Landlord’s Property Management Firm, and Repairmen to maintain and fix office as needed.Contract maintenance of all office equipment: Ensure that all office equipment and work space properly maintained and serviced.

Driver / Vehicle Management
Vehicle maintenance: Ensure that all foundation vehicles are properly maintained and log books are daily recorded.Provide log book and fuel records to Procurement and Logistics Department on a monthly basis.Maintain/update Drivers’ travel Advance and Expense RegisterMaintain/update Personnel Activity Report (PAR) for Drivers, Day Guard, and Office Attendant.Maintain/Update fuel monitoring Register for three Dar vehicles.Coordinate activities of Drivers and use of Dar Office vehicles in accordance with the needs of the Dar Office and its staff.

Field Support
Liaise with Field Admin Staff to ensure standard Admin policies and procedures are implemented in each office.Conduct Trainings and Meetings with Admin Staff to build capacity and understanding of Admin activities.Conduct visits to Field Offices to assist with implementation of Admin activities and build capacity and understanding of staff.

Other Duties
Assess Admin policies and procedures on an on-going basis to identify and propose new policies or changes as needed, in addition to monitoring the implementation of existing Admin policies to ensure they are being properly adhered to.Act as a company Secretary for EGPAF Tanzania and ensure timely filing of Annual returns with Business Registration and Legal Authority (BRELA)Manage Business Continuity Plan for the Dar Office and support field offices in completing the plan for each field office.Any other relevant duties as assigned by the Director of Operations. 

Supervisory
Supervises Administrative AssistantSupervises three DriversSupervises two Office Attendants.Supervises Day Guard/Receptionist.
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Senior IT and Project Management Manager

Senior IT and Project Management Manager
Location: Dar Es Salaam, Tanzania
Job Code: 1272# of openings: 1
Position Details
Job title: Senior IT and Project Management Manager
Location:  Tanzania, Dar es Salaam
Job grade: 7
Primary manager: Associate Director of Operations
Job Summary
Senior IT Manager will manage all Information Technology equipment, systems, policies, andProcedures at the Dar es Salaam office and in the established project offices in Tanzania

Essential Duties and Responsibilities 
Technical Support:
Primary individual responsible for providing and/or coordinating technical support to Dar Offices users in regard to IT systems and equipment.Identifies and trains IT backup staff in Field Office who acts as primary contact for IT technical support in their respective Field Office.Liaises with Field Office IT backup to act as secondary individual for providing technical support to Field Offices.Researches technical support solutions and works with vendors to resolve these issues as needed.Liaise with EGPAF HQ regarding IT issues as needed.Ensures adherence and sensitization of laid down IT policies and procedures
Network Administration:
Ensures that all users’ virus software is up to date.Manages system back up administration including tape swapping and prep for off-site storage and retrieval. Primary responsible for managing Dar Office Network on a day to day basis.  Must ensure system stability daily in order to prevent lapses in network service. Measured in terms of downtime.Secondary individual responsible for Field Office administration (Field Office IT backup is primary individual responsible).Working with EGPAF HQ, to establish new user e-mail and network account set-up.Outlook administration including user ID maintenance, distributions lists, and troubleshooting.

Training and Capacity Building:
Identify areas where users can be trained to improve basic computer literacy and assist users as needed and organizes needs assessments and trainings to build capacity.Orientates all new staff to EGPAF IT equipment and systems including phone system, EGPAF Intranet, Glaser, and CGIS.Works with EGPAF-DC to upload content and encourage use of Crossroads intranet 

Project Office Support:
Oversees and coordinates IT systems and maintenance of IT equipment in all Field Offices.Identifies and trains IT backup in each Field Office and provides on-going support and guidance.Visits Field Offices on a regular basis to assess status of IT systems, equipment, and inventory and to build the capacity of Field Office staff and the Field Office IT backup.Act as a dotted line supervisor for field officers IT Assistants  

General:
Maintains a positive working relationship with all staff with a customer service oriented approach.Acquires and develops professional skills that benefit EGPAF and the individual.Assesses IT policies and procedures on an on-going basis to identify and propose new policies or changes as needed, in addition to monitoring the implementation of existing IT policies to ensure they are being properly adhered to.Any other relevant duties as assigned by the Director of Operations.

Supervises:
IT Officers.

Required Qualifications 

Education & Experience Bachelor’s degree in Information Systems or commensurate experience.Current relevant technical certifications (prefer MCSE or A+ certification).At least Four years of LAN support experience.At least Four years of LAN, e-mail and file/directory services administration.At least Four years of user support experience including PC hardware and software troubleshooting.Fluent reading, writing, and speaking in both Kiswahili and English Strong interpersonal communication skills

Knowledge, Skills & Abilities
Strong technical support and troubleshooting experience Managerial Skills Experience supporting Windows environments including Office 365 cloud services and Account management VPN management, Sonic wall filter and wireless infrastructure Familiarity with basic system administration tools and processes Broad knowledge of computer hardware, network operations and maintenance Telecommunications systems including VOIP Emerging technology trends Focus on results for the clients and respond positively to feedback.Consistently approach work with energy and a positive, constructive attitude.Demonstrate openness to change and ability to manage complexity.
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Senior Human Resources Manager
Senior Human Resources Manager
Location: Dar Es Salaam, Tanzania
Job Code: 1271# of openings: 1

Position Details
Job title: Senior Human Resources Manager,
Location:  Dar es Salaam
Job Grade: 7
Directly Reports to: Associate Director of Operations
Indirectly Reports to: International HR Director (for Africa)

Roles Summary
The Senior Human Resources Manager is responsible for all aspects of the human resource function within the country program. Reporting to the Associate Director of Operations with dotted line accountability to the International HR Director, the position is responsible primarily for staff recruitment, retention, performance management, employee relations, compensation, compliance, employee development and succession planning. The incumbent ensures that HR initiatives are aligned with EGPAF’s mission, values and long-term business strategy, and that they support the evolving HR needs of the country program. The overall objective of the position is to support the development and retention of a high performance work force and a learning culture.Essential

Duties and Responsibilities 
Provide leadership and oversee HR operations to ensure strategic initiatives are implemented with a strong emphasis on recruitment, development and retention of high-quality staff.   Develop and implement national HR strategies, plans & budgets that support program objectives, and ensure full implementation of defined HR standards & good practices.Conduct analysis and market research on salary and benefits trends. Provide HR guidance and recommendations to ensure the program remains competitive.Establish and oversee recruiting, hiring and orientation plans and procedures for EGPAF employees.Establish and oversee internal HR policies, procedures and programs.  Ensure communication and compliance with all internal policies and procedures as well as external regulations and applicable labour laws.Manage administration of personnel benefits and compliance with tax laws, including employee terms & conditions of service, salaries & benefits, employment contracts, and leave records.Administer performance management processes to align employee performance with EGPAF program goals and objectives and assist management in creating and retaining high performance employees and teams. Facilitate employee communication, p rovide employee services and counseling, advise on disciplinary, grievance and conflict resolution procedures, and promote employee safety, welfare, wellness and health.Manage and resolve employee relations issues (Industrial Relations) and assist management with conflict resolution to ensure that issues are identified and addressed promptly, appropriately and fairly.Collaborate with the Director for Operations and the International Director, Human Resources on sensitive matters including litigation.  Implement preventative measures and assist in reducing litigation by ensuring fair 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 the international human resources team to administer, communicate and promote EGPAF programs and policies. Supervise HR staff members and oversee the management of seconded personnel.Conduct regular field trips to project offices to monitor and review human resource and administrative procedures and assist project staff, where appropriate.Manage the country learning and development plan, identify growth and development opportunities for high potential staff, and facilitate management & leadership development initiatives.Ensure annual and mid-year performance reviews are conducted in a timely manner each year. 

Required Qualifications  
Education and Experience
Bachelor’s or preferably Master’s Degree in human resource management, organization development, organizational psychology or similar.Professional certification in HRM preferred.Above 7 years’ experience in human resource management in progressively responsible roles, with sound cross-functional experience.Extensive experience in multi-cultural, multi-national and multi-site non-profit organizations preferred.Excellent interpersonal skills and ability to resolve confrontational situations in a friendly and professional manner.        

Essential Skills and Knowledge
Expertise in national labour law, employment legislation & employment practices. NGO and international donor/grantee compliance experience a plus.Excellent interpersonal, communications, customer service, consulting, coaching and organizational skills, with a track record of driving change and innovation.Strong problem solver with strong business skills and strategic acumen, organizational diagnostic skills, analytical skills, and excellent team-building skills.High energy and maturity with ability to manage multiple projects simultaneously with competing priorities.Both strategic and tactical: able to lead in a ‘role up your sleeves’ manner that is perceived to be people-centric and effective.Culturally astute, respectful and tolerant, able to promote and support diversity in the workplace, and able to gain the trust and respect of peers.Fluency in English and at least one local language.Willingness to travel regularly to field offices, with occasional international travel.
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Project DriverProject Driver
Location: Dar Es Salaam, Tanzania
Job Code: 1275# of openings: 1
Position Details Job title:Project Driver (8 posts)
Primary manager: Associate Administrative Officer  
Location: Dodoma, Tabora and Arusha
Job grade:

Job Summary 
Under the overall guidance and supervision of the Senior Administration Manager and direct supervision of the Associate Administrative Officer, the driver ensures that EGPAF staff and official visitors/consultants are driven safely to meetings, workshops, and other work-related destinations; and that the EGPAF vehicle under in charge is maintained in an optimal working condition. The driver provide logistical support and back up to operations department as required and advised from time to time by the supervisor.

 Essential Duties and Responsibilities 
Logistics Support
Project Drives EGPAF staff and officials to meetings, field trips and other destinations on official business.Collects and delivers mail, packages and equipment; and maintains records of all deliveries and distributions.Performs pick up duties from various points as directed by the supervisor Work with respective departments to follow up on various permits and VAT exemptions Work to clear various EGPAF shipments at different levels Assist in receiving, packing, labeling and distributing parcels to different destinations as advised from time to time Perform purchase duties for the office such as office supplies

Vehicle Maintenance
Ensures that the assigned vehicle is compliant with the EGPAF minimum operating standards and Foundation Vehicle use Policy requirements.Performs minor repairs, arranges for regular maintenance and ensures that the vehicle is kept clean and in good running condition at all times.Ensures safety and custody of the vehicle, including tools.Ensures availability of all the required documents/supplies including vehicle insurance, registration, logs, office directory, and map of the city/country, first aid kit, and necessary spare parts are in the assigned vehicle.Ensures that, in the event of an accident involving the office vehicle, the necessary steps required by rules and regulations are followed.

Administrative Support
Maintains records for vehicles, logs official trips, records daily mileage, records the use of fuel vouchers, and keeps records on consumption.Keeps track of insurance and other tax formalities Assist office staff in filing, photocopying and maintaining stores when required.Assists in the mailing and distribution of letters and publications Collect and distribute mails as directed by the administrative assistant Follow up on utility invoices and deliver checque on the specified period of time

Other duties
Provide back up in the operations department in absence of other operation team members Perform other reasonable duties as may be assigned from time to time by the supervisor

Required Qualifications
Certificate of Secondary Education Certificate from a reputable Driving College Clear Class C driving license        Clear driving history and promises driving record At least two years’ experience as a driver, with preference for experience with USAID or other International Organization will be an added advantage.Safe driving records Long distance driving experience Good oral communication ability in both Swahili and English Ability to be flexible and learn quickly, ability to work with variety of different people and culture

Knowledge, Skills & Abilities
Good oral communication ability.Polite, easy going, ability to work with variety of different people and cultures Ability to work after hours to transport staff/consultants to airport and other location.Strong language capability in both Kiswahili and English Job Circumstances The position is based in the districts we operate and may require travelling outside of the working stations to other locations of program implementation


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:
The Director of Operations,
Elizabeth Glaser Pediatric Aids Foundation,
P.O. BOX 1628,395
Ursino Park , Mwaikibaki Road, Morocco.
Dar es Salaam, Tanzania. 

Or e-mail: recruitment.tanzania@pedaids.org
Closing date:  4th August 2017.
Only shortlisted candidates will be contacted.


NAFASI ZA AJIRA/KAZI EGPAF ELIZABETH GLASER PEDIATRIC AIDS FOUNDATION JULY 2017